Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 20 - Division of County Operations
Rule 016.20.09-001 - Weatherization Assistance Program 2009-2010 State Plan

1.

GRANT APPLICATION STANDARD FORM 424

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BUDGET

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2009 DOE ALLOCATION

1. PERSONNEL - Prime Applicant only (all other participant costs must be listed on 6. below and form DOE F 4600.4, Section B. Line 6.f. Contracts and Sub Grants.

2. FRINGE BENEFITS -

3. TRAVEL - Identify total Foreign and Domestic Travel as separate items.

4. EQUIPMENT - as defined in 10 CFR 600.202. Definitions can be found at http://wv[GREATER THAN]''w.access.gpo.aov/nara/cfr/waisidx 00/ 10cfr 600 OO.html.

5. MATERIALS AND SUPPLIES - as defined in 10 CFR 600.202. Definitions;at http://www.access.gpo.gov/nara/cfr/waisidx 00/ 10cfr 600 OO.html.

6. CONTRACTS AND SUBGRANTS - All other participant costs including subcontractor, sub-grants, and consultants.

Provide the information below for new proposed sub recipients and subcontractors. For ongoing subcontractors and sub recipients, if this information is provided elsewhere in the application, it does not have to be restated here, but please indicate the document and page numbers where it can be found.

7. OTHER DIRECT COSTS - Include all direct costs not included in above categories.

8. INDIRECT COSTS -

1. An analysis of the existence and effectiveness of any weatherization project being carried out by a subgrantee.

The Arkansas Weatherization Office analyzes the effectiveness of the State's Weatherization projects through its ongoing monitoring activities.

The monitoring activities of the Arkansas Weatherization Office serve three principle purposes:

-To disclose areas of non-compliance with contract and programmatic regulations.

-To identify technical assistance needs among program personnel, provide training to correct deficiencies, identify and resolve questions about program operations.

-To assure quality workmanship on homes weatherized.

Monthly monitoring activities occur in OCS as staff reviews the monthly reports from the subgrantees. The monitoring lends itself to in-office or desktop review since the fiscal records are readily accessible and financial staff is usually available for consultation.

Before making a monitoring visit, the monitor reviews all reports and requests, and pertinent correspondence from the agency to be visited to get an idea of the agency's performance over a period of several months. The audit for the last contract period and the monitoring reports made previously are also reviewed. Year-to-date statistical data is compiled monthly.

The monitor also reviews the production schedule for each agency based on the Arkansas weatherization allocation formula and compares it to projections and expenditures.

Each subgrantee is monitored a minimum of one time annually, but monitoring may be required more often if requested by the agency or is deemed necessary by the State Weatherization Office.

Monitoring and evaluation activities include:

1. Fifteen subgrantees will be monitored at least once during the program year.

2 . At least 10% of the units weatherized will be inspected during the program year.

3 . At least 10% of the client files will be inspected for compliance with state and federal regulations.

4 . Fiscal and production desk reviews will be conducted monthly. y level. '

Section 1 - Name

The name of the Council shall be the Arkansas Weatherization Policy Advisory Council (PAC).

Section 2 - Purpose

The purpose of the PAC shall be to promote the full development and utilization of the State's weatherization resources.

Section 3 - Membership

The PAC shall be appointed by the Office of Community Services' Assistant Director in consultation with the State Weatherization Directors and PAC, consistent with federal regulations. Membership shall consist of no more than fifteen members representing the following groups or organizations:

Section 4 - Authority

The PAC shall serve in an advisory capacity and will function as follows:

Section 1 - Officers

The officers of the PAC shall be the Chairperson and Vice Chairperson.

Section 2 - Nomination of Officers

The Nominating Committee shall present a slate of officers in advance of the voting meeting. Additional nominations may be made from the floor. From this slate, the nominee receiving the majority vote shall be the officer.

Section 3 - Election and Term of Office

Section 4 - Duties

Chairperson: The Chairperson shall preside at all meetings of the PAC and perform all such services as are usually performed by the Chairperson of an organization and shall perform such duties as may be requested by the PAC and shall be ex-officio member of all committees except the Nominating Committee.

1910-0400

Vice Chairperson: The Vice Chairperson shall discharge the duties of the Chairperson in the absence of the Chairperson or in the event of his inability to act.

Section 1 - Regular Meetings

The PAC shall meet on the fourth Tuesday of the third month of each quarter or at other times as specified by the Chairperson.

Section 2 - Special or Called Meeting

The Chairperson may call special meetings of the PAC as required. Upon receipt of written request from a majority of members of the PAC, the Chairperson shall call a special meeting of the PAC to convene within ten days.

Section 3 - Quorum

Five members of the PAC shall constitute a quorum for the transaction of business.

Section 4 - Voting

All actions of the PAC shall be determined by a majority vote of the members present and voting, except the adoption and amendment of the By-laws which shall be by a two-thirds vote of the members present. Proxy voting shall be allowed by persons authorized to attend and represent a member of the PAC.

Section 5 - Order of Business

The Chairperson and the Assistant Director of the Office of Community Services or designee shall be responsible for ordering the business of the PAC.

Section 6 - Rules

Robert Rules of Order shall govern the procedures of the PAC.

Section 1 - Committees may be established by the PAC as requested, to deal with specific issues. Members shall be designated by the Chairperson.

Section 1 - By-Laws Amendment Procedures

The By-laws may be amended at any regular meeting of the PAC by a two-thirds vote of the members present, provided that the proposed amendment has been submitted in writing and made available to all members at least two weeks prior to the meeting at which a vote is taken.

HEARINGS AND TRANSCRIPTS

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THE ARKANSAS WEATHERIZATION POLICY ADVISORY

IMAX THEATER CONFERENCE ROOM

3001 ROOSEVELT ROAD

LITTLE ROCK, AR 72206

JANUARY 24, 2008

10:00-10:15 A.M.

IN THE MATTER OF:,

WEATHERIZATION ASSISTANCE PROGRAM PUBLIC HEARING

APPEARANCES:

MS. MAE BISHOP, STATE WEATHERIZATION PROGRAM MANAGER,ARKANSAS OFFICE OF COMMUNITY SERVICES, DHS

PUBLIC ATTENDEES:

EXHIBITS

No Exhibits.

WEATHERIZATION ASSISTANCE PROGRAM PUBLIC HEARING JANUARY 24, 2008

Chairman Whitmer: This is the 2008-2009 Arkansas Weatherization Assistance Program Public Hearing. I would like to ask if everyone will put your cell phones and pagers on vibrate or turn them off. We will follow the same guidelines as we always follow. We will have the Public Hearing, take a short break and then the Policy Advisory Council meeting.

Ms. Bishop: Good morning. My name is Mae Bishop, Weatherization Program Manager at the Arkansas Department of Human Services, Office of Community Services. My purpose here today is to conduct a public hearing on the 2008 Weatherization Assistance Program State Plan.

The department has proposed an allocation of $2,061,017 from the United States Department of Energy funds and $1,919,855 from the Home Energy Assistance Program funds. No carryover is estimated this program year.

Grantees are expected to achieve a rate of production and expenditures that will result in all weatherization funds being spent by the end of the year.

The federal guidelines require the state to submit an annual application. The annual file is submitted to DOE and master file is updated as appropriate at the Department of Human Services. There possibly may be some changes in reporting requirements if there are changes required by the Department of Energy.

Training and technical assistance will be provided in the following areas on an as needed basis: Management and Administration, Basic Skills, Contract Training, Consumer EducaUon, Leveraging, Rules and Regulations, National Energy Audit, Mobile Home Energy Audit, and Management Information System.

The following trainings have been tentatively scheduled:

Grant Guidance: March 21, 2008

Annual Training Conference:

July 18-19, 2008 '

Skills Training: October 2-3, 2008

General skills training is provided annually and additional training needs are determined as a result of monitoring visits and monthly reports. Attendance by appropriate subgrantee personnel is encouraged at all trainings. The effectiveness of state training will be evaluated annually. Attendance at training includes regional and national training sessions provided.

The state compares productivity by use of monthly reports. These reports are compiled and shared with subgrantees annually. It is estimated the 66 percent of the training and technical assistance funds will be used for monitoring activities. Other funds will also be used for monitoring activities.

Weatherization services will be provided in all 75 counties in Arkansas by 15 subgrantees.

Funds for Indian tribes are taken from state allocations. However, Arkansas has no Indian tribes at this time.

Approximately 533 units will be weatherized with Department of Energy funds and approximately 541 units will be weatherized with Home Energy Assistance Program funds.

The state is requiring a minimum of 30 percent average to be used for materials.

The state is requiring the use of the blower door on all units. Subgrantees receiving less than $350,000 will receive ten percent of the United States Department of Energy funds for administration. Home Energy Assistance Program funds are limited to five percent for administration.

The state proposes up to $63,000 for leveraging; up to $10,000 for crisis relief; and up to $42,000 for Pollution Control Insurance from Home Energy Assistance Program funds. Funds will be used to weatherize homes if not expended for leveraging, crisis relief, and pollution control insurance.

Children are included in the priority system. Children are defined to be dependents under the age of 18 who are full-time students in a secondary school or equivalent technical or vocational training who may be reasonably expected to complete the program before reaching the age of 19.

The financial audit, liability insurance and health and safety will continue to be separate budget items.

Program income is defined as any funds earned from non-federal sources during the course of performing weatherization work. The income generated must be used to complete additional houses in accordance with program rules.

Each subgrantee is required to have a policy on procurement of building insulation products and materials containing recovered materials in compliance with federal and state requirements.

All low-income Weatherization Assistance Program subgrantees completing renovation work on pre-1978 housing are subject to the provisions of a federal regulation that requires them to give a notification to the occupants of the housing about the potential hazards of lead base paint. The renovators are required to give occupants a copy of the Environmental Protection Agency booklet "Protect Your Family From Lead In Your Home" at least seven days prior to the start of work. This requirement applies only to those homes covered by the Environmental Protection Agency rule. A house may be reweatherized if it was previously weatherized prior to September 30, 1993.

The state will continue to have a Policy Advisory Council as opposed to having a commission.

The Department of Energy has authorized replacement of refrigerators and electric water heaters under certain conditions. The maximum average per unit for 2009 will be $3,055.

The Health and Safety plan includes mold and mildew. This includes a training plan, client certification form, walk-away policy and checklist.

The Arkansas Department of Human Services is in compliance with Titles VI and VII of the Civil Rights Act and operates, manages and delivers services without regard to age, religion, disability, political affiliation, veteran status, sex, race, color, or national origin. If you need this material in a different format, such as large print, contact our Americans with Disabilities Act Coordinator at (501) 682-8922 voice, or (501) 682-8820 TDD.

Written comments may be submitted by 4:30 p.m., March 15 to:

Thomas E. Green, Assistant Director Office of Community Services P.O. Box 1437, Slot S-330 Little Rock, AR 72203-1437

This ends the public hearing. Are there any public comments regarding this hearing?

Chairman Whitmer: Do we have any comments? If we do please state your name, address, if you live in Little Rock, and the agency you work for. There are no comments.

Ms. Bishop:There are no comments. I would like to say again, if you have written comments that you like to submit, you may submit them by March 15.

Chairman Whitmer; If there are no comments, we would like to close the Public Hearing. We will adjourn and meet back here about 15 minutes to start the Policy Advisory Council meeting.

The meeting adjourned at 10:15 a.m.

ADJUSTMENTS TO ON-LINE INFORMATION

The maximum average for FY 2009 is $3,055 per unit. The FY 2010 maximum average will be adjusted when notified by The Department of Energy.

The expenditure limit for Health and Safety Measures is 20% of the average per dwelhng unit cost limitation.

The state will use 150% of the poverty guidelines as the eligibility criteria. The Department of Energy definition of income will be used.

MISCELLANEOUS

Miscellaneous

Energy Audit: Arkansas uses NEAT and will use the mobile home energy audit developed by DOE contract.

Success Stories: Arkansas will report success stories using the DOE prescribed format.

Financial Audits: The State office and each subgrantee has a Single Agency Audit in compliance with Circular A-133.

Reporting: Arkansas will comply with all of DOE's reporting requirements.

ASSURANCES

AND

CERTIFICATION

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// Olher Editiom Are Obsolete

The Applicant agrees to submit requested data to the Department of Energy regarding programs and activities developed by the Applicant from the use of Federal assistance funds extended by the Department of Energy. Facilities of the Applicant (including the physical plants, buildings, or other structures) and all records, books, accounts, and other sources of information pertinent to the Applicant's compliance with the civil rights laws shall be made available for inspection during normal business hours of request of an officer or employee of the Department of Energy specifically authorized to make such inspections. Instructions in this regard will be provided by the Director, Office of Civil Rights, U.S. Department of Energy.

This assurance is given in consideration of and for the purpose of obtaining any and all Federal grants, loans, contracts (excluding procurement contracts), property, discounts or other Federal assistance extended after the date hereof, to the Applicants by the Department of Energy, including installment payments on account after such data of application for Federal assistance which are approved before such date. The Applicant recognizes and agrees that such Federal assistance will be extended in reliance upon the representations and agreements made in this assurance, and that the United States shall have the right to seek judicial enforcement of this assurance. This assurance is binding on the Applicant, the successors, transferees, and assignees, as well as the person(s) whose signatures appear below and who are authorized to sign this assurance on behalf of the Applicant.

Applicant Certification

The Applicant certifies that it has complied, or that, within 90 days of the date of the grant, it will comply with all applicable requirements of 1 0 C.F.R. § I 040.5 (a copy will be fiimished to the Applicant upon written request to DOE).

Designated Responsible Employee

Bernard Pighee . Administrator_______________ (501) 682-7955_______________________

Name and Title (Printed or Typed) Telephone Number

Signature Date

Arkansas Department of Human Services______ (501) 682-8715____________________________

Applicant's Name Telephone Number

Post Office Box I437/S330 _________________________________________

Address: Date

Little Rock. Arkansas 72203-1437___________

Authorized Official:

President, Chief Executive Officer or Authorized Designee

Thomas E. Green. Assistant Director___________________ (501) 682-8715_______________________________

Name and Title (Printed or Typed) Telephone Number

CERTIFICATIONS REGARDING LOBBYING, DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS; AND DRUG-FREE WORKPLACE REQUIREMENTS

Applications should refer to Che regulations cited below to determine the certification to which they are required to attest. Applicants should also review the instructions for certification included m the regulations before completing this form. Signature of this form provides for compliance with certification requirements under 34 CFR Part 82, "New Restrictions on Lobbying," and 34 CFR Pad 85, "Government-wide Debarment and Suspension (Nonprocurement) arid Government-wide Requirements or Drug-Free Workplace (Grants)." The certifications shall be treated as a material representation of fact upon which reliance will be placed when the Department of Energy determines to award the covered transaction, grant, or cooperative agreement:

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U.S. DEPARTMENT OF ENERGY

FINANCIAL ASSISTANCE PRE-AWARD INFORMATION SHEET

Grantee: Arkansas Office of Community Services_______________________

Grant No.: DEFG44-02R410841______,____________ Amendment No.: ___________ .

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