New Weatherization Managers July 22, 2015. Welcome! Open dialogue Ask any questions Offer suggestions Share what works well at your agency Opportunity.

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Presentation transcript:

New Weatherization Managers July 22, 2015

Welcome! Open dialogue Ask any questions Offer suggestions Share what works well at your agency Opportunity to learn from each other

WAP Mission Statement "To reduce energy costs for low-income families, particularly for the elderly, people with disabilities, and children, by improving the energy efficiency of their homes while ensuring their health and safety."

Area IV’s WAP Values

Manager’s Goals Compliance with program policies Utilize 100% of funds Be prepared for monitoring Good relationship with staff/contractors Win-Win solutions to client calls

IHCDA Policies & Procedures

Agency Policies & Procedures

Excel Spreadsheets

Spreadsheets  Monthly Projections  Track Audits, Interims, Completions  Manage Waiting List  Track Certifications  Track Continuing Education Units  Monitor Inventory  Track Contractor’s Insurance

Monthly Projections/Actual

Audits/Interims/Final Inspections

Waiting List

Ownership (Beacon)

Ownership (County Assessor)

Track Completions (Name)

Track Completions (Address)

Zero Income Verification

Fuel Usage Develop a working relationship with local vendors Set up accounts to access regulated utilities

Eligibility

Certifications

Continuing Education Units

Insurance

General Liability

Worker’s Compensation (Independent Contractors)

Inventory

Managing Files Consistency Color Coding Review – 2 nd set of eyes

Forms in COLOR

Review/Approve Jobs Following the Quality Control Inspection, the contractor comes to our office and sits down with the inspector to verify materials installed Completed jobs are passed to the Program Coordinator who reviews all items Program Coordinator and Deputy Director review and complete vouchers for payment which are turned in to the fiscal department Jobs completed by Friday are paid the following Friday

Enter Information into IWAP

Compare with Fiscal At the end of each month, run a report from IWAP Compare numbers with fiscal department

Fund Utilization Fourth Tuesday each month all Community Action Program Coordinators meet to review their programs Fiscal Department provides an up-to-date report of fund utilization indicating the need to increase/decrease spending

Share Information Employees need to be kept up to date Have meetings for contractors

Meet with WX Employees Stay on track Be aware of what is coming Plan for production Find out about any outstanding issues Get input

Meet with Contractors At least semi-annual meetings Sign In Sheets Power Point Presentations Talk about what is working well Review challenges Ask everyone to take part Provide “Snacks”

Value Your Contractors Let contractors know what to expect Pay on a regular basis Remember what happens daily in the field:  Extreme Heat  Extreme Cold/Snow/Sleet/Rain  Attics/Crawl Spaces  Clients  Animals

Prepare Vouchers for Payment Contractors respond best when they know they will be receiving regular payments!

Contracts Use the contract between IHCDA and Agency as a template Adapt wording by replacing “IHCDA” with your Agency’s name Your contractor becomes the “sub-grantee” Not every sentence applies, but the overall product is the same

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