13 Reduction of home energy needs,2605(b)(16) - Assurance 16

13.1 Describe how you use LIHEAP funds to provide services that encourage and enable households to reduce their home energy needs and thereby the need for energy assistance? Energy Coordinating Agency (ECA) and Milford Housing Development Corporation (MHDC) provide clients with EcoKits and energy conservation education through the RRHACE program. EcoKits include: LED light bulbs and night lights, caulk tubes and rope caulk, door sweeps, low-flow shower heads and aerators, and energy education materials. First State Community Action Agency (FSCAA), Delaware's designated anti-poverty agency, plays a critical role in supporting low- income residents by administering two essential energy assistance programs: Replacing/Repairing Heaters & Conserving Energy Program (RRHACE) – Provides assistance with heating system repairs and replacements while educating households on energy conservation. • Summer Cooling Assistance Program (SCAP) – Offers cooling assistance to vulnerable populations, particularly during extreme summer conditions, and promotes energy-efficient cooling practices. • These programs focus on energy education, utility cost management, and referrals to additional support services. FSCAA also promotes the distribution of energy-saving products to help households reduce energy consumption and costs. A fundamental component of these initiatives is the Assurance 16 Energy Education Program, which equips vulnerable populations with the knowledge and tools to make informed decisions about their energy usage, helping them achieve long-term energy efficiency and financial stability. The Role of the Energy Educator FSCAA utilizes Assurance 16 funding to employ a dedicated Energy Educator, whose primary responsibility is to assist households in reducing energy waste, lowering utility bills, and implementing sustainable energy practices. By working directly with RRHACE and SCAP participants, the Energy Educator provides tailored education and resources that enable families to make smarter energy choices. Through a combination of home assessments, one-on-one consultations, and community outreach, the educator helps Delaware residents improve household energy efficiency and lower overall energy expenses. Key Responsibilities of the Energy Educator 1. Comprehensive Home Energy Audits Conducts in-depth assessments of household energy consumption to identify inefficiencies, areas of waste, and potential improvements. • Evaluates appliance usage, insulation levels, air leakage, heating and cooling systems, and lighting efficiency to recommend actionable energy- saving strategies. • 2. Baseline Energy Consumption Analysis Establishes baseline energy usage data for participating households to track progress and measure the impact of energy-saving efforts. • Uses energy tracking tools to monitor household energy reductions over time. • 3. Personalized Energy-Saving Consultations Provides individualized coaching to help families understand their energy consumption patterns. • Identifies behaviors that contribute to excessive energy costs and offers customized solutions for improvement. • Encourages simple but effective energy-saving habits, such as adjusting thermostat settings, unplugging unused devices, and using energy- efficient appliances. • 4. EcoKit Distribution & Demonstration Supplies households with Energy Conservation Kits (EcoKits) containing energy-efficient products, such as: LED light bulbs • Smart power strips • Weather-stripping materials • Faucet aerators and low-flow showerheads • Demonstrates proper installation and usage of EcoKit items, ensuring participants maximize their benefits. • • 5. HVAC System Optimization Educates families on the proper use and maintenance of heating, ventilation, and air conditioning (HVAC) systems. • Provides best practices for thermostat settings, filter replacement, and seasonal adjustments to improve efficiency. • 6. EcoKit Installation & Impact Assessment Assists households with the installation of EcoKit components to ensure proper use. • Conducts follow-up assessments to evaluate the effectiveness of the installed products in reducing energy consumption. • 7. Budget & Utility Bill Counseling Helps participants understand their utility bills, including identifying high-cost factors and opportunities for savings. • Provides strategies to avoid late fees, service disconnections, and reconnection charges. • Assists in setting up payment plans or applying for additional financial assistance programs. • 8. Referral to Additional Resources Connects families to other non-LIHEAP assistance programs, including: Job training programs • Housing assistance initiatives • Weatherization programs • Provides information on community resources that support energy conservation and financial stability. • • 9. Energy Savings Tracking & Progress Reporting Creates and distributes Energy Report Cards, which provide: A visual representation of energy savings using easy-to-read infographics. • Comparisons of past and present energy consumption to highlight improvements. • Helps families recognize the tangible benefits of their energy-saving efforts and encourages continued conservation. • • Community Outreach & Educational Workshops – Beyond direct household consultations, the Energy Educator leads community workshops and interactive learning sessions to extend the reach of energy education. These workshops provide accessible, hands-on learning experiences to help participants develop long-term energy- saving habits. For Fiscal Year (FY) 2026, FSCAA will expand its outreach by targeting specific demographic groups, including: Seniors on fixed incomes – Offering tailored strategies to manage energy use efficiently while maintaining comfort. • Youth participants – Integrating energy education into existing FSCAA, DHSS, and partner programs to instill energy-conscious habits at an early age. • Low-income families – Providing comprehensive training on energy-efficient home practices, budgeting strategies, and available financial assistance programs. • Workshop Features: Live and virtual sessions via Zoom or phone calls to ensure accessibility. • Hands-on demonstrations of energy-saving techniques and EcoKit usage. • Customized content based on the unique needs of different community groups. • Collaborations with local organizations to strengthen outreach efforts. • 13.2 How do you ensure that you don't use more than 5% of your LIHEAP funds for these activities? First State employs a comprehensive, multi-layered financial management and oversight system to ensure strict adherence to the 5% budgetary limit for Assurance 16 (A16) activities, as mandated by LIHEAP regulations. Our approach integrates proactive budgetary planning, precise expense tracking, regular monitoring, and robust internal controls, all supported by the GMS (Grants Management System) accounting platform. Below is a detailed explanation of the processes and safeguards in place to maintain compliance: 1. Proactive Budgetary Allocation and Planning At the outset of each LIHEAP program year, First State establishes a dedicated budget for A16 activities that is carefully calculated to remain within the 5% threshold of the total LIHEAP award. This pre-allocated budget serves as a financial framework to guide program implementation and spending. The budgeting process involves collaboration between program managers and the fiscal team to ensure alignment with LIHEAP funding requirements and organizational priorities. By setting a clear spending cap upfront, First State minimizes the risk of exceeding the allowable limit. 2. Comprehensive Expense Tracking and Documentation via GMS First State utilizes the GMS accounting system to maintain meticulous records of all expenditures associated with A16 activities. The system enables precise tracking of costs, including personnel expenses (e.g., salaries and benefits for staff involved in A16 activities), material acquisitions (e.g., EcoKits, educational resources), contractual services (e.g., third-party providers), and other program-related expenses. Each financial transaction is systematically recorded in GMS, ensuring full transparency and traceability. Supporting documentation, such as invoices, receipts, and contracts, is uploaded and linked to each expense for audit readiness and compliance verification. 3. Precise Time Allocation and Reporting For staff members who dedicate a portion of their time to A16 activities, First State employs a time-tracking system integrated with GMS. This system accurately captures the percentage of effort each employee allocates to A16 activities, enabling precise cost allocation and ensuring that personnel expenses are correctly attributed within the accounting system. Staff members submit timesheets on a bi-weekly basis, which are reviewed and approved by supervisors to verify accuracy. The fiscal team then reconciles these time records with payroll data in GMS to ensure that personnel costs remain within the 5% limit. Regular reporting and analysis of these time allocations are conducted to identify and address any discrepancies promptly. 4. Dedicated Fiscal Team and Ongoing Financial Monitoring First State maintains a dedicated fiscal team responsible for overseeing all LIHEAP expenditures, including those related to A16 activities. This team conducts rigorous financial monitoring on a monthly basis, comparing actual expenditures against the pre-allocated budget within GMS. Any potential risks of exceeding the 5% threshold are identified early, allowing for timely corrective actions, such as reallocating resources or adjusting program activities. The fiscal team generates detailed financial reports through GMS, which are reviewed by senior management during monthly oversight meetings. This structured review process ensures accountability and reinforces compliance with LIHEAP funding regulations. 5. Robust Internal Controls and Periodic Audits To further strengthen financial oversight, First State has implemented robust internal controls and conducts periodic internal audits of all LIHEAP-related activities, including A16 expenditures. These controls include segregation of duties (e.g., separating budget approval, expense recording, and reconciliation functions), mandatory dual approvals for significant expenditures, and regular reconciliation of GMS records with bank statements. Internal audits are performed quarterly by an independent audit team, focusing on compliance with the 5% limit and adherence to LIHEAP guidelines. Audit findings are documented, reviewed by senior management, and addressed promptly to maintain the integrity of financial processes. 6. Training and Capacity Building First State provides ongoing training for both program and fiscal staff to ensure a thorough understanding of LIHEAP regulations, including the 5% limitation for A16 activities. Training sessions cover topics such as proper expense coding, time tracking, and the use of GMS for financial reporting. By equipping staff with the knowledge and tools needed to manage A16 expenditures effectively, First State fosters a culture of compliance and accountability across the organization. 13.3 Describe the impact of such activities on the number of households served in the previous federal Fiscal Year. The average annual savings per household, based on the EcoKit measures, are $267 (845 kWh, 5,050 gallons). The Replacing, Repairing Heaters and Conserving Energy Program Summer Cooling Assistance Program are targeted initiatives designed to alleviate the energy burden on low-income families. This two-pronged approach achieves this goal by: Addressing heating system functionality: RRHACE offers repairs or replacements for malfunctioning home heating systems, ensuring reliable and efficient operation. • Providing energy efficient AC units • Empowering informed energy choices: The program incorporates a personalized Energy Education component, funded by Assurance 16. This educational component equips households with the knowledge, skills, and tools (e.g., EcoKit materials) required to adopt positive energy consumption practices. • By combining these essential elements, RRHACE and SCAP fosters a sustainable solution. This dual focus not only addresses immediate heating system needs but also empowers participants to make informed choices that contribute to long-term energy cost reductions. Anticipated Benefits of Assurance 16 Activities: Enhanced Resource Conservation: The combined efforts of EcoKit measures and educational programs are expected to lead to a significant reduction in energy and water consumption by program participants. This translates to a lighter environmental footprint and potential cost savings for both participants and utility providers. • Promoted Health and Well-being: Educational initiatives go beyond simply teaching energy-saving practices. They encompass strategies to create a safer and healthier home environment for participants. This includes promoting proper ventilation, addressing potential hazards like mold or carbon monoxide, and fostering a more comfortable living space. • Empowering Financial Management: Financial and budget counseling provided by energy educators equips participants with the skills to take control of their energy bills. This not only leads to reductions in utility costs and arrearages, but also empowers participants to make informed financial decisions regarding their energy consumption in the long run. • Sustainable Self-Sufficiency: Assurance 16 activities take a holistic approach. By lowering overall household energy expenses and fostering access to non-LIHEAP resources, the program aims to decrease participants' reliance on LIHEAP funding in the long term. This not only benefits participants by increasing their financial self-sufficiency, but also allows LIHEAP resources to be directed towards those who need them most. • First State measures program impact using a variety of tools. Our program was evaluated by APPRISE beginning in 2016 using an assessment that focused on program design, implementation, and impact. This process evaluation provided valuable insight based on in-depth interviews with program staff and program participants. On-site interviews were completed also. The comprehensive evaluation findings became our roadmap for program improvement and has been the basis for implementing process design changes to maximize the program’s impact. Internally, we use a data tracking system designed to collect data on program activities and participant demographics, Captain. We also use the Deloitte system as required. Our data system captures the number of households that apply for the program, the number of households that are eligible, the total number of households that receive service, and the dollar value of services/benefit provided. Annually, First State develops a logic model in collaboration with the Director of Quality Assurance, mapping program activities, outputs, and short- and long-term outcomes. The logic model is reviewed by the Board of Directors and informs planning by identifying key areas for improvement, such as increasing participant engagement in energy education sessions. The FFY26 logic model will include updated targets for household service rates and energy savings. In FFY24, we participated in a process mapping exercise facilitated by an independent subject matter expert as a means of impact evaluation and to identify opportunities for improved efficiency, streamlining, enhanced communication and understanding, risk mitigation, and to identify opportunities for improvement. This process map is the basis for programmatic adjustments and guides operations moving forward to ensure maximum impact of Assurance 16 and LIHEAP funds. 13.4 Describe the level of direct benefits provided to those households in the previous federal Fiscal Year. 553 households applied for the SCAP Program 241 households received a room-sized air conditioning unit • 237 households received EcoKits • 287 households received Energy Education • 276 households applied for the RRHACE Program 72 households received a heater replacement • • • 9 households received a heater repair • 87 households received EcoKits • 130 households received Energy Education • EcoKits included: • SCAP Four (4) LED lightbulbs • One (1) LED nightlight • One (1) two gallon per minute showerhead • Two (6) one gallon per minute faucet nozzle • One (1) toilet tank bank • RRHACE: One (1) Smart Power Strip • One (1) Self-Stick Foam Weather Strip • One (1) Window Insulation Kit • One (1) Bi-Metal Refrigerator Freezer t-stat • Ten (10) Foam electric Outlet Sealing Gaskets • Ten (10) Foam electric Switch Sealing Gaskets • Average annual savings per household based on the EcoKit measures are as follows: Energy: 845 kwh, Water: 5050 gallons, Financial: $267 • Emissions: CO2: 800 lbs., CH4: 10 gr., N2O: 6 gr. • Energy Savings Kit Cost: $29.82 per household • • • • The RRHACE program served 30 households with EcoKits and energy education. 13.5 How many households received these services? 447 If any of the above questions require further explanation or clarification that could not be made in the fields provided, attach a document with said explanation here.