FFY2013 EAP Annual Training Part 5: Primary Heat; ERR; WAP Presentation; ROFW

1. FFY2013 EAP Annual Training Part 5: Primary Heat; ERR; WAP Presentation; ROFW

2. Chapter 6 – Primary Heat

3. Chapter 6 – Primary Heat Highlights • Live in the dwelling at the time of application • Apply Primary Heat based on household’s situation • Primary Heat – allowable uses • 30% to non-heat electric vendor • Primary Heat – energy emergency situation • Avoid Primary Heat payments for self-supplied biofuel • Low actual consumption due to extended absence • Documentation for secondary electric heat

4. Live in the Dwelling at the Time of Application Live in the Dwelling • At the time the application is signed • A snapshot in time • GAO report • There is a new question on application • HH may withdraw the application if eligibility has not been determined and approved • New notification letter denial reason

5. Notification Letter New Denial Reason: Application Withdrawn by HH

6. Work with the Household (non-emergency) While working with HH, determine the best course of action to address needs • Consider the HH’s particular situation and preferences • SP’s role is to apply the program policies and procedures based on the HH’s situation • May already be contacting HH for additional information • HH may have multiple heating fuels and may need to determine the best distribution of primary heat

7. Primary Heat Allowable PH Uses • Future fuel costs • Arrearages and current bill amounts for electricity and heating fuels • Delivered fuel or emergency fuel • Fees including pressure tests, leak seek, line bleeding, tank setting, tank rental, membership, after hours delivery costs, reconnection, service deposits • Removal of load limiters • Previous energy vendor (see Chapter 10)

8. Payment to a Previous Energy Vendor (Chapter 10) If a HH has changed energy vendors since applying for EAP or wants to return to a previous energy vendor and still owes a balance to a previous energy vendor, the HH may request a portion of the grant be sent to the previous energy vendor • SP may not pay any portion of a HH's grant to a previous energy vendor unless HH requests • To receive payment, the energy vendor must be included on the HH’s energy vendor list in eHEAT

9. 30% to Non-heat Electric • Primary Heat can be applied to household’s electric non-heating vendor account (see Chapter 10 - Benefit Payments and Refunds) • When working together, SP & HH may decide it’s beneficial to adjust or cancel the 30% designation to address the HH’s particular situation • Distribution is not constrained to 30% when working with a HH • Determine appropriate distribution based on HH’s particular situation. • Past due, but not disconnected electric vendor account • High electric costs • Involve the HH in the decision • Document any differences to the “30% to electric” designation

10. Applying Primary Heat In Emergencies • Primary Heat is applied first as designated on the application and as Primary Heat payments are available to the emergency vendor (see Chapter 6 - Crisis) • If Primary Heat benefits are consolidated or are applied differently than as scheduled in eHEAT, inform the HH while working with the HH • Let the household know the distribution of benefits indicated on the award letter may be different

11. Avoid Primary Heat Payments for Self-Supplied Biofuel PH Payments to Self Supplied Biofuel • Biofuel PH payments must go to a vendor whenever possible • Service Providers must know the biofuel vendors in their area and encourage vendors to register with EAP • Make direct payments for self-supplied biofuel only when no registered vendor is available • SP must document there is no biofuel vendor available in eHEAT ‘Complete’ screen general notes. • Wood, corn, etc. must be purchased from an EAP vendor when available • Reduces misuse and abuse of federal funds

12. Use Actual Consumption Not Back-Up for Snowbirds Use Actual Consumption • Snowbirds may be eligible for EAP Primary Heat Benefits • Occupy the dwelling at the time of application and at the time any EAP benefits are requested • The complexity of determining and proving occupancy and residency requirements curtails other options • Snowbird Primary Heat Benefit amounts are controlled by the reduced consumption • Entering accurate consumption rather than using back-up matrix ensures accurate primary heat benefit • May be instances where no fuel was delivered during the 12 month consumption period. Enter $1 in eHEAT. • Primary Heat Benefit = $100

13. Documentation for Dual Fuel Determining electricity is secondary heat • Include electric costs as heat if the household uses electricity to provide most or all of the heat to one or more rooms (excluding bathrooms) • Generally this means electricity provides the only heat for the room

14. Documentation for Dual Fuel Determining electricity is secondary heat • Which rooms are heated with electricity? • What type of electric appliance is the main or only heat source for the rooms? • How often are the electric appliances turned on? • Are there heat registers, radiators or other heat to the rooms? • If “yes,” why is electric heat needed in the rooms? • Question added to the application

15. Documentation for Dual Fuel Determining electricity is secondary heat • Documentation is key: • 10/01/12 MS stated the upstairs bedrooms only have electric baseboards to heat the rooms. Elect. is secondary heat. DB • 10/15/12 BP said house has electric baseboard heat and added forced-air gas system throughout dwelling. Baseboards seldom if ever used. Elect. is not secondary heat. AZ • 11/15/12 JH said main heat is turned down. She brings an electric space heater into rooms with her to make it warmer. Elect. is not secondary heat. AH

16. Chapter 6 – Primary Heat Q&A

17. ERR

18. ERR Chapter 8 • Language clarified and strengthened throughout the chapter • Improvements to help you manage your work

19. ERR Policies & Procedures Eligibility The EAP income eligibility process serves as the income eligibility determination process for ERR. ERR funds may serve a household that: • Is currently eligible for EAP • Is a homeowner and is occupying the dwelling at the time the ERR benefit is determined • Occupies a qualified dwelling • Has a hazardous and life threatening situation, has no heat, or has a malfunctioning heating system

20. ERR Eligibility (page 2) • EAP and ERR eligibility must be determined before heating system repair or replacement can be authorized • Expenditures to provide temporary heat or shelter for up to 48 hours may be authorized if the household agrees to repay costs if the household is later determined not eligible for ERR services • See Chapter 8 pg 2 for examples of ERR ineligibility

21. ERR Furnace Terms and Definitions (page 3) • Secondary heating system – an additional furnace that heats the same area or another part of a dwelling • Redundant – Two interchangeable heating systems that heat the same area. Dual furnace systems are redundant. • Dual System Furnace – A general HVAC or heating term used to describe a furnace that uses more than one fuel source to provide heat in a dwelling unit, e.g. LP furnace with an electric plenum furnace using the same blower and ductwork. Propane is not needed to provide heat.

22. ERR • The ERR Assessment section has some clarifications but no policy changes • The Dwelling Unit Definition section has some clarifications, but no policy changes

23. ERR Proof of Ownership (page 4) • All replacements and repairs over $1000 must have proof of ownership • If the Service Provider has doubts about proof provided to document ownership, submit to DOC for review before services are provided

24. ERR Time Frames for ERR Service (page 5) ERR is a crisis program and timelines for service must comply with the federal crisis requirements. (LIHEAP Act of 1981, Section 2604(c)(1)&(2)) • Not later than 48 hours after a household applies for energy crisis benefits, provide some form of assistance that will resolve the energy crisis if such household is eligible to receive such benefits; • Not later than 18 hours after a household applies for crisis benefits, provide some form of assistance that will resolve the energy crisis if such household is eligible to receive such benefits and is in a life-threatening situation.

25. ERR New Section: (Pages 6 and 7) When ERR Funding Is Unavailable Examples include: • Lack of ERR funds • Run Out of Money (ROOM) log date • ERR requests after June 30

26. ERR When ERR Funding Is Unavailable (continued) When ERR funds are unavailable to assist: • The household must be immediately referred to the Weatherization Assistance Program (WAP) to access standalone mechanical services • The WAP Service Provider must follow EAP Crisis timelines and prioritize EAP/Wx funds to address the EAP referral if the WAP Service Provider has unobligated EAP/Wx funds • In life-threatening conditions, some form of assistance that will resolve the situation must be provided within 18 hours

27. ERR • If an allowable heating system repair or replacement is not life threatening, some form of assistance to resolve the situation must be provided within 48 hours (LIHEAP Act of 1981, Section 2604(c)(1)&(2)) • EAP Coordinators are to contact their EAP Program Performance Auditor and eap.mail@state.mn.us if problems are encountered

28. ERR Assistance Limit (page 7) • The ERR expenditures for the program year must average $2,500 or less

29. ERR Furnace Size • As important as the efficiency rating • Common mistake: buying a heating system that is too large for the home • “Bigger is better” does not apply to heating systems • If system is oversized, it will cycle more frequently causing extra wear on the equipment and reduced comfort

30. ERR Mechanical Equipment and Work Standards • The unit must be properly sized and installed to assure maximum comfort and efficiency using industry accepted sizing protocols • Proof the furnace is properly sized is required • Heat Loss/Manual “J” Calculation Documentation • Must be included in ERR file documentation • Must be part of the bid or invoice • Mechanical heating contractors know they are to use the model and must have it included with the bid or invoice

31. ERR Manual J • https://www.acca.org/store/category.php?cid=18 • This website gives contractors options for software they can purchase and use for designing and installing residential HVAC systems, including ACCA-approved Manual J software • Code N1103.2.6 Equipment sizing. Heating and cooling equipment shall be sized per the Minnesota Mechanical Code, Chapter 1346, and ACCA Manual J • Current code language: Over-sizing of heating equipment must not exceed 43% and cooling equipment must not exceed 21%

32. ERR Example of a Heat Loss or “Manual J” Calculation Document

33. ERR The ERR Tracking Formis no longer mandatory

34. ERR eHEAT Documentation is Mandatory • All ERR events must be entered into eHEAT when they are initiated, prior to any ERR activity • This ensures FSR accuracy and availability of funds • As soon as you get the ERR call, enter it into eHEAT

35. ERR ERR eHEAT Documentation • All applicable information must be recorded in eHEAT when ERR service is requested • ERR eHEAT notes must state: • When and what ERR services were initiated and authorized by the Service Provider • Whether the household has temporary or secondary heat • Whether secondary heat is redundant

36. ERR eHEAT Notes (Cont.) • If the heating contractor provided temporary heat to the dwelling • 10/17/12 Contractor provided space heaters - SL • The contractor’s analysis of the heating system problem • Make notes of analysis or note referring to file documents • The contractor’s proposed repair or replacement and justification for replacement, if applicable • Make notes of analysis or note referring to file documents

37. ERR eHEAT Enhancements • eHEAT enhancements capture the information on the ERR Tracking Form • Will be available soon • DOC will notify SPs when enhancements are ready

38. ERR ERR File Documentation • Proof of ownership, if applicable • Copies of any proposals, bids, purchase orders or other work orders • Itemized invoices for work completed • Documentation of properly sized heating unit replacement (Manual J calculation)

39. ERR ERR File Documentation (Cont.) • A completed and signed ERR Completion Certificate for each contractor or service, if applicable • A completed and signed ERR Furnace Replacement Inspection Tool, if inspected

40. ERR The Completion Certificateis mandatory • Guidelines remain the same • Required for all repair and replacement work over $1000 • If final inspection is completed, the inspector must sign

41. ERR Final Inspection Worksheet • Worksheet is mandatory • Guidelines remain the same • At least 50% of all replacements must be inspected • Fill it out entirely! New Policy • Inspect 100% of employee ERR furnace replacements

42. ERR The ERR Troubleshooting Tool is Optional • Encourage SPs to use, especially if there are several staff members handling ERR calls • Most SPs participated in design • Recommend for new staff • Another form that shows existing conditions

43. ERR Surety Bonds Contractors must: • Be licensed and surety bonded as required by Department of Labor and Industry (DoLI) laws, ordinances, regulations or codes • Some contractors were not entered online and therefore the SP’s could not use them • Cancelled check or other proof of payment to prove that they paid the fee and a copy of the completed form • DoLI: www.dli.mn.gov

44. ERR Q&A

45. WAP Eric Boyd

46. EAP and WAP Coordination Eric Boyd

47. Who I am: • Bachelors of Science in Residential Building Science and Technology • Home Remodeler • Construction and Project Manager • Weatherization Monitor

48. Main Points of the EAP/WAP transfer • Spending Limits • Average of $5,000 per household • Additional $1,000 average for Health and Safety • Base loads • EAP/WX funds will not be used for the following: • CFL lights • Refrigerators • Gas stoves or ranges

49. Multi Family • Only mechanical systems will be addressed • Tenants must directly pay for their own heating costs • Everyone must be EAP eligible • Vacant dwellings may not be Weatherized

50. Emergencies and No Heat • If you are out of ERR money it is strongly encouraged that referrals are made to the Weatherization Program • Weatherization Program Managers can help clients by following the Weatherization Standalone Policy with repairs and replacements of heating plants