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Policies and Procedures for Low-Income Weatherization

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Policies and Procedures for Low-Income Weatherization Weatherization Manual For Managing the Low-Income Weatherization Program Policies and Procedures Specifications and Standards Supporting Documents for United States Department of Energy United States Department of Health and Human Services Bonneville Power Administration and Matchmakers Prepared By: Washington State Department of Commerce Community Services and Housing Division April 2009 Edition (with 2010 revisions) Policies and Procedures For Managing the Low-Income Weatherization Program for United States Department of Energy United States Department of Health and Human Services Bonneville Power Administration and Matchmakers Prepared By: Washington State Department of Commerce Community Services and Housing Division April 2009 Edition (with 2010 revisions) April 2010 Policies and Procedures For Managing the Low-Income Weatherization Program Table of Contents Chapter 1 Eligible Clients and Dwellings Section 1.1 Outreach to Eligible Clients April 2010 Section 1.1.1 Requirements for Services to Low-Income Native Americans April 2009 Section 1.2 Determining Client Income Eligibility April 2010 Section 1.2.1 Policies for Income Eligibility Guidelines Other than 125 Percent of Federal Poverty Guidelines April 2010 Section 1.3 Period of Eligibility April 2009 Section 1.4 Applicant Eligibility, Owners or Tenants April 2009 Section 1.4.1 Use and Monitoring of Property Owner/Agency Agreements April 2009 Section 1.5 Qualifying Multi-Unit Residences April 2010 Section 1.6 Ineligible Residences and Exceptions April 2009 Section 1.7 Shelters, Group Homes, and Transitional Facilities April 2009 Section 1.8 Subsidized Housing Weatherization April 2010 Section 1.9 Historic Preservation Review April 2009 Section 1.10 Notification of Lead-Based Paint Hazards April 2010 Chapter 2 Income Eligibility Standards and Documentation April 2009 Chapter 3 Verification of Residence and Household Section 3.1 Documentation of Residence April 2009 Section 3.2 Documentation of Household Size/Self-Declaration April 2009 Section 3.3 Documentation of Public/Subsidized Multi-Family Buildings April 2009 Chapter 4 Complaints and Dispute Resolution April 2009 Page 1 of 3 April 2009 Policies and Procedures for Managing the Low-Income Weatherization Program Table of Contents Chapter 5 Providing Weatherization Services Section 5.1 Home Energy Audits April 2010 Section 5.1.1 Restrictions on Window and Door Repair and Replacement for One and Two Story Buildings April 2009 Section 5.1.2 Heating System Replacement April 2009 Section 5.1.3 Repair and Replacement of Solid Fuel Burning Appliance Systems April 2009 Section 5.1.4 Repair and Replacement of Space Heaters April 2009 Section 5.1.5 Water Heater Repair and Replacement April 2009 Section 5.1.6 Refrigerator Replacement April 2010 Section 5.1.7 Fuel Switching April 2009 Section 5.1.8 Certification of Insulation April 2009 Section 5.1.9 Closed Wall Cavity Insulation April 2009 Section 5.2 Energy Efficient Lighting April 2009 Section 5.3 Health and Safety Measures and Repairs April 2009 Section 5.3.1 Testing for Excessive Carbon Monoxide (CO) April 2009 Section 5.3.2 Installation of Carbon Monoxide (CO) Detectors April 2009 Section 5.3.3 Diagnostic Tests and Air Sealing April 2009 Section 5.4 Weatherization-Related Repair April 2009 Section 5.5 Deferral Standards April 2009 Section 5.6 Coordination with Utilities and Related Programs April 2009 Section 5.7 Renewable Energy Systems April 2009 Section 5.8 Tier Service Delivery April 2010 Chapter 6 Allowable Costs Section 6.1 General Standards for Allowable Costs April 2009 Section 6.2 General Standards of Fiscal Accountability April 2009 Section 6.3 Administrative Costs April 2009 Section 6.4 Program Operation Costs April 2010 Section 6.4.1 Compliance with Federal Standards for Use of Recycled Insulation Materials April 2009 Section 6.5 Training and Technical Assistance Costs April 2010 Page 2 of 3 April 2009 Policies and Procedures for Managing the Low-Income Weatherization Program Table of Contents Section 6.6 Equipment April 2009 Section 6.7 Budget Revisions April 2009 Section 6.8 Audits April 2009 Chapter 7 Program Inspection and Monitoring Section 7.1 Local Agency Inspection of Weatherization Work April 2009 Section 7.2 Commerce Program Monitoring April 2009 Chapter 8 Program Management, Administration, and Reporting Section 8.1 Soliciting Providers for Weatherization Program Services April 2009 Section 8.2 General Weatherization Work Plan April 2009 Section 8.3 Contracts and Amendments April 2009 Section 8.3.1 Spending Limits April 2009 Section 8.4 Subcontracting April 2010 Section 8.4.1 Warranties, Owner Release, and Waiver of Lien April 2009 Section 8.5 Certification Regarding Lobbying April 2009 Section 8.6 Issuance of Working Capital Advances April 2009 Section 8.7 Reporting and Reimbursement of Expenses April 2010 Section 8.8 Final Contract Closeout Report April 2009 Section 8.9 Counting Year-End Unit Completions April 2009 Section 8.10 Refunds April 2009 Section 8.11 Program Income April 2009 Section 8.12 Inventory Control April 2009 Section 8.12.1 Disposition of Equipment April 2009 Section 8.12.2 Weatherization Materials Transfer and Inventory April 2009 Chapter 9 Health and Safety Section 9.1 Local Agency and/or Subcontractor Health and Safety April 2009 Section 9.2 Client Health and Safety April 2009 Page 3 of 3 April 2009 (Revised April 2010: May 28, 2009 Policy Memo) CHAPTER I ELIGIBLE CLIENTS AND DWELLINGS SECTION 1.1 OUTREACH TO ELIGIBLE CLIENTS A. Policy Local agencies will provide weatherization program information to eligible households in their service area and ensure that those who want to apply have an opportunity to do so. 1. Special efforts will be made to inform households with members who are either: a. Elderly (60 years of age or older). b. Persons with disabilities. c. Children under six years of age. d. Household with incomes at or below 125% of federal poverty guidelines. e. Hindered by communication barriers, such as those who do not understand English or do not have easy access to common public news media. f. Native American, with particular emphasis on households residing on reservations. 2. Two priority categories have been added to provide flexibility to maximize program effectiveness. a. High residential energy users. b. Households with high-energy burden. These are in no way mandatory and may be used in lieu of, or in any combination with, the existing priority categories. With these additional categories, local agencies may be better able to partner with utilities and other programs to leverage additional resources into their programs. Referenced in: 10 CFR 440.1 Page 1 of 2 WPN 05-1, 2004 DOE Specific Terms & Conditions HHS Specific Terms & Conditions BPA Specific Terms & Conditions MM Specific Terms & Conditions April 2009 Chapter 1 Eligible Clients and Dwellings (Revised April 2010: May 28, 2009 Policy Memo) Section 1.1 Outreach to Eligible Clients B. Procedure Local agencies may use a variety of outreach methods, including: 1. Informing organizations or advocacy groups that have a special interest in, or regular contact with, persons characterized above. 2. Arranging for applications to be taken by, or at the site of, those organizations or advocacy groups. 3. Placing multi-lingual posters and materials describing the program in public areas and buildings. 4. Placing TV and radio ads to reach people who cannot read and those with limited English skills. 5. Providing interpreters for non-English speaking applicants or applicants with communications handicaps. 6. Working with energy vendors on providing customers with program information. Referenced in: 10 CFR 440.1 Page 2 of 2 WPN 05-1, 2004 DOE Specific Terms & Conditions HHS Specific Terms & Conditions BPA Specific Terms & Conditions MM Specific Terms & Conditions April 2009 Chapter 1 Eligible Clients and Dwellings SECTION 1.1.1 REQUIREMENTS FOR SERVICES TO LOW-INCOME NATIVE AMERICANS A. Policy 1. Local agencies must serve low-income Native Americans in the local agency’s service area, with particular emphasis on households residing on reservations. 2. Funds will be used to weatherize dwelling units of eligible low-income tribal members in proportion at least equal to the eligible non-Native American, low-income population in the local agency’s area. a. Commerce will refer to current census data on low-income Native Americans in relationship to the general low-income population per service area when monitoring agency performance. See Exhibit 1.1.1A, Percent of Native American Low-Income Households. b. Commerce will refer to this data when counting weatherization units reported as complete to determine whether the above requirement is being met by local agencies. c. Local agencies with BPA funds may apply for additional weatherization funds through the Tribal Set-Aside Program to serve specific tribal members. B. Procedure 1. Local agencies may use a variety of outreach methods, such as those listed in Section 1.1, Outreach to Eligible Clients. In some areas, special outreach efforts may be required to achieve desired service levels, such as speaking at tribal community meetings. 2. See Exhibit 1.1.1A, Percent of Native American Low-Income Households. Page 1 of 1 April 2009 Chapter 1 Eligible Clients and Dwellings (Revised April 2010) SECTION 1.2 DETERMINING CLIENT INCOME ELIGIBILITY A. Policy Local agencies must follow the income eligibility guidelines for the Washington State Energy Assistance Program/Low Income Home Energy Assistance Program (LIHEAP) to determine types of eligible income, how to document income, and other eligibility rules. For length of Weatherization eligibility see Section 1.3, Period of Eligibility. 1. Households must be determined income eligible prior to receiving weatherization services. 2. Commerce uses federal poverty guidelines issued by the United States Department of Health and Human Services (HHS) to establish client eligibility for the Low-Income Weatherization Assistance Program. HHS guidelines allow local agencies flexibility to consider the cost of living and higher cost of housing in some parts of the state.
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