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MEMO
DATE: September 15, 2014
TO: CAT. Board of Directors
FROM: Rita Bernhard, Chairperson
RE: Next Board Meeting
September 22, 2014 CAT Family Resource Center
125 N.17th St. Helens, OR 97051
2:00 P.M. (Call-In Available)
866-866-2244 7480736#
AGENDA
I. Introductions & Determination of Quorum -Rita Bernhard
II. Changes to the Agenda -Rita Bernhard
III. Approval of the Minutes -Babette Heeftle Enclosed: 3-A: July 28, 2014 Board Minutes
IV. Approval of the ~-14 Financial Reports - Ginger Johnson Enclosed: 4-A: Statement of Revenue & Expenditures
V. Approval of the Program Reports: Human Investment -
Enclosed: 5-A: Quarterly Program Report - Jim Tierney 5-A 1: Senior Services Program Report - Dan Brown
Community Investment - Bev Danner Enclosed: 5-B: Community Investment Report Enclosed: 5-B1: June & July 2014 Property Performance Indicators - Dianne DuBach
Child & Family Development - Joyce Ervin To Be Handed Out: 5-C: Board Report & Policy Council
VI. ACTION ITEMS
A. Nominations & Election of Officers for 2014-15 -Jim Tierney
Existing Executive Slate of Officers for 2013-14 (Enclosed: 6-A)
-Open Floor for Nominations -Close Nominations
I move to approve the Executive Slate of Officers for 2014-15 as nominated by the Board of Directors.
Moved _____ _ Seconded _____ _
B. City of Vernonia Rose Avenue Project-Senior Center/Food Bank Summary Grant Application -Bev Danner (Enclosed: 6-8)
Draft Motion to approve the City of Vernonia Rose Avenue Project - Action Item 6-B
I move to approve that Community Action Team work on behalf of the City of Vernonia to submit the CDBG application to Oregon Business Development/Infrastructure Authority for $2,000,000 as presented.
Moved _____ _ Seconded ______ .
C. NW Oregon Regional Housing Rehabilitation Loan Program CDBG Summary Grant Application -Bev Danner (Enclosed: 6-C)
Drart Motion to approve the Norlhwest Oregon Regional Housing Rehabilitation Loan Program Summary Grant Application - Action Item 6-C
I move to approve that Community Action Team submit the City of St. Helens NW Oregon Regional Housing Rehabilitation Loan Program Community Development Block Grant Application to Oregon Business Development DeparlmentilFA for $400,000 as presented.
Moved _____ _ Seconded _____ _
VII. REPORTS
A. OHCS Weatherization Performance Evaluation Review -Casey Mitchell (Enclosed: 7 -A)
B. Senator Jeffrey Merkley -Jim Tierney (Enclosed: 7-B)
C. Community Action Team News Article -Jim Tierney (Enclosed: 7 -C)
D. Head Start Triennial Monitoring Review -Joyce Ervin (Enclosed: 7 -D)
E. 2014 LlHEAP/OEAP Performance Evaluation-Closing -Jim Tierney (Enclosed: 7-E)
F. CSBG_2014 OR Highlights -Jim Tierney
VIII. ADJOURNMENT
(Enclosed: 7 -F)
Minutes
Community Action Team Board of Directors Meeting
July 28, 2014
• Introductions and Determination of Quorum, Rita Bernhard
• A Quorum was present, Chairperson Rita Bernhard called the meeting to order at 1:57 PM.
Directol·s Present Staff Present Ginger Johnson Bev Danner Joyce Ervin Casey Mitchell Dawn Crawford Lisa Wallace Stella VanHook
Rita Bernhard, Chairperson
John Helm, Vice Chair
Keith Locke
Leahnette Rivers
Henry Heimuller
Bob Sipe
Susan McLerie Blackmar
Karon McDougle
Andrea Smalley
Sandi Luth
Maddy Sheehan
• Changes to the Agenda, Rita Bernhard
• Addition of Action Item H: Community Action Team employees as Self Help Acquisition Rehab Program clients.
• Addition of Action Item G: Discussion and determination of August meetings
o 50th anniversary of Community Action Programs
o August Board Meeting
• Approval of the Minutes, Babette Heeftle, enclosures 3-A, 3-A.l
• Henry Heimuller made motion to approve the minutes as presented, motion was seconded by
Leahnette Rivers, motion carried.
• Approval of the YTD Financial Reports, Ginger Johnson, enclosure 4-A
• The negative balance in Children's Programs is being caused by a deficit in the Parenting Education
Program, but final deposits for the year are not reflected. Ginger errs on the side of caution and
unknown amounts are reflected as zero. The next meeting's report will have final year end numbers.
• Keith Locke made a motion to approve the financial reports as presented, motion was seconded by
Andrea Smalley, motion carried.
• Approval of Program Reports
• Human Investment, Dan Brown and staff, enclosure 5-A, 5-A.l
o Katie Brasmer, Human Investment Data Collection Specialist presented 5-A, the program report.
• Energy Assistance made 17 utility payments, serving 53 participants. The Veteran's
Service Officer submitted 43 new claims. Housing Solutions helped 122 maintain safe
and affordable housing. Weatherization served three units. Senior Services served 107 seniors, 26 of those obtained food assistance and they engaged three new volunteers.
o Ginger Johnson, Fiscal Director presented 5-Al the Senior Services Report
• Focused on outreach this period, total meals are a little lower; but only 4% down from
last year.
• Case management hours is up to 144% of last year.
• Family Caregiver support has a huge need and is at 206% of last year.
July 28, 2014 Board of Directors meeting
• Preventative health is at 94%
• Unduplicated clients seems low, we'll verify this number before our next meeting.
• Meals are down a little in St Helens, as the city did not fund the center this year. Rainier
meals are up over last year, but not up to 2009 - 2012 levels.
o Andrea Smalley motioned to approve the Human Investment reports as presented, Karon
McDougle seconded, motion carried.
• Community Investment, Bev Danner and staff, enclosure 5-B, 5-B.1
o Bev Danner presented Handout 5-B.2 Fiscal year Comparison for Housing Rehab and
Weatherization Programs. Weatherization is a little up and Rehab is a little down, we expect
increased production next year in Weatherization, but Rehab production will likely reduce due
to the cyclical funding cycles for that program.
• Weatherization has completed 46 units this year with 11 in progress and four that were
deferred or walked away from.
• Rehab, initially reported that we would work with Astoria for CDBG. However Astoria
has realized they are not eligible to apply due to another open grant. City of St Helens
has graciously agreed to again be our applicant for the region and we truly appreciate
their willingness to do this, as we approached them late in the game. This does not
change the work we will do in the region, merely who our partners are.
• Maddy Sheehan asked for more clarification around the 93 fall through households from
housing rehab. Do we know a root cause? This is due to underwater mortgages, homes
beyond the scope of rehab or behind in taxes beyond four years. This is the highest
amount we have had, and this is primarily due to the housing bubble because we can
only serve households with equity in their homes.
• Housing Center activities. The final Mortgage Payment Assistance applicants areo.!i!.'-n-"th",e~ __ -tstream now. We will continue to have activity with this for a number of months, but no
new applications will be processed. We've served nearly 500 households. Foreclosure
Prevention is up to 106 homeowners. ABC's of Home Buying class is up and running,
eight graduated in Clatsop, Columbia is expecting 14 participants. Healthy Homes
demonstration grant was moving along sluggishly so we've made some changes to the
referral model and it's picking up steam now.
o Casey Mitchell presented an update on Self Help. Two families have now made it through the
USDA qualifying. The first family's story was shared at our last meeting, they are looking for an
affordable unit in Seaside. A second family has now been approved for a max amount of
186,000. We immediately started looking at houses, and found a HUD foreclosure that will be a
good fit. Due to the limited time available for the particular home that was found, an offer was
made on house in a very short turnaround of time. With HUD foreclosures there is a short
amount of time where the home can only be sold as a primary residence. This prevents
developers from purchasing. This home was within four days of being outside this protection
time period. We'll discuss this more in detail later in the meeting, as one of the purchaser's in
this family is a CAT employee. Columbia County applicants have really picked up, which is great
news.
o Olive court, senior housing, update. Anticipating a lot of competition for the grants to complete
this work. This year the competition is across the entire state, not just our region.
o Dianne Dubach presented 5-B.1 the Property Report. Blue Heron still has a number of vacancies,
our manager is working diligently to move people in. We've moved two in, and have two more
moving in this week. Maintenance has done a great job of getting these units turned in a timely
manner. Elk Creek is at 100% rented, very happy with the management there. Forest Park
July 28, 2014 Board of Directors meeting
continues to do very well, this is also 100 % rented. As soon as we have vacancies, we have a
wait list so they are moved in right away. Kathy will be semi -retired in September, and we will
have a half time assistant that lives on site. Kathy will be moving when her retirement begins.
o CHDO verification form was passed for signatures.
o Leahnette Rivers motioned for approval of the Community Investment reports, Henry Heimuller
seconded, motion carried.
• Child and Family Development, Joyce Ervin, enclosure 5-C
o Healthy Families is doing well, enrollment is still at 35 families. The Maternal, Infant and Early
Childhood Home Visiting (MIECHV pronounced Mick-Vee) Program contract is included in
packet. This will expand the program.
o Parenting Education has finished the contract with Oregon Parenting Education. The next
contract will include Clatsop, Columbia and Tillamook counties. Clatsop Juvenile department is
the grant holder and they contract with us. When grant was split with all three counties it
lowered our dollar amount.
o Kinder ready Is completed. Birth to Three is going well and Making Parenting a Pleasure Is
coming up with 18 enrolled.
o Head Start staff Is in recruitment mode. Recruitment will be completed in August. This Is a busy
time for all the behind the scenes work at our centers.
• Keith Locke motioned for approval of the Children's Programs reports, Andrea Smalley seconded,
motion carried.
Action Items • Head Start/Oregon Pre-Kindergarten Head Start Continuation Summary Grant Application, Joyce Ervin,
Enclosure 6-A
• Staffing patterns approved by policy Council, handout 6-A.1 regarding Neah-Kah-Nle. The school district
has opened a preschool at the district level. This lowers our enrollment as they award grants to low
income families. We propose changing the service model to a home based model. We don't believe we
would lose any staff, we will be able to offer positions at other centers. Home based programs consist of
one home visit per week and twice a month there is a social activity. Financially It would not have a net
change. The savings from rent/utility would go to transportation.
• Leahnette Rivers motioned to approve the program option, staffing pattern and the proposed budget
for the Head Start Continuation Grant for submission to the Office of Head Start and Oregon
Department of Education for FY 2015 as presented. Seconded by Maddy Sheehan, motion carried.
• CAT Personnel Policy 60 Day Eligibility Rule Amendment, Ginger Johnson, Enclosure 6-B
• ACA changed the rules a little. We used to start medical benefits the first of the month following the
completion of the 90 day probationary period. The benefits now have to be active on the 91" day, so we
would like to amend our rules to a 60 day period, with benefits beginning on the first day of the month
following the 60 day period. We expect very little financial impact, as this will only affect new hires.
• Henry Heimuller motioned to approve the Personnel Policy 60 Day Eligibility Rule Amendment effective
July 1, 2014 as presented. Seconded by Leahnette Rivers, motion carried.
• City of Scappoose Community Contributions Summary Grant Application, Bev Danner, Enclosure 6-C
• •
Susan Wagner, Contract Coordinator and Grant Writer, presented.
Maddy Sheehan motioned to ratify approval of Community Action Team's submission of the City of
Scappoose Community Contributions Grant application to the City of Scappoose for $5,000 as
presented. Seconded by Henry Helmuller, motion carried.
• Access to Affordable Housing Initiative Summary Grant Application, Bev Danner, enclosure 6-D
• In the prior 5 years this grant was focused on more metropolitan locations this year there is a focus on
underfunded rural areas. This application is focused on getting Section 8 voucher holders Into housing.
July 28, 2014 Board of Directors meeting
Henry Heimuller motioned to ratify that Community Action Team submit the Access to Affordable
Housing Initiative Grant application to Meyer Memorial Trust for $35,000 as presented. Seconded by
Maddy Sheehan, motion carried.
• Trust management Services Summary Grant Application, Bev Danner, enclosure 6-E
• This is a new grant for us. One of the things that they focus on is education and community service. We
would like to put this toward the Lend-a-Hand program. Lend-a-Hand assists with small health and
safety repairs, floor mats, grab rails, ramps, lighting. This program utilizes volunteers with staff
oversight.
• Susan McLerie Blackmar motioned to approve that CAT submit the Trust Management Services grant
application for $10,000 as presented. Seconded by Maddy Sheehan, motion carried.
• Consumer Financial Education Fund Summary Grant Application, Bev Danner, enclosure 6-F
• Currently a letter of intent, if we get through the first round it will become a grant application. This will
address all financial literacy programs. From Head Start to Seniors Programs. This will teach budgeting
and have a full spectrum of support services.
• Henry Heimuller motioned to approve that CAT submit the letter of interest for the Consumer Financial
Education Fund and full grant application to the Rose Foundation Trust for $100,000 as presented.
Seconded by Andrea Smalley, motion carried.
• Item 6-1 CHDO Application, operating and capacity grant.
• Susan McLerie Blackmar motions to approve, seconded by Bob Sipe, Motion carried.
• Maternal Infant Early Childhood Home Visiting Program Grant Agreement, Joyce Ervin, Enclosure 6-G
• This will fund about 1.25 positions, $136,000 for one year. Funding is secure through 2016.
• Henry Heimuller motioned to approve MIECHV grant agreement between CAT and the State of Oregon,
OHA as presented. Seconded by Andrea Smalley, motion carried.
• CAT employees as SHARP participants
Reports
• SHARP application packets are heavily scrutinized by the lending partners. In times where it is feasible
these cases will be presented to the board before any final action is taken. In the case presented as part
of the Self Help report, the window for purchasing the best fit home did not allow for pre purchase
board approval. The board discussed this case and sees no need for ratification or policy change. The
board requests that Casey Mitchell come back if he needs approval of a change to formal policy.
• OMB Circular A-133 Audit Review for FY13, Ginger Johnson, Enclosure 7-A
• No discussion
• Forest Park Tenant Compliant, Bev Danner and Dianne Dubach, Enclosure 7-B
• The board reviewed the complaint as well as responses from all contacted parties.
• August Board Meeting.
• Forego in favor of celebration. If business comes up, then an executive session shall be called.
• 50th Anniversary
• Economic Opportunity Act of 1964 created Community Action Agencies.
• Martha Olmstead thanked the board for sponsoring scholarships for summer camp. We sent 20 children this
year with scholarships.
• Meeting adjourned at 3:56 PM.
Operating Revenue Grant Revenue Contributions Program Revenue
Total Operating Revenue
Totaf Revenue
Expenditures Client Assistance Personnel Expenses Contract Services Travei Expense SUpplies Training
Occupancy & Utilities Administration & Rscal Fees
Total Expenditures
Net Revenue Over Expenditures
Human Ir/Vt's-hrzw
CAT-2013B Statement of Revenues and Expenditures - Unposted Transactions Induded In Report
From 7/112014 Through 8131{2014
TID Budget- TID Budget Current Year Actual Original Variance - Original
-------_.
342,469.39 0.00 342,469.39 9,521.30 0.00 9,521.30
. __ _ hQJ2.00 ----_.......QJlQ. ____ M?l·OO __ ._. _ 353.Qt;;'.&9. _ .. ___ .. _~_O~QQ ~__ 353,0§?:'&9.
__ .---.E:tQ62.69 ________ OJ1Q. ___ ~9§ ... ,6~.
95,962.37 0.00 (95,96237) 99,844.27 0.00 (99,844.27) 69,344.50 0.00 (69,344.50) 3,710.56 0.00 (3,710.56) 9,796.00 0.00 (9,796.00) 7,234.50 0.00 (7,234.50) 2,931.54 0.00 (2,931.54)
_____ --..h111,~_ __. ____ .---M9_ _ __ (.1,124.19) ____._ 289,947,lll. ____ ._ 0.00 .. __ .... _l2§Ul1?:.9.3]
=,~~~!4.7§_ 0.00 ~~_~L114.76
I It L-
Operating Revenue Grant Revenue Program Revenue Other Income
Total Operating Revenue
Total Revenue
Expenditures Olent AsSistance Pe~nelExpenses
Contract Services TrClvel Expense Supplies Training Insurance Land Development Costs Occupancy & Utilities Parent funds & Mise
Total Expenditures
Net Revenue OVer EXpenditures
t!ommUItLt.t 111 Yeshn&1-f J
CAT-2013B Statement of Revenues and expendItures - Unposted Transactions Induded In Report
From 7/1/20l4 Through 8/31/2014
IT/) Budget - IT/) Budget Current Year Actual Original Variance - Original -------,-----"'- -- -------,.,~ -----
210,490.70 0.00 210,490]0 51,966.98 0.00 51,966.98
_ .-1l32.19. .. ________ 0.00 ____ Jl~2.19 . ___ 2~L2?2,§7. __ ___ ...Q,OO_ 263,289_87_
___ 2?~,2§9,82 _______ 0.00 ___ ?§.3,289.8Z.
35,221.65 0_00 (35,221.65) l42,961.82 0.00 (142,961.82)
5,045.42 0.00 (5,045.42) 4,596.36 0.00 (4,596.36)
19,102.20 0.00 (19,102.20) 2J04.00 0.00 (2,704.00) 2-776.08 0.00 (2,776.08)
209.06 0.00 (209.06) 6,661.96 0.00 (6,661.96)
____ <,20225 ._ .. _ .. _. 0.00 .. _-----'-2.L202.25) ._ .... ___ . .:?21,480~sp_ ___ __ .Q,09_ __ ... (221,480&0)
o~=~~1,8~IJ9:O?c ,~c=~~~.gil~ ~===_41'~09:07
Operating Revenue Grant Revenue Contributions Program Revenue other Income
Total Operating Revenue
Total Revenue
Expendrtures Per9Dnnel Expenses Contract Services Travel Expense Supplies Training Occupancy & Utilities Parent Funds & Mise Administration & Rscpl Fees
Total Expenditures
Net Revenue Over Expenditures
rVv I tI nn5 fJi'7!j rt<m5
CAT-2013B Statement of Revenues and Expenditures - Unposted Transactions Included In Report
From 7/1/2014 Through 8/31/2014
YTD Budget- YTD Budget CUrrent Year Actual Original Variance - Original --_. __ ._------_._----" .. _-------.- ----------
257,306.70 0.00 257,306.70 600.00 0.00 600.00
1,480.00 0.00 1,480.00 ___ ._ 831.92 __ .. _ ...... 0.00 S;!L92 ._ ._ .2<;Q,;'.1.8.§.2. _ .... _._.9.,0.0. __ ._?60,218.62
_ .. '.. 260,2'S.P2 _______ .AoQ _____ 260,218.62
221,061.92 0.00 (221,061.92) 577.52 0.00 (577.52)
3,676.96 0.00 (3,676.96) 12,849.31 0.00 (12,849.31)
1,404.95 0.00 (1,404.95) 14,760.59 0.00 (14,760.59)
118.50 0.00 (118.50) . __ ._.. 103,60 ----.... .......Q,OQ. .• ___ ..• {193.60)
._._._254 L553.35 .... ___ .MQ. _ .. .....J1.51d~:l.,3j)
===~!~gS..22 = •. "="0,0.0 5,665.27 ==_::'-:==:::::_0;"
CAT PROGRAM REPORT Report Period: July & August 2014
ENERGY ASSISTANCE OUTCOMES
REPORT PERIOD #Y~ARrO[)ArE
Number of participants receiving 1 non-emergency LIHEAP energy
assistance Number of participants receiving
2 emergency LIHEAP energy assistance
3 Total utility payments provided
VETERANS SERVICE OFFICE OUTCOMES
1 Office interviews conducted (in office)
2 Number of New Claims Submitted
3 Number of Outreach Visits
4 Number of Veteran and survivor phone calls received and returned
5 Number of Veterans who attended the Veterans Stand Down 2/1/14
6 Total number of forms completed for Vets
HOUSING OUTCOMES
Number of Persons helped maintain 1 safe & affordable housing
(Rent/Eviction Prevention)
185
o
193 1939··.···.····
REPORT PERIOD # i YEAR TO DAtE
57 , "'-c
17 ·218· . - -- -; ~>' ,- --
10
116
131 . . .
REPORT PERIOD # ..YEAft'tQOAtE;>
62
2 Number of Persons served with 28 Rental Deposit
3 Number of Persons Served Hygiene 7 Bags
4 Number of Persons assisted with transportation
5
',.-,.',
WEATHERIZATION &. REHAB OUTCOMES
REPORT PERIOD #V~AktODATlt .
Number of housing units in the 1 community served or improved
through rehab and/or weatherization
2 Number of housing units receiving only weatherization
6
6
3 Obtained and/or maintained safe 7 and affordable housing
Demonstrate ability to complete 4 and maintain a budget for over 90 6
days
5 Number of individuals with a 4 disability living independently
6 Number of Emergency disaster 0 relief
SENIOR SERVICES OUTCOMES REPORT PERIOD # ..
Number of Community Members 1 mobilized by agency (MOW 28
Drivers/Center Volunteers)
2 Number of Senior Citizens Served 1130
3 Obtained or maintained safe & 9 affordable housing
4 Obtained Food assistance (Home 26 delivered meals)
27
SENIOR SERVICES PROGRAM REPORT July 1, 2013 - June 30, 2014
SERVICE
2004·05 2006·07 2007·0B 200B·09 2009·10 201[)"11
TOTAL MEALS 68,203 70,279 62,247 68,845 68,408 71,063
OPI HRS. OF IN·HOME SERVICE 1,419 2,874 2,203 1,613 2,024 2,282 Served 103 OPI Clients to date
INFORMATION & 4,404 1,959 1,389 1,398 910 656 !,SSISTANCE CONTACTS
OUTREACH CONTACTS 1,074 1,088 796 393 337 179
~CARE TRANSITION INTERVENTIONS Medicare Selvice to Prevent Hospital Re-Entry
'OPTIONS COUNSELING HOURS Long-Term Care Options
CASE MANAGEMENT HRS. 930 1,439 1,490 1,335 1,103 1,067
FAMILY CAREGIVER ACCESS ASSIST. Family members who are caring for loved ones
PREVENTATIVE HEALTH COUNSELING Number of clients counseled
UNDUPLICATED CLIENTS 2,767 2,296 2,892 2,185 4,122 All Services
100% of year elapsed
MEALS BY CENTER
2006-07 2009.10 2010·11 2011.12 2012·13 2013·14
CLATSKANIE 6,065 7,644 8,333 5,443 5955 6192
VERNONIA 7,916 5,971 5,282 5,799 5702 6234
SCAPPOOSE 15,388 18,183 18,095 17,449 17988 17745
ST. HELENS 32,893 26,493 27,310 32,691 34102 30831
RAINIER 8,017 10,117 10,394 11,513 8412 8687
TOTALS 70,279 68,409 69,414 72,895 72,159 69,689
*Options Counseling introduced as of September 2011. ** Care Transition IntelVention introduced as of April 2013
%
2011·12 2012·13 2013·14 PRIORYR
72,895 72,159 69,689 97%
2,058 1,856 3,430 185%
816 1,134 1,339 118%
103 553 707 128%
83 N/A
72 118 298 253%
1,293 1,932 2,777 144%
116 239 492 206%
316 295 276 94%
4,101 4,788 4,004 84%
% Prior Year
104%
109%
99%
90%
103%
97%
SERVICE
TOTAL MEALS
OPI HRS_ OF IN-HOME SERVICE Served 56 OPI Clients to date
INFORMATION & ASSISTANCE CONTACTS
OUTREACH CONTACTS
"CARE TRANSITION INTERVENTIONS Medicare Service to Prevent Hospital Re-Entry
·OPTIONS COUNSELING HOURS Long-Term Care Options
CASE MANAGeMENT HRS,
FAMILY CAREGIVER ACCESS ASSIST_ Family members who are caring for loved ones
PREVENTATIVE HEAl. TH COUNSEI.IN~ Number of cHents counseled
UNDUPLICATED CLIENTS All Services
SENIOR SERVICES PROGRAM REPORT July 1, 2014 - August 31 ,2014
2004-05 2006-07 2007-08 2008-09 2009-10 2010-11 2011-12
68,203 70,279 62,247 68,645 68,408 71,063 72,895
1,419 2,874 2,203 1,613 2,024 2,282 2,058
4,404 1,959 1,389 1,398 910 656 816
1,074 1,088 796 393 337 179 103
72
930 1,439 1,490 1,335 1,103 1,067 1,293
116
316
2,767 2,296 2,892 2,185 4,122 4,101
Not all daylogs for case managers have been received tor August 2014.
17% of year elapsed MEALS BY CENTER
%
2012-13 2013-14 2014-15 PRIORYR_
72,159 69,689 11,679 17%
1,856 3,430 678 20%
1,134 1,339 157 12%
553 707 104 15%
83 29 35%
118 298 16 5%
1,932 2,777 214 8%
239 492 56 11%
295 276 2 1%
4,788 4,004 900 22%
2006-07 2009-10 2010-11 2011-12 2012-13 2013-142014-15 % Prior Year
CLATSKANIE 6,065 7,644 8,333 5,443 5955 6192 992 16%
VERNONIA 7,916 5,971 5,282 5,799 5702 6234 530 9% Aug. counts nol received by report date.
SCAPPOOSE 15,388 18,183 18,095 17,449 17988 17745 3021 17%
ST_HELENS 32,893 26,493 27,310 32,691 34102 30831 5571 18%
RAINIER 8,017 10,117 10,394 11,513 8412 8687 1565 18%
TOTALS 70,279 68,408 69,414 72,895 72,159 69,689 11679 17%
"Options Counseling introduced as of September 2011. ,." Care Transition Intervention introduced as of April 2013
.' COMMUNITY INVESTMENT DEPARTMENT REPORT
COMMUNITY ACTION TEAM BOARD MEETING September 22, 2014
WEATHERIZATION The Weatherization Program works to reduce energy costs for low-income families, particularly for the elderly, people with disabilities and families with children, by improving the energy efficiency of their homes
while ensuring their health and safety. Weatherization services, that include insulation, air sealing, heating system repairs or replacements and health and safety repairs is provided to qualified households at no cost. The program
Number of Homes Weatherized for the period July 1, 2014 through September 12, 2014 (Fiscal Year 14-15) -
Numbers of Homes Weatherized Year to date for Fiscal Year July 1, Columbia COUlltl' ___ 4 2014 - June 30, 2015:
Clatsop cou'2tv 0 September 12, 2014: /I units
• 2 Single Family Homes
~.Ti"amook Cou,:,ty 0 • 1 Manufactured Homes
• 1 Duplex Total CAT 4 Homes Deferrals or Walk Aways: 2 units -1 due to clutter to be cleaned up;
1 in need of extensive repairs- coordinating with Housing Rehab. ... --Other:
Total Homes in Progress (ready for 20 audit, bids, or contracted (FY 14-15):
Total Homes that were Deferrals or Program Updates: Walk Aways due to structural or 2 client barriers
-HOUSING REHABILITATION The Housing Rehabilitation Program provides 0% interest deferred loans for low moderate income homeowners to complete repairs on their homes. Eligible repairs include roofing, siding, electrical, plumbing, doors and windows, structural and foundation repairs, heating systems, handicapped accessibility measures, weatherization and other critical health and safety repairs. The work is performed by eligible contractors. The homeowner selects the contractor(s). Needed repairs are performed without increasing the household's morlthly housing payments. The City of St. Helens and CAT will be submitting an application for the Northwest Regional Housing Rehabilitation Program on September 30, 2014. Funding announcements will be made in late 2014. Currently the only activity in Housing Rehabilitation Is being funded with available Revolving loan Funds.
Number of Homes Rehabilitated for the period July 1-September 12, 2014 0
Number of Homes in Construction 1
Number of Homes Approved by Loan Board and Ready to Contract 0
Number of Homes in Eligibility, Inspection or Bidding Phase 3
Total Number of fall through households (underwater mortgages, dropped out, etc.) 1 -
Other notes of interest
Page 1 0113
.-.. -COMMUNITY INVESTMENT DEPARTMENT REPORT
COMMUNITY ACTION TEAM BOARD MEETING
September 22, 2014
HOUSING CENTER
The Northwest Regional Housing Center provides affordable housing opportunities for families of modest means living in Clatsop, Columbia and Tillamook Counties, Oregon. The regional housing center works to identify and stimulate innovative programs and services designed to make affordable housing opportunities more available for first time homebuyers, current homeowners, renters and homeless. Since the Housing Market Crash of 2008, much of the Housing Center's work focused on working with distressed homeowners. Despite the sluggish economy and an overall slow recovery, there has been an uptick In first time homebuyer programs like the ABCs of Homebuying and the Self Help Building Program. Mortgage Payment Assistance Program (MPA): The Mortgage Payment Assistance Program has been in operation since December 2010. The program provides a maximum benefit of 12 monthly mortgage payments up to $20,000 for homeowners that experienced a loss of income. As of September 18, 2014 the program has provided assistance to ~ owner occupied households In CAT's service area of Clatsop Columbia and Tillamook Counties. The final MPA program (MPAT) (Home Rescue) was launched on June 19, 2013. The program serves homeowners that can demonstrate a 10% or greater loss of income since 2012 or 2013. There were 2500 + slots available statewide. The MPAT program accepted its final applications on to July 18, 2014. Home Rescue Status as of 9/12/14:
# applications # Loans rec'd # in underwriting # denied, Incomplete, terminated -~----- -
Columbia 117 39 10 68 -"~."'"
Clatsop 50 17 3 30 --,.,--
Tillamook 29 8 1 20
HOAP, NFMC, RCAC, 58558 Funded Foreclosure Prevention "-
Foreclosure Prevention Staff are currently working with 75 homeowners). 2 of the homeowners are new foreclosure prevention participants (not 58 558 clients). Numerous packets have been sent to potential new clients. Even though foreclosures are down by 18% from last year at this time, there is still much
demand for ~()ullseling services. SB558 made technical improvements to Oregon's foreclosure mediation law ensuring homeowners access to a resolution conference with the lender prior io either judicial or non-judicial foreclosure proceedings. Since the bill went into effect on August 4,2013 requests for resolution conferences have been flowing in to the State Mediation Case Management Contractor. Since August of 2013 CAT has worked with 112 households. CAT is currently working with 52 households with several more households in state mediation pipeline waiting on client or servicer before they will enter agency pipeline. CAT attended first resolution conference under SB558 on October 18 CAT currently working on spreadsheet to provide success rate data. To date Resolutions have been reached for gClatsop County homeowners, 16 Columbia County homeowners and ~ Tillamook County homeowners. 28 homeowners have withdrawn. CAT is currently providing counseling for 19 Clatsop County, 20 Columbia County and 13 Tillamook County SB558 clients. There were 37 new SB558 case filings in the three- county area in July 2014, 39 in August 2014 and 25 in the first half of September, 2014, in what appears to be a slight trend upward.
Page 2 of 13
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COMMUNITY INVESTMENT DEPARTMENT REPORT
COMMUNITY ACTION TEAM BOARD MEETING
September 22, 2014
Foreclosure Prevention Success Story of the Month
Couple in process of divorce. Newly Single Parent desires to keep home. Lender: Nationstar
Principal Interest Rate Payment Term Housing to Balance Income Ratio
----~-
Previous Mortl,lage $168,000 4.625% fixed $1,039.22 w/escrows 30 years 35% Homeowner six months behind on mortgage. There had been a previous modification. Modified Mortgage
$927.07 w/escrows 140 years 1 effective 06/f}1/14 $156,671.63 4.625% 32% Monthly Savings $67.15 Yearly Savings I $805.80
Additional Housing Counseling InfOrmation
Please see enclosed email regarding study conducted by the Urban Institute on the effectiveness of the National Foreslosure Mitigation Counseling (NFMC) program.
Homebuyer Education (ABC's)
An ABC's of Homebuying Class has been scheduled for September 13, 2014. The class will be held in elatsop County and will include families interested in participating in the SHARP Program. Ready to Rent (R2R)
-'._-No classes currently scheduled
Energy Education
CAT is currently delivering Energy Education group worl(shops for the households that will be weatherized in the next six months. An Energy Ed group session was held in St. Helens in August and eight home visits have been conducted since July 1. Next classes have not yet been scheduled.
CAT HEALTHY HOMES DEMONSTRATION GRANT .
The Columbia Pacific Coordinated Care Organization (CPCCO)-Community Action Team (CAT) Healthy Homes Pilot Program has implemented a modified version of the HUD Healthy Homes Model to provide repairs and remediation measures that will improve the home environment for high risk patients identified by the Legacy St. Helens and OHSU Scappoose primary care clinics in Columbia County. Over the next twelve months, the project will identify home modifications for up to 30 cpeeo members (individuals and families) who have respiratory illnesses and/or gait issues that could lead to falls. The objective of the demonstration program is to decrease complications of respiratory illnesses or mobility issues through home repair and remediation measures. Results will be measured by health care service utilization and/or total health care cost pre and post repair and remediation work. The program was launched on April 1, 2014 and after a very sluggish start has finally gained momentum. Nine households have signed up for the program, three home visits have been conducted and for one project, the remediation work has been completed. The plan is to port the program to Clatsop and Tillamook Counties on a successful completion of the demonstration grant.
LEND-A-HAND PROGRAM
The lend-a-Hand Program provides minor repairs and necessary accessibility upgrades that will increase livability and safety for Seniors, Disabled Persons and Veterans who do not have individual or financial capacity to complete the repairs or upgrades on their own. The Lend-A-Hand Program provides services in CAT's three county service area with funding from non-federal sources including foundation grants and donations. The work is performed by volunteers and CAT. To date the program has completed seven projects, six in Columbia and one in Clatsop County; four projects are in progress and 28 households are on the waiting list. Work performed to datelncludes ramps, stairs and landings, grab bars and plumbing.
Page 3 of 13
COMMUNITY INVESTMENT DEPARTMENT REPORT
COMMUNITY ACTION TEAM BOARD MEETING
September 22, 2014 SELF HELP HOUSING PROGRAM
The Self Help Housing Program provides assistance to low and very low-income families to build their own homes in a group of 5 to 10 families (mutual self- help) or to purchase and rehabilitate their home (acquisition -rehab self -help) under the guidance of a construction supervisor. Both methods are "sweat equity" bUilding.
Current Status of Program: SHARP (Self Help Acquisition Rehabilitation Program) is underway. Please see report provided by Sally McLaughlin below. Casey Mitchell will provide an update to board.
SHARP APPLICATIONS STATS
Prequals received 82
Clatsop 37 Columbia 41
Tillamook 4
Declination based on information from prequalification 30 Prequalification in processing 2
Application Invitations Sent to Clients 41
Completed applications returned to CAT 22
Completed applications in process by CAT 0 Application Packages Submitted to USDA 22
Collecting documentation for determination 11
Applications found Eligible 2
Applications found Ineligible 9
Submission in March 2
Submissions in April 1
Submissions in May 5
Submissions in June 2
Submissions in July 8
Submissions in August 3
Submissions in September 1
-
Page 4 of 13
"-".
COMMUNITY INVESTMENT DEPARTMENT REPORT COMMUNITY ACTION TEAM BOARD MEETING
September 22, 2014 HOUSING DEVELOPMENT I ASSET MANAGEMENT Community Action Team is the developer and owner of affordable housing. CAT currently owns and operates maintenance services for Forest Park (80 units) in St. Helens, Elk Creek Terrace (36 units) in Cannon Beach and Blue Heron Hollow (26 units) in Vernonia. CAT also operates Centennial House, two units of permanent supportive housing in St. Helens and Corey Hill Home, a 2 bedroom affordable rental in Vernonia. CAT partners with other organizations in the development of affordable housing and seeks out new opportunities to construct and preserve affordable housing in its service area of Columbia, Clatsop and Tillamook counties.
• Casey Mitchell will provide an update on Real Estate Development Activities.
• Dianne Dubach will provide an update on Asset Management Activities
FLOOD RECOVERY- December 2007 Storm Event The Flood Recovery program successfully completed the elevation/rehabilitation of 40 single family homes; rehabilitation of 17 single family homes; acquisition/demolition of 40 single family homes; 2 commercial acquisitions and 1 commercial flood proofing in the Nehalem Valley. The program is in the process of closing out monitoring of the Vernonia school project demolition, wetlands completion and reconstruction of Spencer Parle The photo Solutions, Senior Center and Health Clinic Projects have been approved. Dan
Brown will provide an update.
GRANT APPLICATION/GRANT ADMINISTRATIOill CONTRACT UPDATES
.
• Community Action Team has been awarded a DHS Innovations grant in the amount of $50,000. The grant will fund the pilot program for further development and implementation of the lend-a-Hand Program, including the creation of a guidebook for statewide porting of the program.
• The City of St. Helens has been invited to apply for a CDBG for the 2014 NW Regional Housing Rehabilitation project. Community !lction Team is the non-profit partner for the CDBG.
• For information on upcoming grant applications, please refer to Summary Grants prepared by Susan Wagner in the board packet.
ADDITIONAL INFORMATION OF INTEREST , . .
1. Please see letter from Weatherization Program client in packet
2. Please see Urban Institute study on NFMC in packet
3. Please see Housing Center Foreclosure Program evaluations in packet ,
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Page 5 of 13
Beverly Danner
From: Sent: To: Subject:
Susan Wagner <[email protected]> Wednesday, July 30, 2014 4:56 PM Beverly Danner Fwd: Innovations RFGP #3808 Notice of Intent to Award
-------- Original Message -------- i Subject: Innovations RFGP #3808 Notice of Intent to Award From: Dunn Vincent K <[email protected]> To: '''[email protected]' " <[email protected]>, '"[email protected]''' <[email protected]>,"Tony Finch (OrOHC) (Tony. [email protected])" <[email protected]>,"'[email protected]'" <$okhomt@il'co.org>,"Mya Chamberlin ([email protected]) " <[email protected]>, "'[email protected]'" <[email protected]>,Durbin Brenda <[email protected]>,"'[email protected]'" <[email protected]>,GIRARD Lee A <[email protected]>,BOND Scott <[email protected]>,"DaveToler ([email protected])" <dtoler@l'vcog,org> ; CC: Weir Bob <[email protected]>,BROWN Max <[email protected]>,Sacks Naomi E <[email protected]>,DUNN VINCENTiK <[email protected]>
i
The Evaluation Committee met on Monday July ~ 1,2014 to review proposals submitted in response to Innovations RFGP 113808. DHS intends to begin !grant award negotiations with the highest ranked proposers as follows:
Innovations RFGP # 3808
Name Seord Award
I Rogue Valley 447 $50,000
2 Clackamas Co. Social Services 414 $41,000
3 Oregon Cascades West 401 $50,000
4 City of Sandy-dental clinics 393! $27,000
5 Community Action Team 1
36& $50,000
6 Oral Health Coalition 36d $50,000
7 Friendly House SAGE 334 0
8 IRCO- Intemational Refugee 3d 0
9 Multnol11ah Co. A&D 31 I 0
10 Foundation MH- Institute 30 ' 0 •
11 LGBT· Q Center 287! 0
• Page 6 of 13
September 8. 2014
Mayor Randy Peterson c/o .Iohn Walsh 265 Stl'U11l1 Street St. Helens, OR 97051
\
Infrastructure Finance .Authority
RE: Invitation to Apply for Commudity Development Block Grant, 2014 Northwest Oregon Region~l Housing Rehabilitation Prqject
Dear Mr. Walsh: 1,1
The lnli'ustructurc Finance Authority! is pleased to invite you to submit an application for funding for the above referenced project.
i If interested in applying in the third gum'tel' funding round, please submit one original and two copies of the attached Application lind Application Supplement to our office on or before the close of business on Tuqsday, September 30, 2014. Applications cannot be
submitted electronically. 1
Should you have any questions, please I)onta<;\ me. at 503.986.0104 01' via e-mail at [email protected]. . ; . .
Sincerely,
(X<,-/cr/>; ~) Becky Baxter, Regional Coordinatori Infrastrllcture Finance Authority Ii
enclosures I
c; Kathy PaYlle. City or st. Ilclens i }i.\lS,m \V!lgncf; (CAT) I
liIe .1
i ;
775 Surnrner St, JNE, Suite 200' Salem, OR 97301-1280
503-986-0123" fox 503-581-$115. 'fly 800-735-2900, www,orinfrashucluI'0.org
I Page 7 of 13
, I I
II "
~ ___ ._.,_",_j!.1~t;..(J ~ r-..L~l .. _. ;
. _._----- ~--
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" .. i,··· .--.. -- ........... _ .. _--...... ., ... ---.. +.-----.. --.--.--.-~.-I, I. :: Page 8 of 13
Beverly Danner
From: Sent: To:
Subject: Attachments:
Good Afternoon,
HOWELL Alycia * *S <[email protected]> Monday, Septemb r 08, 2014 3:34 PM Anna Garcia; Barb, iginbotham ([email protected]); Beverly Danner; Brigetta Olson; CHeryl Roberts; Cindy Dyer; Cindy Peake; Debbie Votaw; Denise Jerome; Donna Bowman; donna Lea Brooks; Emily Reiman; Jeremy Toevs; Judi Herubin; Karan Reed - NeighborWorks Umpqua ([email protected]); Kim Walls ([email protected]); Kym O'hare; LynnlMcconnell ([email protected]); Margaret Davidson; Megan Ramos; Mi hele Grimaldo; Olympia Church; Paula Hall; Ricci Sohn; Shelley Nelson FW: New Urban In titute Study Shows The Effectiveness of NFMC Counseling NFMC UI Press Reliease Template.doc
A study done by tne: Urban Institute on the NlFMC program.
Please read and .';:,ore, it shows how much harb work all of you do for your Community. All of you know all of your clients Y'''' have helped over the year!, this study shares the information.
l
I CONGRATULATI Ohl,S., to you and your succefsful Teams helping the Community every day!!!
Have a great ev r >Il"'JIIi I , I
Alycia Howell Program Analysi Oregon Housing onu Community Services 725 Summer St;'. .. , ',ii, Suite B Solem OR 97301 503-986-2109
Please no1'e my ofh(.l~ k -;t';. tWO 6:00a.m. ·to 4:30p.m. I
From: NFMC External E-mail [mallto:[email protected]]1 ' . Sent: Monday, September 08, 2014 1:18 PM I Subject: New Urban Institute Study Shows The Eff~ctiveness of NFMC Counseling ,
I I
Today, NeighborWori<s America announced thelrelease of a new study conducted by the Urban Institute to
explore the effectiveness of NeighborWorks A~erica's National Foreclosure Mitigation Counseling (NFMC)
program. The Urban Institute recently complet~d a four-year evaluation of Rounds 3 through 5 ofthe NFMC
program. The study conducted by Urban Institufe indicates that the NFMC program continues to have positive
effects for homeowners participating in the pro~ram. Counseled homeowners were more likely to cure a
I ,
• Page 9 of 13
serious delinquency or foreclosure with a mOdification or other type cure, stay current after obtaining a cure,
and for NFMC clients who cured a serious delin1uency, avoid foreclosure altogether.
o Counseling greatly increased a homeow1er's ability to cure a serious delinquency or foreclosure.
Counseled homeowners were nearly twiFe as likely to receive a cure for their serious delinquency or
foreclosure as non-NFMC counseled h01eowners. The study points out that counselors are more
adept at Identifying additional options fqr homeowners, and as a result, homeowners have benefited
by utilizing the best cure for their particylar situation.
o Counseled homeowners were about 1.5 ~imes more likely to not have their mortgage re-enter a
troubled status after receiving a loan m~diflcation cure. Once cured, NFMC counseled homeowners
are less likely to have their loans redefajk This effect Is largely attributable to services provided by
counselors, such as budgeting and finan lal management skills and developing an appropriate solution
given the homeowner's financial conditi ns. NFMC counselors help homeowners find alternatives to
foreclosure when saving the home is no . an option, and are more likely to obtain a short sale than non-, counseled homeowners. J
o Counseled homeowners are nearly thre times as likely to receive a loan modification cure compared
to non-counseled homeowners. NFMC ounseled homeowners who received a modification had their
annual payment reduced by an average pf $4,980.
Overall, the Urban Institute evaluation demons1rates that the NFMC program is having its intended effect of
helping homeowners facing loss of their homes~hrough foreclosure. The positive effects demonstrated in the
final report are strong and are consistent with those found in prior analyses of Rounds 1 and 2. Read the full
report at: www.nw.org/NFMCevaI14. I
In addition, a sample press release template is Jttached for your organization to share this study with your local media. If you have any questions, you can teach NFMC program staff at [email protected].
I 1
• Page 10 of 13
HOUSING FORECLOSURE PREVENTION PROGRAM
CLIENT SURVEY
File # ~ Slog I _ COunSelO1" (lAAALtt.{ (~ Astoria Office questionnair~ -
The following questionnaire has been prepared by Conununity Action Team, Inc. Housing Foreclosure Prevention staff to evaluate client satisfaction and the effectiveness of the program we administer.
After completing this form, please return at your earliest convenience. Please fold so that the return address and stamp are on the outside.
PLEASE MARK APPROPRIATE ANSWERS:
4) Did the person providing counseling answer questions regarding the foreclosure prevention process and options available?
C2SJ Yes 10 D No 0'
5) How long did you wait between application and resolution of mortgage issues?
.-l !MI ,L '-'-' '1 Mc.r,nts \
6) Did the person conducting the initial revie\v of documents discuss your needs with you?
IX/yes DNo
7) Do you feel the CAT counselor adequately explained the issues pertaining
to your mortgage /iudgit? I X I Yes ,No
10) Were you provided with adequate information and time to make decisions?
[XJYes D No
'" ~ 11) Was the paperwo, eXJlained if needed? '0 rn Yes No "
~ 12) Were other forms of assistance (such as
Energy Assistance, Rehabilitation, Weatherization, etc.) discussed?
DYes [K]No
13) In the space below please let us know what we did well and what we can improve upon. Is there anyone that you would like to recognize who was especially helpful?
'l""(t;...""" ,1..<:;:' ... ;"" ir \L l,Pof<...l~
~~~~d:t~ 1) On~_~s:ale of 1 to HUt = Poor,.1,,Q = . ......8)..J)id th<;_coun§elorr§pond to phon~Le- _ ...... === ,'. :c _'. 0-=~~ excellent), how would you rate this .mail contact ill a Prmlt manner? program overall? (please circle one) [ZJ Yes No
123456789@
2) How did you becnme aware of this program?
~ Newspaper
X Friend Community / Citl' '--' ..
U Other: (list)
R Brochure/Flyer Radio
'--..J Local Resources
3) Did you find the application easl' to understand? \
DYes DNo \\1)'\ 0:" t,,-~~ &-tJ. \}v'(;\''7
't'\V.-1('li-"v ~ sl.~ C1i- to --n IY\'Z-- \
9) Are you satisfied \vith the overall process? If no, e>-1'lain why.
[lJYes D No
14) If you have comments you would prefer to send to the Program Director, please mail questionnaire to:
Beverly Danner Conununity Action Team Housing Foreclosure Prevention Program 125 N. 17'" Street St. Helens, OR 97051
THANK YOU FOR PARTICIPATING!
HOUSING FORECLOSURE PREVENTION PROGRAM
CLIENTSl.JRVEY
File # COU1lSelor:
-quS "J. ~'-1 =p~(jj),
Astoria Office questionnaire -
The fullowing questionnaire has been prepared by Community Action Team, Inc. Housing Foreclosure Prevention staff to evalmte client satisfaction and the effeCliveness of the program we administer.
Aftercompk illg this form, please return at your earl' ;t convenience. Please fold so that rtl' r .... .!tn address and stamp are on the outside.
",EASE MARK APPROPRIATE ,·;[SWERS:
_1) On a scale of 1 to 10 (1 == Poor, 10 == escellent), how would you rate this program overall? (please circle one)
123456789@
2) How did you become aware of this
~prograrn?
N:wspaper § Brochure/Flyer Friend. Radio Comm4~/City Local Resources Cliher: ~ .
~12hf'h~ 3) Did you find the application easy to
UIlderstand? ~ Dyes ~No
4) Did the person providing counseling answer questions regarding the foreclosure prevention process and
.-------,I'ptions available? ~Yes DNa
5) How long did you wait between application and resolution of mortgage issues? g~> o
6) Did the person conducting the initial review of documents discuss your needs
~thyou?
Li':J Yes D No
7) Do you feel the CAT counselor adequately explained the issues pertaining
to your mortgage/iulet? Ci2TYes No
1 0) Were you provided with adequate ~ ~formation and time to make decisions? L.:fYes DNa
'" 11) Was the paperwori exPied if needed? '0 '-'h N
L.0 Les No i 12) Were other forms of assistance (such as
Energy Assistance, Rehabilitation, Weatherization, etc.) discussed?
Dyes WNo
13) In the space below please let us know what we did well and what we can improve upon. Is there anyone that you would like to recognize who was e.specially helpful?
1),i) A Clt2bh---~6j-t)-r "'. I _ /"c. M-5SiSr4YLc£_!~.~.2Jl.{Ai
tl4-11? "'1.0j)/J<!u:.cr-:701-P;;/ $', AiLe(. 5. ~u".,j) .. . aJor2'l:J. ~. ~ L4.J pE .AJ£v .~
~
. __ 8) Did the_counselor respond to Phone/e-ki.~~~~z;J;; ::A';;;z ,.mail contact In a Promlt manner? tJ~ - . ~; .--~ Yes No w ttMt..?>if'r:&Ma.
9) Are you satisfied with the overall process? If no, explain why.
[3'Yes DNo
14) If you have comments you would prefer to send to the Program Director, please mail questionnaire to:
Beverly Danner Community Action Team Housing Foreclosure Prevention Program 125 N. 17" Street St. Helens, OR 97051
THANK YOU FOR PARTICIPATING!
, .• ,
HOUSING FORECLOSURE 4) Did the person providing counseling PREVENTION PROGRAM answer questions regarding the
CLIENT SURVEY foreclosure prevention process and
File # -''''3 " o~tions available? . o I oL- _ ~ ~ r=5Q 1 es D No
Counselor: (!;tA~~~· Astoria Office questionnaire - 5) How long did you wait between
The following questionnaire has been prepared by Community Action Team, Inc. Housing Foreclosure Prevention staff to evaluate client satisfaction and the effectiv-eness of the program we administer.
After completing this form, please return at your earliest convenience. Please fold so that the return address and staITlP are on the outside.
PLEASE MARK APPROPRIATE ANSWERS:
application and resolution of mOl-tgage issues?
~ ,9 d A: Y" .;:; --(
6) Did the person conducting the initial review of documents discuss your needs
~~thyou? L,LJ Ies DNo
7) Do you feel the CAT cO)l!lselor adequately explained the issues pertaining
to your mortgage/iud'jt? ~Yes No
10) Were you provided with adequate information and time to make decisions?
DYes DNo '" ~
11) Was the paperwori expred if needed? ~ CB Yes Cp ... 8y No l
12) Were other forms of assistance (such as Energy Assistance, Rehabilitation,
Weatherization, etr-> diicussed? [;tI Yes No
13) In the space below please let us know what we did well and what we can improve upon. Is there anyone that you would like to recognize who was especially helpful? ..
~~ .,? &1f ~1.L' &. e tR S fUn u ;,,;, if !?if; fl "!- "I·u It ~ i IA c" ,. En '" £, )ete " ru U:f?, ..... {r n \,p~ (D"-,,,J)r" f Me", ro<lZ
.~ ______ ;;tt~U~C~~~~~~~c~c~s;~s:~~.;~,u:;~1<~~~;~5~;;;; ___ 1) On a scale of 1 to 19 {l = Poor, 12 = 8) Did tb~ l;QnQs~~QQd to phQ1ls:Le~ j"l I'/" ,t.I-:6b<? excellent), how would you rate this mail contact in a prmjt manner? program overall? (please circle one) cP--Yes e,' ''''5'>( No
1 2 3 4 5 6 7 8 010 9) Are you satisfied with the overall process?
2) How did you become aware of this program?
~ Newspaper Friend Coxnmunity I City Other: Qist)
fiBrochure/Flyer Radio Local Resources
3) Did you fInd the application easy to rd-J. u .nderstand? Ll:::} Yes 0 No
If no, explain why.
~Yes DNo
14) If you haye comments you would prefer to send to the Program Director, please mail questionnaire to:
Beverly Danner Community Action Team Housing Foreclosure Prevention Program 125 N. 17'h Street St. Helens, OR 97051
THANK YOU FOR PARTICIPATING!
PERFORMANCE INDICATORS
JULY
2014
REVENUES
Total Rent Revenue
Vacancy loss Net Rent Revenue Tctal Other Income
EFFECTiVE GROSS INCOME
EXPENSES Administration Utilities
Maintenance/Repairs & Grounds Taxes, Fees & Insurance Replacement Reserve Deposit
Bad Debt LP. Fees & Other Expenses
TOTAL EXPENSES
NET OPERATING INCOME
Principal & Interest
TOTAL OTHER EXPENSES
NET CASH FLOW VACANCY RATE DEBT COVERAGE RATIO
cashin Bank Replacement Reserves Operating Reserve
BLUE HERON
26 Units
illm;~~11lJ;$~~1iri~1;;;!,IjB YTD Actuals
FISCAL YEAR
14,563 3,459 11,104 1,978 13,082
3,379 2,005 1,362 937 704
1,529 724
10,640
2,442
3,198 3,198
(756) 24% 0.76
2,S27 32,247
o
ELK CREEK FOREST PARK 36 Units 80 Units
0I~j~~~j!~g~IB; t~s't,r}i1~~EilltiZd2 YTDActuals
CALENDAR YEAR
141,124 6,986
134,138 10,726 144,864
19,958 25,819 46,604 7,959 11,620
862 8,015
120,837
24,027
27,588 27,588
{3,561) 5%
0.87
19,866 81,621 48,856
YTDActuals
CALENDAR YEAR
348,156 10,742
337,414 16,316
353,730
43,680 41,220 121,579 7,966 18,344 2,436
15,650
250,875
102,855
101,216 101,216
1,639 3%
1.02
41,389 20S,169 21,S83
i j'f I~ , L-
PERFORMANCE INDICATORS
2014
REVENUES Total Rent Revenue
Vacancy Loss Net Rent Revenue
Total Other income EFFECTIVE GROSS INCOME
EXPENSES Administration Utilities
Maintenance/Repairs & Grounds
Taxes, Fees & Insurance
Replacement Reserve Deposit Bad Debt L.P. Fees & Other Expenses
TOTAL EXPENSES
NET OPERATING iNCOME
Principal & interest
TOTAL OTHER EXPENSES
NET CASH FLOW VACANCY RATE DEBT COVERAGE RATiO
cash in Bank Replacement Reserves Operating Reserve
BLUE HERON
26 Units
~8~;r~£~;~1fI~ YTDActuals
FISCAL YEAR
174,401 19,996
154,405 88,740 243,145
35,700 44,599 56,512 8,448 8,802 891
9,194 164,146
78,999
38,374 38,374
40,625 11%
2.06
1,924 31,542
0
Other income includes
$80,000 received from Meyer Memorial funds for Deferred Maintenance
ELK CREEK
36 Units FOREST PARK
80 Units
~:~~f!l~llt~rf~itiill 0uM;?R~~~§ttB YTDActuals
CALENDAR YEAR
120,983 6,986
113,997 10,366
124,363
17,159 22,029 40,612 6,752
10,620 862
6,835
104,879
19,484
23,647 23,647
(4,163) 6%
0.82
11,886 80,619 48,854
Transferred $5,100 from our additional
reserve into the operating account
YTD Actuals
CALENDAR YEAR
298,493 8,722
289,771 15,181
304,952
37,132 35,719 96,973 6,676
16,677 2,463
13A03 209,043
95,909
86,758 86,758
9,151 3%
1.11
41,389 208,169 21,883
Transferred $6,675 from our additional reserve into th e
operating account.
Child & Family Development Programs Community Action Team Board Report and Policy Council
September 22, 2014
Healthy Families: Provides home visits with parents of newborn babies in Columbia and Clatsop Counties.
Funded by state general funds through a contract with Columbia County, Oregon Early Learning Division to serve about 35 families. July 1, 2014 services are increasing for families in Clatsop County with the addition of the MIECHV (Maternal Infant Early Childhood Home Visiting Program). The focus will be families with subsequent births and add services for up to 18 families. The MIECHV program is federally funded through Oregon Healthy Authority and direct contract with CAT.
Services We continue to serve 35 families in Clatsop and Columbia Counties. Through home visits, staff work with families to provide information about child development, guidance, and nutrition and health education. Developmental screenings are completed according to the ASQ (Ages & States Questionnaire) guidance for the age ofthe child. Referrals are made to social services agencies according to family needs.
The supervisor for the MIECHV program has been hired. One of the contract deliverables is to work in the community to develop a home visiting network to coordinate services for families in programs which serve families with young children. Sunday, Judy and I are meeting with community partners. We are currently advertising for a home visitor and will begin enrolling families after October 1, which is the official entry date for enrolling families.
Parenting Education: Provides foundational information for parents that include child guidance, child development, language and literacy, as well as appropriate and realistic expectations for children. Funded by foundations such as OCF/OPEC, Children's Trust Fund, United Way and fee for service. Services are provided in Columbia County.
Parenting support is provided through classes, written material, community events and through agency agreements on an individual plan for families.
Services Planning is underway for the next parenting class that will begin October 7th . The plans for Read for the Record are in progress, families will receive the book "Bunny Cakes" and will participate in family actives to enhance the child's literacy and math skills. This is a nationwide event to be held on October 21st and the Northwest Parenting HUB purchased the books and supplies for the event.
The parent and community surveys being completed in October will provide direction for parenting events throughout the rest of the operation year.
As a wrap-up the parent educator worked with seventeen families to complete the ASQ developmental screening for their child. The important part of the project was to provide follow-up activities for the parent to work with their child to increase skill level and knowledge. The activities helped the parent so their child will be ready to learn when the child enters school.
Head Start: A family centered, comprehensive preschool program for children ages 3 & 4 by September 1.
Services include academic, health, social services, and family engagement to help children and their families be ready for entry into kindergarten. The program is supported by federal and state funds. Service is provided for 371 children in 9 sites in Clatsop, Columbia and Tillamook Counties.
Services: Classes are starting for the 2014-15 year. The last two weeks have been spent selecting children, holding parent orientation and the first week of class and home visits. The program had full enrollment of 371 children on the first day of services, September 22, 2014.
fQIIQW:tJpfQxRevjelAln!:!lg in!VIarch 2QJ.I/, Laura Bochetti, our Region X program specialist, completed the review of updated forms, procedures and monitoring plans to assure that the status of child health is determined within the 90 day requirement. She held conference calls to interview staff who have worked to develop the changes which will assure documentation is complete and that services are completed and easily tractable. I will include in my monthly report to the Board, the number of children's health statuses that staff, parents and health care providers have determined in the first 90 days of entry into the program.
The next step is to submit the report and documents to the Office of Head Start in Washington DC for a final decision on compliance. Laura shared with us in a conference call that the report wiith the final decision could be sent out in about thirty days.
Joyce Ervin, Director
rI Office of Head Start 10CH0058 Child & Family Development Program
2013-2014 PIR PERFORMANCE INDICATOR REPORT - HEAD START
Report based on the 1 program(s) that have started or completed the PIR out of the 1 total Head
Start program(s) for this Grantee.
The PIR Performance Indicators highlight annual program PIR data in areas of frequent interest and are not intended to serve as a full summary of programs' performance.
The PIR Performance Indicator Formulas document provides the question numbers used for indicator calculations and is available at http://eclkc,ohs,acf,hhs,gov/pir,
Numerators and denominators are included in the report to supply context for percentages.
Enrollment· Performance Indicators
103 of children and pregnant women (if EHS) i not re-enroll
I the 83 18,8%
Services to All Children at Beginning of Enrollment Year Compared to End of Enrollment
Year (based on Cumulative Enrollment) • Performance Indicators
111
112 419 94.8% 95.7%
113 349 79% 96,4%
114 382 86.4% 415 93
Date Printed: Sep 19, 2014 at 18:09:57 EDT 10CH0058 Page 1
Services to All Children (based on Cumulative Enrollment) • Performance Indicators
Percentage (%) of children up-to-date on a schedule 122 primary health care per the state's EPSDT schedule at
123
124
enrollment up-to-date on health screenings, the percentage (%)
childre>n rli"nr,,,,,,,rl with a chronic condition needing medical
condition needing percentage (%) of children who received
48
48
Services to Preschool Children (based on Cumulative Enrollment) - Performance
Indicators
131
132
133
134
Children with an IEP for one of the Primary .
eOLICal[lOn or I I
denla)
children receiving professional dental exams, the of preschool children needing professional dental
Family Services· Performance Indicators
Date Printed: Sep 19, 2014 at 18:09:57 EDT 10CH0058
11.7%
100%
Page 2
Preschool Staff and Classes (Head Start and Migrant/Seasonal preschool staff only) -
Performance Indicators
.. ,
151 14 63.6%
at least one meets 152 of Section 648A.(3)(B) (AA
effective October 2011 6 100%
153 of preschool classroom assistant teachers with a or higher, or are enrolled in a CDA or ECE degree 13 61.9%
Date Printed: Sep 19, 2014 at 18:09:57 EDT 10CH0058 Page 3
Joyce Ervin
From: Sent To: Subject:
Children's Trust Fund of Oregon Thursday, September 18, 20142:34 PM jervi [email protected] Making Connections and Making a Difference
Increased Expertise and
Impact
Note from the
Executive Director
The Children's Trust Fund is devoting significant time and energy to raising the awareness of our Keep Kids Safe license plate program. The plate is a vital source of revenue for child abuse prevention programs across the state of Oregon and is a great way for the community to join in making a difference in protecting children and promoting the long-term and generational benefits of positive parenting education.
It's crucial that we snstain this plate, the only one ofits kind dedicated to tlle safety and protection of Oregon lads, so that it can continne to support
CHILDREN'S -- ---
TRUST FUND
Supporting Families & Making an Impact
Thanks to the ongoing support of our donors and the tireless efforts of our grantees, the Children's Trust Fund of Oregon is committed to strengthening families and reducing abuse and neglect across the state of Oregon. With every parenting education program, home visitation, or therapeutic class for children, we are ensuring that families are improving their parenting skills and learning new tools that allow them to provide a safe, stable and nurturing environment for their children. We are pleased to share a few highlights from our latest evaluation this past year.
e 774 parents were directly served by CTFO-funded parenting education programs
• CTFO funding helped support 14,823 home visitation services and 23,878 parent support activities
• CTFO programs served parents between the ages 15 and 87, with the average parent age of 34 years
• Of the children served, 68% were 0-6 years of a age, with an average age of 5 years
1
prevention efforts for families in the future. We must sell 500 plates by October 31, 2014 or the plate will be discontinued. We need everyone's help to be successful. If each of you purchased just one plate today, we would meet our goal. We want to especially thank Lithia Auto Stores and KOIN 6 News for partnering wlth.us to promote this platel See the KOIN 6 news story.
As the season slowly changes from the long, warm sunny days of summer to cooler fall temperatures and increasingly shorter hours of daylight, I'm reminded of the change and growth that we all must undertake to realize our full potential. As part of CTFO's effort to implement our organizational goals to achieve greater impact, we are focused on increasing our expertise in the most effective strategies to best prevent abuse and neglect.
With support from the Cambia Health Foundation, we are working with reseqrchers from PSU's Center for the Improvement of Child and Family Studies in the School of Social Work to conduct an Ilbuse and neglect assessment in Oregon. The reBulting report will highlight the prevalence of child abuse, the risk factors that cause abuse and neglect, and the best practice programs that are available to serve and support families across Oregon. The report will also yield significant implications for where we need to invest, what strategies we need to be promoting, and how we can galvanize stakeholders towards creating a statewide prevention agenda. We are looking forward to releasing the results of the report in the next few weeks and will feature them in our October
• 97% of the parents indicated iliat they were likely to recommend the classes to others
We are pleased to report the following outcomes as a result of CTFO's support of the 16 Relief Nursery programs across the state, serving 20 communities:
• 2.,976 children were served and provided with therapeutic support services,
• 98% of the children who accessed Relief Nursery services did not require placement in foster care, and
• 96% of the children in Relief Nurseries had no further reports of child maltreatment.
In addition to directly supporting families, CTFO funds strengthened the capacity of our grantee organizations, allowing them to reach and support more families in their communities. Here are some of their key accomplishments this year:
• 194 newly trained facilitators in parenting education curricula
• 151 sessions of professional development and training for parent educators and facilitators
• $4.432,643 leveraged in new funds and in-kind donations
• Parent recruitment and awareness through newspaper, radio, television, flyers, social media, and other outlets reached a combined total of 14,909,800 potential contacts
• 906 programs were held in school facilities, with 73 additional programs co-sponsored by schools in the community
2
newsletter.
Finally, with the recent coverage of the indictment of an NFL player for charges of negligent injnry to a child, this provides us with a great opportnnity to reflect on the impOltance of the critical role of parent edncation. As we all know, there is no manual for how to be a good parent. Parents are largely a prodnct of their own parent's child rearing habits. However, based on the research, we also know how emotional and physical abuse can have lifelong impact on a child's health, edncation and productivity as they transition to adulthood. The Children's Trnst Fund of Oregon and Prevent child Ahuse Oregon encourages everyone to playa role in preventing child abuse and promoting healthy parent-child relationships.
• Help ontaneighbor, friend or relative who may be stressed out and conld nse a break from taking care of their children.
• Report abuse or neglect when you suspect it may be occurring.
• Volunteer at community-based child abnse prevention programs. See our website for a listing of programs that we support across the state.
Sincerely,
Susan Lindauer Executive Director Children's Trust Fund of Oregon
Join us in WOrltillg
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ACEs Making Connections Conference Promoting Mental Wellness & Reducing Adverse
Childhood Experiences
The Children's Trust Fund is pleased to sponsor the Malting Connections Conference on November 4-6th, 2014. It will be held at Valley River Inn, Eugene, OR. There will be more than 40 workshops covering the latest research and strategies related to Adverse Childhood Experiences (ACEs) and mental health promotion, including: Hope & Healing for Children and Youth with an Addicted Parent, Cultivating Nurturance in Communities, A School-Wide System of Early Identification for Students with Mental Health Needs, Building TraumaInformed Communities, Meeting the Needs of Young Children in Foster Care, Screening for ACEs in a Primary Care Setting, Creating Resilience and Sanctuary through Peer Wellness Services, and Mindfulness: A Way to Promote Mental Health. To register and for more information, visit www.connectionsconference.org.
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to end child abuse in Oregon.
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1785 NE Sandy Blvd. #270 Portland, OR 97232
50 3-222-7102 www.ctfo.org
In Partnership with Prevent Child Abuse Oregon
-'it Prevent Child Abllllil • Oregon
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Children's Trust Fund of Oregon I 178 NE Sandy Blvd., Suite 270 I Portland lOR I 97232
4
EXISTING SLATE OF OFFICERS FOR
2013-2014
Rita Bernhard, Chair Person
John Helm, Vice-Chair Person
Babette Heeftle, SecretaryITreasurer
Maddy Sheehan, At Large
Andrea Smalley, At Large
6-A
SUMMARY GRANT APPLICATION FORM
TITLE City of Vernonia's Rose Avenue Project Senior CenterlFood Bank
FUNDING Oregon Business Development Department/Infrastructure Authority
DURATION DATES 01/01/15 TO 09130116
BACKGROUND
Grant/Application Due Dale:
Q/30/N @ 3'OOjJn") [date]
In 2007, the City of Vernonia faced a federally declared disaster, the second 500 year flood In 11 years, Both the Vernonia Cares Food Bank and Vernonia Senior Center were substantially affected by the flooding. Because of FEMA regulations, the Senior Center must be relocated. The Vernonia Cares Food Bank also must move - they rent space from the American Legion hall, which is subject to repeated flooding; they received nearly 4' of water In their building, which destroyed all of the food, refrigerators and food storage facilities.
It is critical to obtain CDBG funding at this time, as the Senior Center must move out of its current location by February 2016, due to acquisition and required demolition of the property through FEMA funds. The Senior Center has identified temporary options, but temporary facilities will not be adequate for the Senior Center on an ongoing basis. The City has identified land out of the flood zone on which to relocate these vital community social services.
GOALS AND OBJECTIVES
Community Action Team will work on behalf of the Vernonia Senior Center and Vernonia Cares to prepare and submit a $2,000,000 Community Development Block Grant to the State of Oregon, This grant will specifically cover the construction costs and grant administration and labor compliance, along with fees for completing an Environmental Assessment,
The only amount noted in this Summary is for these specific line Items which will pay for CAT staff time; the entire construction budget is not Included in this summary,
BUDGET
ENVIRONMENTAL ASSESSMENT 13,950.00
GRANT ADMINISTRATION 23,250.00
LABOR COMPLIANCE 13,950.00
SUPPLIES
TRAVEL
ADMIN CHARGES 3,850.00
TOTAL $55,000.00
Date:
Draft Motion for t ity of Vernonia's Rose Avenue Project Senior CenterlFood Bank Community Development Block Grant Application - Action Item #'--::--:""7. I move to approve that Community Action Team work on behalf of the City of Vernonia to submit the Community Development Block Grant Application to Oregon Business Development/Infrastructure Authority for $2,000,000 __ as presented __ as amended
Moved: ______ __ Seconded: _______ _ In Favor: __ Opposed: __
SUMMARY GRANT APPLICATION FORM Grant/Application Due Date:
TITLE Northwest Oregon Regional Housing Rehabilitation Loan Program CDBG Grant Application
FUNDING Oregon Buslnes. Development Dept - CDBG
DURATION DATES 01/01115 TO 06/30/16
BACKGROUND
9/30/2014 3:00 p.m.
The CDBG Regional Housing Rehabilitation Grant program provides grants to municipalities for the repair and rehabilitation of low-mod Income housing. The grants are competitive and made available to rural areas that have formed into a regional housing rehabilitation service area.
Approximately $1.2 million has been allocated by OBDD/IFA for the 2014 Regional Housing Rehabilitation Program. The maximum grant available for a region Is $400,000. CDBG Grant Applications are due September 30, 2014. A partner jurisdiction can apply for the region. The funds are sub-granted to the regional non-profit partner. The nonprofit administers the program and loans are paid back to the non-profit regional revolving loan fund.
GOALS AND OBJECTIVES
The City of St Helens is again partnerlng with Community Action Team to apply for 2014 CDBG funds. The project would provide rehabilitation services for about twenty low-mod Income households In Clatsop, Columbia and Tillamook Counties, with. weight towards some projects In the City of St Helens. Ills unusual for one community to be the sponsor jurisdiction on two grants in a row, but the community who had Intended to be the sponsor is not eligible this round, and we could not move through the process to get another community ready to apply this quarter.
The funds will be provided as zero-Interest deferred loans to participant homeowners. CDBG funds will be matched with Regional and City Revolving Loan Funds and CAT Weatherization Program funds to provide an average loanlgrant package of $14,200 per household.
BUDGET
DIRECT ASSISTANCE TO INDIVIDUALS 295,000.00
STAFF 83,700.00
ENVIRONMENTAL 13,950.00
EQUIPMENT
SUPPLIES
TRAVEL
ADMIN CHARGES 7,350.00
TOTAL $400,000.00
Date:
Draft Motion for the No est Oregon Regional Housing Rehabilitation Program CDBG Grant Application - Action Item #'--:-__ _ I move to approve that Community Action Team submit the City of St Helens Northwest Oregon Regional Housing Rehabilitation Loan Program Community Development Block Grant Application to Oregon Business Development DepartmentilFA for $400,000 __ as presented __ as amended
Moved: ______ _ Seconded: _______ _ In Favor: __ Opposed: __
· , --.?~
Q!~~ornmurury Scrvices
North Mall Office Building
John A. Kitzhaber, NlD, Govel'no_i
July 31,2014
Jim Tierney Executive Director Community Action Team, Inc. 125 N 17th Street St. Helens, Oregon 97051
DearJim,
725 Summer St NE, Suite B Salem, OR 97301-1266
PHONE: (503) 986-2000 FAX: (503) 986-2020 TTY: (503) 986-2100 www.ohcs.oregon.gov
Oregon Housing and Community Services (OHCS) recently conducted a weatherization performance evaluation visit with CAT on June 16, 17, 18, 19 and 20 2014.
The agency evaluation consisted of interviews and questions regarding the overall delivery of the weatherization program. Agency information reviewed included: staff training, procedure manuals, authorized signatures, outreach programs, completed weatherization projects, and other agency information.
A total of ten client files were reviewed and eight field inspections were completed.
The evaluation report is enclosed for your review. There are two concerns that require a written response that is signed by the Executive Director. CAT must respond to each concern within 30 days of receiving the report.
The report also includes a corrective action plan that is required to be signed by both the Executive Director and the Single Family Housing Director after all documented repairs are cornpleted.
There are several required improvernents included. These need to be implemented into the program. Written responses are not required.
Please review and consider the recommendations that are identified in the report.
A Finding is: A violation of statutory, regulatory, handbook and other program issuances that requires corrective actions. Correction actions are steps needed to correct the violations and the written responses to OHCS describing the actions taken.
A Concem is: An issue or performance deficiency that may negatively affect the program if not corrected.
A Required Improvement is: An issue or performance deficiency that might negatively affect the program if not corrected. A response is not required. . .
Recommendations: Recommendations consist of requests for additional information and/or suggestions that will improve the program's operation.
Your staff should be commended on their commitment and great attitude in providing a valued service to your community that saves energy, increases comfort and quality of living.
Please thank your staff for their professionalism and assistance during my visit. If there are any questions, comments or concerns please feel free to contact me.
Kurt Pugh, Compliance Specialist Oregon Housing and Community Services 725 Summer Street NE, Suite B Salem, OR 97301-1266 (503) 986-2048 Fax: (503) 986-2006 [email protected]
Page 2 of 2
Oregon Housing and Commlmity Services
June 2014 PERFORl"lANCE EVALUATION REPORT
Community Action Team
Date: 7/31/2014
The evaluation began on Monday, June 16,2014 and concluded on Friday, June 20, 2014 Casey Mitchell, Carmen Kulp and Adam Clardy ONeil were present during the exit interview on Friday, June 20, 2014.
The following programs were evaluated: Weatherization
The evaluation consisted of a two-phase process with a separate review of client intake files and an in field inspection and performance testing of completed weatherization measures. Performance testing included all diagnostic testing associated with home performance and health and safety.
A total of 10 client files were reviewed and 8 in field inspections were completed.
The agency evaluation consisted of interviews and questions regarding the over-all delivery of the weatherization program. Agency information reviewed included: staff training, procedures manuals, authorized signatures, outreach programs, completed weatherization proj eets, and other agency information.
This evaluation is one of several procedures used by Oregon Housing and Commlllity Services (OHC;:S) to evaluate sub-recipient activity as required by DOE title 10; Part 440 and the OHCS Master Grant Agreement. The purpose of the evaluation is to identify an agency's strengths and innovations, formulate practical and constructive recommendations for improvements and to provide on site training and technical assistance. This is a proactive evaluation designed to improve agency leadership, management capacity to meet program and fiscal responsibilities, as well as assess program operations and community relations. OHCS reviewed and assessed your agency's ability to maintain its eligibility to receive federal and state funds, as well as your ability to operate according to terms of applicable laws, regulations, contractual obligations, policies and guidelines.
Evaluation Results
Included with this report is a recap of the client files reviewed. Using this recap in corljlllction with the file request list will allow you to look at the same files selected for the evaluation.
OHCS Business Operations Division, Weatherization PerfOlmance Evaluation Program Contact: Kurt Pugh, Compliance Specialist at 503.986,1048
Email: kllrtpughl2Ustate.or .. lls
General administration:
General administration overall rating is Stable. CAT has not procured or disposed of any equipment since the last evaluation. There is photo documentation of vehicles and equipment in the digital files, all are properly safe guarded. Main weatherization was moved from Astoria to St. Helens, Oregon. All audit and inspections are contracted out. It was appreciated and very helpful and educational that contracted auditor and inspector attended all field evaluations, performed diagnostic testing and attended the exit. interview. I wish to thank him and the agency for making it take place. Contractor outreach appears to have been. properly completed, records were available for review. Contractor license and insurance information was current, there needs to be proof in the file that they are not on the federal debarment list. The contractor who is awarded the work signs a new contract for eachjob. CAT is registered with the CCB and Bruce Holz is the RMI. Agency does a nice job of leveraging with the limited amount of funds that they have, they are starting to amass some unrestricted funds which will be very useful in weatherizing homes. Multiple signatures and approvals needed for vendor payment, the final fiscal approval is not included in the proj ect file. There needs to be additional detail on the funding summary sheet. CAT is responsible for Columbia, Clatsop and Tillamook cOlmties, a very large and diverse service area. Field offices and the ability to work with some of the local utilities allow CAT to provide outstanding coverage to their service area. Their CRD amendment extension was just approved by OHCS. Home ownership documentation information is obtained and placed in the project file. A written priority system with a waiting list is in place. Books ofMSDS are available but probably could be updated. Weatherization staff is part of the agency wide safety committee, with all staff attending meetings. There were no rental projects to review. There were no findings or concerns during the last OHCS fiscal audit that was conducted on December 13-15,2013.
Required Improvements:
1. There needs to be a process in place that periodically verifies that all of the contractors that you have obtained services from are not included on the sam.gov website as disbarred.
2. Additional detail needs to be included in the OPUS Funding Summary Report. CO and smoke alarms need documented, lead costs need broken down into H&S. The information entered into OPUS needs to be correct, the proper comments need to be provided when funds are leveraged or when unrestricted funds. are used to pay for non-cost effective portions of measures. They must match REM and invoices and incidental repair requirements need to be properly followed.
3. Documentation of certification of second auditor that is used by the contractor providing audit and inspection services must be obtained.
OHCS Business Operations Division, Weatherization Performance Evaluation Program Contact: Kurt Pugh, Compliance Specialist at 503.986.2048
Email: [email protected] .. l.Is
2
Reconunendations:
1. I would reconunend starting to review the new OSHA, SDS requirements.
2. Consider having the fInal payment process in the fIle.
3. I believe best practice would be to start reviewing the new DOE priority and eligibility requirements to see what will be needed for implementation.
4. I would reconunend not signing a new contract for every job.
Client files:
Job numbers: K14-005, K14-003, K14-002, T14-005, C14-002, C14-004, C14-006, C14-007, T14-009 and K14-004
Client fIles reviewed were found to be Stable. Your agency collects an impressive amount of data related to job costing and audit information. File organization is consistent, but have not quite met the new organizational requirements. There were some issues observed with client eligibility and are addressed in the concern below. The fIles were updated with the correct income and eligibility documentation. Some type of ownership documentation is placed in every ftle. The authorization form is completed well after the job process has started, basically when the contractor accepts the work. Scopes of work are provided but could use some additional detail and make them easier to comprehend. Multiple change orders used as outlined in the vendor contract. All of the required mold and moisture requirements are being met. In some instances the lead pamphlet is not delivered within 60 days of the start of the proj ect nor are the test results provided to the client. Documentation ofLSW for both the EPA and DOE mles needs to improve. Renovate right pamphlet being used contains the old EPA number. Final inspections are thorough but there were some items missed, not all of the measures that get installed are documented on the fInal inspection certifIcation. The signature needs to be legible. The front page of the completed REM was not included in the project fIle, some incorrect measures lives were used and some items that were funded with BP A were not included to ensure they met the SIR requirement. On one job it appears duct sealing was calledH&S because it was a .6, could have been included in the ASHRAE costs. The contract auditor models the initial REM. Utility usage is obtained and baseload trued, along with the two building energy savings report being placed in the file. Very nice job in meeting the ASHRAE requirements, they do need to document the fInal continuous flow of the fan during the fInal inspection. SHPO requirements known and followed, one of the project fIles did not contain the required documentation.
OHCS Business Operations Division, Weatherization Performance Evaluation Program Contact: Kl;lrt Pugh, Compliance Specialist at 503.986.2048
Email: kurt.plll:J10lstate.or .. lIs
3
Concern:
1. Eligibility process needs to improve. Multiple files did not have the income eligibility documentation within the required time frames. After the evaluation was complete updated information was provided with current information that met the guidelines. What can CAT do to ensure that there is a process in place, verifying that income eligibility material is included in the proj ect file is correct? It could be helpful to review the process in which energy assistance qualifies their clients.
Required Improvement
. 1. All projects started after January 1,2014 must meet the new organizational requirements.
2. Prior to any work being done on a dwelling unit (including baseload measures), and prior to a subcontractor visiting the dwelling for purposes of evaluating job costs, the sub grantee must have a signed statement from the owner or their agent that permission has been granted to perform weatherization and baseload measures on and at the dwelling. The statement will have a list of proposed measures.
3. All of lead requirements must be followed for both EPA and DOE. Pamphlet needs delivered at a minimum 60 days bcfore the start of the proj eet, a copy of the test results needs provided to the client. Photo documentation oftest locations, warning signs, set up and containment needs included in the file. The renovator checklist list needs properly completed when LSW is warranted. There is no deminims so door weather. stripping, fan installation, CO and smoke alarms and thermostats at a minimum have to follow level 1 containment iflead is found.
4. Final inspections need to be thorough and complete. Measures installed need to be inspected and documented as such. Final inspections should have more detail. Specialty measures need to be included. Signatures and dates need to be legible.
5. Front page of REM needs to be included in the project file. All measures flIDded with grants having a SIR requirement must be included. Correct measure lives must be used. Use the correct post blower door number when modeling. Materials installed that will provide energy savings need modeled in REM, even if they are . non-cost effective. If a furnace is going to be designated as H&S, it needs to be included in REM to prove it is not cost effective.
6. Post continuous rate of the installed ASHRAE fan needs to be tested and documented.
OHCS Business Operations Division, Weatherization Performance Evaluation Program Contact: Kurt Pugh, Compliance Specialist at 503.986.2048
Email: [email protected] us
4
Recommendations:
1. Consider modeling exterior water heater compartment doors as walls
2. I would recommend being more clear and concise when writing the scopes of work.
3. Best practice would be to use the change order information to formulate a training plan for staff and contractors.
Program delivery:
Program delivery overall rating is Stable. Your agency employs a comprehensive program for your community to benefit from. It was impressive that you provide other community resource information to your clients. At the current time all production and budget goals are being met. Some items funded with BP A were not proven as cost effective, the ones with the incorrect measure lives were. All recent changes to staff and contractors have been documented throughout this report. Inventory is properly reconciled. Staff and contractors have required certifications and were available for review. If additional contractor staff are used to perform audits and inspections, than their qualifications need to be obtained. They have participated in PEER exchange, but there has not been anything recent. Some form of energy education is provided to the client during the weatherization process. Client surveys are mailed to the client, with very few of them retumed.
Recommendations:
1. Consider having the client complete a survey during the final inspection.
2. Continue to participate in Peer Exchange on an annual basis.
Field inspections:
Job numbers: K14-005, K14-003, K14-002, T14-005, C14-002, C14-004, C14-006,C14-007, T14-009 and K14-004 There were two, 2 story site, one, one story site, four single wide mobile homes and one double wide mobile home observed.
Field Performance Testing:
Field performance testing overall rating is Stable. Contracted auditors and inspectors are highly trained and have a strong understanding of proper testing procedures, interpretation of results and how to mitigate any concems. All homes achieved a measure of air and duct leakage reduction, while in some cases it was quite substantial. Indoor air
OHCS Business Operations Division, Weatherization Perrormance Evaluation Program Contact: Kurt Pugh, Compliance Specialist at 503.986.2048
Email: kurt.pllgh01state.or..lls
5
quality and moisture issues are also addressed appropriately with the installation of additional ventilation as required. Some of the files did not contain some of the required combustion testing documentation, requirements are !mown. Room pressure test results are not always documented on the diagnostic test sheet. Heating systems are properly addressed through repair or replacement. The diagnostic testing equipment is properly calibrated. There appears to be a breakdown in the final testing process, when problems were observed, two of the projects indicated that there were worst case problems, with one having documentation that the contractor must return to fix, nothing in the file indicated what was done, field evaluation showed that the problem still existed.
Concern:
1. Diagnostic issues such as worst case deficiencies are being properly identified, but somewhere in the process, remediation is not being completed. What can CAT do to improve this quality assurance process to ensure that documented faihires are addressed and repaired?
Required Improvements:
1. If there is a forced air system, room pressure tests must be completed, if there are issues at minimum discuss with the clients, if allowed to remediate please do so.
2. Docmnent all combustion tests
Recommendations:
1. Document pressure testing for all contractor insulation blowers. I would suggest making them responsible for testing their own equipment and providing you with the details.
Health and Safety:
Agency staff holds client health and safety awareness high in their work priorities. CO alarms installed as required and smoke alarms as needed. The agency does have a written deferral process with a method of notification in place. A properly completed H&S Assessment form was completed for and included in every project file. None of the jobs that were evaluated required a Hazard Notification Form.
Material installation and general workmanship:
Material installation and workmanship was found to be Stable. CAT adheres to the whole house approach in weatherization. There were some quality assurance issues identified during the eight field evaluations. With the exception of a few details, agency staff and contractors showed a great deal of professionalism in all of the inspected work.
OHCS Business Ope(ations Division, Weatherization Perfonnance Evaluation P.rogra01 Contact: Kurt Pugh, Compliatlce Specialist at 503.986.2048
Email: kurt.pll2:[email protected]
6
Required Improvements:
1. Knee wall access doors should be insulated· to the same requirements of the walls which is R -21.
2. When determining the SIR for the replacement of a refrigerator, than the correct utility rate for that area must be used.
3. Do not leave materials to be installed by the client, such as interior flex line, dryer vents.
4. Ifmeasures are paid for such as duct sealing, which includes registers, then they need to be completed.
5. Dryer vents need to be properly supported and installed with the proper grade.
6. Newly installed fans need to be vented to the exterior.
Reconunendations:
1. If a dryer terminates under a deck or a partial floor, best practice would be to vent to daylight.
2. After July 1,2014 a CO alarm must be installed on every project to meet the new ASHRAE requirements.
Client surveys:
Surveys were given to the clients during the field inspections and are attached to this report. Three of the clients gave an overall rating of excellent and three indicated an overall rating of very good. Each of the clients also expressed a high level of satisfaction concerning staff members, contractors, work quality and an increased level of comfort.
Closing:
Your overall pro gram rating is Stable. Please review the attached detailed performance evaluation. The interview was enjoyable and the dialog constmctive. I look forward to our next visit.
Thank you for your willingness to look at opportunities to provide additional services to your weatherization clients.
Your staff should be commended on their commitment and great attitude in providing a valued service to your community that saves energy, increases comfort and quality of living.
OHCS Business Operations Division, Weatherization Pelformance Evaluation Pro-gram Contact Kurt Pugh, Compliance Specialist at 503.986.2048
Email: [email protected] .. lIs
7
Kurt Pugh, Compliance Specialist Oregon Housing and Community Services 725 Summer Street NE, Suite B Salem, OR 97301-1266 (503) 986-2048 Fax: (503) 986-2006 Kurt,K.Pugh@state,or,us
Date {13112b11
OHes Business Operations Division, Weatherization Performance Evaluation Program Contact: Kurt Pugh, Compliance Specialist at 503.986.2048
Email: kurt.pue:[email protected] .. l1s
8
Q!~~ommunity Services John A. Kitzhaber, MD, Governor
Corrective Action Plan Community Action Team
July 31, 2014
North Mall Office Building 725 Summer St NE, Suite B
Salem, OR 97301-1266 PHONE: (503) 986-2000 FAX: (503) 986-2020 TTY: (503) 986-2100 www.ohcs.oregon.gov
This report outlines the corrective action plan that CAT will be required to follow. There were several deviations noted in the field inspections that will require repair. Below is a list of these jobs and the corrections that are needed. .
Any DOE funded jobs that have been reported as complete and require repairs will need to be paid for with another funding source. Some of the repairs may have already been completed.
Jobs:
Front page of REM's need placed in all the project files reviewed.
K14-002
K-14-003
T-14-005
C14-002
C14-004
C14-007
T14-009
In OPUS change home from electric to gas and change duct insulation to duct sealing on the funding summary sheet. Recalculate refrigerator SI R using the correct utility rate and replace the copy in the project file.
Recalculate refrigerator SIR using the correct utility rate and replace the copy in the project file.
R.emedy worst case issue. Install Dryer Vent. Include SHPO documentation in the project file Furnace cost effective-not H&S change to (replace)
Properly support and grade dryervent pipe. Windows were non cost effective, funded with SPA, remodel or change funding source if needed.
Ensure ASHRAE fan in guest bath is properly vented. Repair windows in rear guest bedroom.
In OPUS, change SHPO to 106.
Infiltration was not cost effective with SPA funds used. Please correct this.
After repairs are complete please have the Executive Director and the Single Family . Housing Director sign this form and .return it to OHCS. At this point it has been
determined that additional field inspections or follow up will not be required.
I would suggest asking OHCS to periodically review some of the items that improvements are needed to ensure the requirements are being met.
Thank you for your attention in this matter.
Jim Tierney Executive Director
Page 2 of 2
Casey Mitchell Single Family Housing Director
Oregon Housing and Community Services Agency Performance Evaluation
3.0
2.5
2.0
1.5
1.0
0.5
0.0
General Adminid'r"ti Client files:
Program Delivery: Field Performance Testing / H & S:
Material Installation and General Workmanshi
»Gl o.ro 3 iii ::r ~
Overall Agency Rating
0'" ro a =(0
~ OJ '<3
Stable
Stable
Stable
Stable
Stable
Signed: ¥;uzr BBtJ Date~ t31 J2014 Kurt Pugh, Compliance Officer Oregon Housing and Community Services
725 Summer Street NE, Suite B
Salem, OR 97301-1266
(503) 986-6741
Fax: (503) 986-2006
kurt. [email protected]
Insurance
f'llnrlinn Leveraging
in;:::)nr.i;:::)i Management
Oregon Housing and Community Services Agency Performance Evaluation
no recent purchases or dispersal of equipment over 5,000 dollars. Photo documentation of vehicles and equipment is in digital file. One truck is kept in Astoria and one in St. Helens, they are kept locked in accessible locations. Equipment is
locked in the St. Helens office. procuremerlt polices were followed
the most recent outreach was conducted. Documentation available for review. CAT is registered with the GGB as a contractor with Bruce Holz as tho listed RMI. Agency contracts out for audit and inspections, with the required documentation for the main principle, contractor uses other staff, but has not provided the
,raoc::<:::::ml certifications to the agency. Stable IThe only required irlformation that was not
included in the contractors files was some type of verification that they are not on the Federal debarment list. This is done by checking the sam.gov website.
Stable IAgency is using all available grant sources to nrn"ir/" outstanding services to their clients.
Vulrlerable I Multiple signatures and approval are required before payments are made, final fiscal approval is not included in the file. Some minor issues of
invoiced not matching work completed. needs to additional detail on the OPUS
practice would be to have your contractors register sam.gov. and then just print off the verification on
non debarment for proof. One of the contractors you is already registered. EG&G.
Consider having the final payment process documentation included in the project file.
meetings
Orders
Stable ICAT
Stable I Client services are targeting the most equitable with all building and fuel types. A
Iwritten procedure with a point system is used to qualify clients. There are multiple methods of performing outreach from field offices to
Iworking with the local utility providers in a very extensive service area.
Stable !Vehicles and office areas MSDS. They could use
notebooks of
Stable IAgency wide safety meetings are conducted as required. Weatherization staff are part of safety committee. Meetings are not specific to
Stable I There were no findings or concerns from the most recent fiscal audit that was conducted on
I December 14-15.2013.
but is not always completed properly on in the required time frames. Some specified documentation is not provided and there were multiple instance where the signatures are not legible.
Stable IAgency is in the process of meeting organizational requirements.
Stable IAqency tries to acquire three bids for each job.
Stable
Stable
ones.
all contain scopes of work, but there are it very difficult to determine what is being to be completed.
invoiced work was not
some of the changes discussed, such as to assemble contractor information.
I would recommend using the change order process as tool to help determine if additional contractor training
Vulnerable Multiple files did not mentation within the required timelines. It determined that they had received energy
laSsistance payments within the required time fr:::.mp~ Project files were updated.
Stable IThe required pamphlet was work began, along with the completed moisture checklist inspection. There were no observable moisture issues observed.
Lead I Vulnerable IThe
ASHRAE Compliance Stable
within 60 days of the start of the project, flor are the testing results provided to the client within
days of the completion. All of the lmentation for the EPA and DOE lead
need to' to the specifications known, but in
instances items paid for were not linstalled and not observed during the final
Some items installed are not always included on the final inspection certification, I signatures are not always legible, A copy is
to the client
measure were still cost effective, but there were
I several items that were not determined to be effective when they should have been.
energy I qualifying process.
recommend completed REM files asking us to compare them
the funding summary report.
go into effect July 1, 2014.
I Chance in Subs Stable IAgency has added and removed some contractors since the last full evaluation, the correct
the last full made SUbstantial changes in staff and location while always keeping OHCS appraised of the situation. Agency now contracts out all of their
I audits and inspections with main weatherization staff located at the agencies office in SI.
Stable IWhat minimal inventory n~r.(jnr.ilF!rl once a year.
Training I Vulnerable IAgency staff keep all required certifications
PEER Exchange
Education Stable
Stable
maintained. Main auditor and inspector that is had all of the needed documentation of
Itr"ining which the agency maintains, they did have the records of additional staff that are
. to the the weatherization process, with
attending classes. In most cases it is in the proiect file.
are mailed to the clients, very few are having them completed during the final linspection.
Blower Door
Duct Blaster
Testing
Testing
nostic Tool Calibration
Stable
Stable
application of ASH RAE the overall air I quauty has improved. On jobs reviewed, room
tests were not consistently completed.
did not do a very good job of menting test results. Field review of aUQltor!
multiple tests proved that they are quite proficient.
CAZ tests were always properly documented, but there were two instances at the final inspection that the requirements were not met and was documented on the diagnostic test sheet, but there was no remediation completed.
Stable I MonITor did not do a yery good job oj documenting test results. Field review of auditor on mUltiple tests proved that they are quite proficient.
Stable
Stable
Heating systems are repaired or replaced as needed. Room pressure tests need to be completed on every project that has a forced air heating system.
auditor had the properly calibrated I do not know if additional staff
project had wall insulation blown. All requirements met
Best practice would be for them to provide you periodic documentation of proof of calibration.
Floor Insulation Stable Floor insulation installed as needed. Evenwith Ensure that when the insulation certificate is posted on multiple contractors doing the work a high level the job site it has coverage amounts and the correct of quality is maintained. Insulation certificates ASTM number. posted at the job site.
Window Installation Stable Windows only installed after more cost effective ,
measures are considered and installed. They are installed to the specifications.
Weather-stripping Stable When weather-stripping is paid for, it is always completed in a professional manner.
Duct Sealing Stable Even with achieving some very impressive reductions, there was a job· thai called for the registers to be sealed and they were not.
Misc. Measures Installed Stable Some minor deviations noted, but overall staff I would consider assembling a book of installation and contractors do a very qood job. instructions.
Health and Safety Stable Proper Health and Safety protocols are being followed. Agency does have a written deferral policy.
Refrigerators Vulnerable On the two refrigerators replaced the incorrect utility costs were used to determine cost effectiveness, The rate used was to low. PP&L was the supplier.
Exhaust Fans Stable Additional fans are periodically installed. There were some minor issues observed that were
i
repaired.
Smoke Alarms Stable Smoke 'alarms installed as needed. I
CO Alarms Stable CO Alamis installed as required. As of July 1, 2014, a CO alarm must be installed on
I every job, based on the new ASH RAE standard. --
Oregon Housing and Community Services
Client Files Check List
Agency: Community Action Team Date: June 6/16-20/2014
File: K14-005 K14-003 K14-002 T14-005 C14-002 CI4-004 CI4-006 C14-007 T14-009 1(14-004 ---- - ~ -- -
Item YIN I YIN YIN YIN YIN YIN YIN YIN YIN YIN II. Proof ~f eligibility with income documentation? Yes No Yes Yes Yes No Yes No Yes Yes
2. Ownership documentation? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
3. Signed and dated Permission Form authorizing No No No No No No Yes Yes No No weatherization?
4. Adequate Rental Documentation? NA NA NA NA NA NA NA NA NA NA
5. Wall insulation waiver as required? NA NA NA Yes NA NA NA NA Yes NA
6. Signed and dated receipt for distribution of the lead No NA Yes Yes based paint hazard pamphlet?
NA No No No , No No
7. Adequate documentation of Lead Safe Weatherization No NA No No NA No No Yes No No and or the Lead RRP Program?
8. Signed and dated receipt of the Mold and Moisture Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes pamphlet?
9. Completed Mold and Mildew checklist? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
10. Health and Safety Assessment form? Yes , Yes Yes Yes No Yes Yes Yes Yes Yes I I II. Health and Safety Hazard Notification as required? , NA NA NA NA NA NA NA NA NA NA
12. Carbon Monoxide Alann agency waiver? Yes . Yes Yes Yes NA Yes Yes Yes Yes NA ,
13. Detailed audit form with auditor identified? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
14. File contains a detailed Scope(s) of Work? Yes Yes Yes No Yes No Yes Yes Yes Yes
15. Signed and dated pre and post diagnostic form? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
16. lIS there a detailed invoice or statement from the Yes Yes Yes Yes Yes Yes __ .~ Yes I Yes
I Yes
contractor? l I I I __ ____ -
Oregon Housing and Community Services
Item YIN YIN YIN YIN YIN YIN YIN YIN YIN YIN 17. Does the work order reflect invoiced work? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
18. Signed and Dated detailed final inspection report. Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
19. Does the client receive a copy of the final inspection Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes certification?
20. Are expenditure approved by the Program Manager? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
21. lIs the check request authorized by the Program Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Manager? I
22. REM printouts with UCA, FSR and BTU savings No No Yes Yes Yes Yes Yes Yes Yes Yes I
included in file? . .
23. Properly completed ASFIRAE calculation sheet in Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes file?
24. SHPO compliance requirements are being met? Yes NA Yes No NA No NA Yes Yes NA
25. Copy of insulation certificate in file? Yes Yes Yes Yes Yes NA Yes Yes Yes Yes
26. Documentation of energy education provided? Yes Yes Yes Yes Yes Yes Yes I
Yes Yes Yes
27. Detailed Funding Summary Report? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
27. Were all funding opportunities utilized? Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes
28. Were all weatherization opportunities within funding Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes limits considered and installed?
29. Pre and oost blower door testing? Yes Yes Yes Yes Yes Yes Yes Yes ND ND Pre and oost duct blaster testing? . NA Yes Yes Yes Yes No NA Yes ND ND Pre and Dost worse case testing? Yes Yes No Yes NA No Yes Yes ND ND Pre and post carbon monoxide testing? NA NA No NA NA NA NA Yes ND ND Room Balancing tests conducted? NA No No NA No No NA Yes ND ND
Post
30. Documentation of refrigerator replacement SIR? NA No No NA NA I. NA NA NA NA NA ----,_.- --------- .~-- - .. -~--"-- I NA-
-'-_.,.- -~------
Refrigerator disposal properly documented? NA Yes Yes NA NA NA NA NA NA -
Oregon Housing and Community Services
Notes: Other items installed, not installed, miscellaneous docmnentatiol1.
The proper eligibility doctunentation was not always included in the project file.
Some type of ownership documentation is always provided.
Every project file contained a signed authorization form, but in all cases it was completed after the work was assigned. The state plan requires it to be completed before any work is begun including audit and base load.
There were no rental proj ects, process and reqirirements not reviewed.
One project had the wall insulated and the proper waiver is completed by the client and is included in the file.
All pre 1978 homes had the lead hazard pamphlet signed by the clients, but there were several instances where it was not delivered within 60 days of the start of the project. Also, the numbers on the fmm used are from the previous EPA handouts.
Doctunentation of LSW and RRP needs to improve. Only one of the files had all of the required information.
Mold and Moisture pamphlet was always delivered and checklist completed before work began. All required paperwork included in the project files.
Only one project did not have the H&S assessment form as needed. None of the jobs required the use of the hazard notification form.
CO waivers included and properly completed on all combustion projects.
Contract auditor does a very professional job in completing and docmnenting the required weatherization audits.
Scopes of work in every file, except for one, in some instances it was difficult to determine what was being asked to be bid on.
Contractors usually provide a very detailed invoice.
Invoiced work, did not always match completed measures in the field.
Oregon Housing and Community Services
Final inspection certifications are included in every project file, there were Some that did not have legible signatures which is required by the state plan, and there were mUltiple times that items that were installed during the weatherization process were not included. This docmnent should be very detailed.
A copy of the inspection certification is mailed to the client.
Initial costs are approved by the Single Family Housing Director, after the work is complete, invoice and final inspection certification received; the contacts coordinator approves the payment, which then goes to fiscal to authorize the check.
TI1ere were some items observed with the delivery ofRBM that will need to improve.
The ASHRAE calculation sheet was completed and included in the file. There were two instances where the incorrect Blower door number was used in the calculation. The post continuous fan flow is not getting documented.
SHPO requirements known, but still, in some cases the documentation was not included in the file or some of the required information was not provided. Some inconsistencies on how the information is entered into OPUS.
Insulation certificate posted at every job site as required with a copy included in the project file.
Some type of confirmation that energy education has been provided to the client is available for review.
OPUS funding summary sheet are placed in every file, there were multiple discrepancies observed in the completion of this documented and will provide further detail and expectations in the performance evaluation report.
Even with a relatively new staff, I believe the agency is doing a very good job of using all of the available funding sources to provide as many weatherization opportunities to their clients that they can.
On two of the refrigerators replaced it appeared that the incorrect utility rate was used to determine cost effectiveness.
Oregon Housing and Community Services
Monitorinq Site Inspection Form
AGENCY: CAT JOB: K14-005
LOCATION: Astoria, Oregon DATE: 6/17/2014
CLIENT: Colette Johnson TYPE: Two Story Site - Gas Wall Heater
Electric Water Heater - Wood stove
Weatherization Measures Completed
1) Attic and Knee Wall Insulation 5) ASHRAE Bath Fan
2) Floor Insulation 6) Two CO Alarms
3) Infiltration 7) 4) Knob and Tube Inspection 8)
General Comments: Client Comments:
Verification of knob and tube inspection in file. There was a thank you note from the client in the file. Lead Pamphlet not delivered within 60 days of the Client stated that they have had a major reduction in start of the project. Authorization form is signed their utility usage. Client thought they had a water after work is assigned. Front page of REM was not leak, but the program manger was able to determine in the file. Need additional detail on funding that it was a gutter drain issue that could be easily summary report. remedied.
Measure Yes No Measure Yes No
Infiltration Blower door pre test X Walls Proper R-Value installed NA Caulking/ Foam X Entry plugs sealed NA Above MVL or adequate Professionally installed mechanical ventilation X NA Glass replacements X Water Heater Penetrations properly sealed X Door weather-stripping and Pipes Water heater adjusted to 120
X degrees or below NR Blower door post test X Water heater wrapped professionally NA Conform to requirements X 1st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned NA H20 cavity insulated NA Svstems Filters replaced NA Replacement Safety glass where applicable NA
Registers cleaned Windows All windows installed square and NA plumb NA
Duct blaster pre-test Fasteners penetrate to assure NA installation NA
Ducts repaired NA Materials installed undamaged NA Ducts sealed (plenum) NA Materials installed professionally NA Ducts installed R-11 where Screens furnished with replacement practical NA windows NA Heating system acceptable Outer edges caulked to prevent
NA leakage NA Duct blaster post-test Interior edges caulked to prevent air
NA infiltration NA
S:lAgency WX Evaluation Reports(WX)ICATICAT 20131June 2014\K14-005ISite Inspection K14-005 Page 1 o/.;:>
Oregon Housing and Community Services
MonitorinQ Site Inspection Form
Ceilings Coverage label present in attic X Floors Minimum R-25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where applicable) X less than 18" (inch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
X X Combustible insulation minimum Access insulated where applicable 3" (inch) from flues NA NA Non-combustible baffles installed Coverage label present on all heat-producino devices NA X All penetrations properly sealed X 6 millimeters ground cover installed NA Total NFA adequate NA Belly board repaired NA Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation NA NA All exhaust fans properly vented X Ventilation free of blockage NA
Doors Minimum R-Value of 7 existing NA Venting professionally installed NA
l Operated freely NA Pipe insulated to minimum R-Value X Installed professionally NA Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worse case testing X Lead information X Ambient CO X CO Alarm Installed X Appliance CO X
Comments: Attic knee walls insulated, access door Comments: Very difficult to determine what was done for appeared to be insulated to about an R-13, 21 is the floor insulation, final inspection indicated that it was required. There was not a label on the ASHRAE bath not done. Field review verified, what was done and that fan cover, nor was the post continuous flow rate the work matched the invoice. Best practice would have documented. Not very good documentation of the been to extend the dryer vent to daylight lead testing.
113112D14 Inspector's Signature Dale
S:lAgencyWX Evaluation Reports(WX)ICATlCAT 20131June 20141K14-00SISite Inspection K14-005 Page 2 of 2
Oregon Housing and Community Services
WEATHERIZATION PROGRAM P ARTICIP ANT SURVEY
Name: C () I eife J 0 h n Son Date £ ~ i '1. I tJ
PLEASE RATE THE WEATHERIZATION PROGRAM EXPERIENCE OVERALL
/ o Poor-l o Fair-2 o -Satisfactory - 3 o Very Good - 4 )d Excellent - 5
1 Did the work done on your home match what you were told? If not, was the "ange in work plan explained adequately?
yes --
2 Were you given helpful information and treated courteously by Agency staff?
ye5
3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous manner while working at your home?
yes -
4 Did the contractor clean up satisfactorily once the work was completed?
yeS
5 Were you pleased with the work quality? Please explain:
yes
6 Was the work inspected upon completion and corrections made if needed?
yes
7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of the weatherization work? Ifso, what seems different?
tel$-
8 Which weatherization improvement do you think has been the most helpful?
i/1;;u /41'-1J17
9 Please write any specific comments or suggestions you'd like to make regarding the weatherization
program. -r'h k 0 LI) . / lin P -, .
Oregon Housing and Community Services
Monitorina Site Inspection Form
AGENCY: CAT JOB: K14-003
LOCATION: Seaside, Oregon DATE: 6/17/2014
CLIENT: Steven Herr TYPE: SW Mobile - All Electric
Woodslove .
Weatherization Measures Completed
1) Attic Insulation-Rigid-EPDM 5) Replace Rear Door
2) Insulate Floor-Water Lines-Ground Cover 6) Infiltration-WS Front Door
3) Dryer Venting - CO Alarm 7) Duct Sealing - Heating Repair
4) ASHRAE Fan - Install Damper MasterBath Fan 8) RefriQerator
General Comments: Client Comments:
SIR for refrigerator used the incorrect utility rate for It was a pleasure in working with both the a'gency and calculation, should have been PP&L. Post room contractor staff. pressures not conducted. Documented post worst case for wood stove higher then what is allowed, -4 maximum, documented test -6.2. Authorization
form signed after scope of work awarded to contractor. Front page of REM not in file.
Measure Yes No Measure Yes No
Infiltration Blower door pre test 1689 X Walls Proper R-Value installed NA Caulking/ Foam X Entry plugs sealed NA Above MVL or adequate Professionally installed mechanical ventilation X NA Glass replacements X Water Heater Penetrations properly sealed X Door weather-stripping and Pipes Water heater adjusted to 120
X degrees or below 123 De~rees X Blower door post test 930 X Water heater wrapped professionally NA Conform to requirements X 1 st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned X H20 cavity insulated X Svstems Filters replaced X Replacement Safety glass where applicable NA
Registers cleaned Windows . All windows installed square and X plurnb NA
Duct blaster. pre-test 130 Fasteners penetrate to assure X installation NA
Ducts repaired X Materials installed undamaged NA Ducts sealed (plenurn) X Materials installed professionally NA Ducts installed R-11 where Screens furnished with replacement practical X windows NA Heating system acceptable Outer edges caulked to prevent
X leakage NA Duct blaster post-test 35 Interior edges caulked to prevent air
X infiltration NA
S:\Agency WX Evaluation Reporls(WX)ICATICAT 20131June 20141K14-0031Site Inspection K14-003 Page 1 of 2
Oregon Housing and Community Services
Monitoring Site Inspection Form
Ceilings Coverage label present in attic X Floors Minimum R~25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where applicable) NA less than 18" (inch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
X X Combustible insulation minimum Access insulated where applicable 3" (inch) from flues X NA Non-combustible baffles installed Coverage label present on all heat-producing devices X X All penetrations properly sealed X 6 millimeters ground cover installed X Total NFA adequate NA Belly board repaired X Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation NA X All exhaust fans properly vented X Ventilation free of blockage X
Doors Minimum R-Value of 7 existing NA Venting professionally installed X
I Operated freely NA Pipe Insulated to minimum R-Value X Installed professionally NA Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worso case testing X Lead information NA Ambient CO NA CO Alarm Installed X Appliance CO NA
Comments: Impressive reduction in both infiltration Comments: Very professional job completed with the and duct leakage. Post continuous ASHRAE fan flow installation of the floor Insulation. not documented on the diagnostic test sheet. Duct sealing was identified as H&S on the funding summary report, Report should also include CO alarms and if possible, the refrigerator, duct sealing should be identified as such or induded in ASHRAE, Rear door replaced with LlHEAP, should be included in REM to capture the energy savings.
tI3tl2ty# Inspector's Signature Date
S:lAgency WX Evaluation Reports(WX)ICATICAT 20131June 20141K14-0031Site Inspection K14-003 Page 2 of 2
Oregon Housing and Community Services
MonitorinQ Site Inspection Form
AGENCY: CAT JOB: K14-002
LOCATION: Astoria, Oregon DATE: 6/17/2014
CLIENT: Carolyn Pesch I TYPE: SW Mobile - Gas Furnace
Electric Water Heater
Weatherization Measures Completed
1) Insulate Floor-Water Lines-Ground Cover 5) Screen Skirting 2) Duct Sealing 6) ASHRAE-Kitchen-Bath Fans-Dryer Vents
3) I nfiltration-WS Door 7) Replace Water Heater-Refrigerator
4) Kitchen Window 8) Electrical Repairs - CO and Smoke Alarms
General Comments: Client Comments:
1963 mobile home that agency did a great job of No comments running it through the SHPO process. Duct insulation should be sealing on funding summary report, base load needs identified and weather-stripping should be infiltration and not H&S. Authorization form completed after audit. Items missing from final inspection. OPUS indicates electric home, it is gas.
Measure Yes No Measure Yes No Infiltration Blower door pre test 1328 X Walls Proper R-Value installed NA
Caulking/ Foam X Entry plugs sealed NA Above MVL or adequate Professionally installed mechanical ventilation X NA Glass replacements X Water Heater Penetrations properly sealed X Door weather-stripping and Pipes Water heater adjusted to 120
X de~rees or below 116 Degrees X Blower door post test 975 X Water heater wrapped professionally NA Conform to requiremerits X 1 st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned NA H20 cavity insulated X Svstems Filters replaced X Replacement Safety glass where applicable NA
Registers cleaned Windows All windows installed square and X plumb X
Duct blaster pre-test 270 Fasteners penetrate to assure X installation X
Ducts repaired X Materials installed undamaged X Ducts sealed (plenum) X Materials installed professionally X Ducts installed R-11 where Screens furnished with replacement practical X windows X Heating system acceptable Outer edges caulked to prevent
X leakage X Duct blaster post-test 85 Interior edges caulked to prevent air
X infiltration X
S:lAgency WX Evaluation Reports(WX)ICATlCAT 2013Vune 20141K14-0021Site Inspection K14-002 Page 1 of 2
Oregon Housing and Community Services
Monitorinq Site Inspection Form
.Ceilings Coverage label present in attic NA Floors Minimum R-25 where feasible NR Access weather -stripped and Suspension material acceptable and insulated (where applicable) NA less than 18" (inch) apart NR Insulated to R-38 where practical Insulation compressed less than 10%
NA NR Combustible insulation minimum Access insulated where applicable 3" (inch) from flues NA NA Non-combustible baffles installed Coverage label present on all heat-oroducing devices NA NR All penetrations properly sealed NA 6 millimeters ground cover installed NR Total NFA adequate NA Belly board repaired NR Sofft and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation NA X All exhaust fans properly vented X Ventilation free of blockage X
Doors Minimum R-Value of 7 existing NA Venting professionally installed X
I Operated freely NA Pipe insulated to minimum R-Value NR Installed professionally NA Pipe free of leaks NR
Repairs Performed in appropriate manner Combustion Pre-combustion test X Professionally Performed Post-combustion test X
Health Mold Information X Safety Worse case testing X Lead Information X Ambient CO X CO Alarm Installed X Appliance CO X
Comments: Nice reduction in both infiltration and duc Comments: Nice observation in only replacing the kitchen sealing. Not enough depth in roof cavity to insulate. window. Due to the amount of undergrowth and how the No documentation of lead testing, weather-stripping, skirting was secured, access was not gained to the crawl ceiling and wall fans installed along with a window, space and the floor measures not inspected. Dryer vent CO and Smoke alarm provided. The contractor did terminate outside of the skirting. I did not document invoice only designated one fan when two were any combustion testing results, but the home did have an installed. Post ASHRAE continuous fan flow was not documented. Front page of REM needs included in
updated gas furnace
file, also 20 year measure life used on DOE infiltration, window should have also been included. Utility rate used to calculate cost effectiveness for the replacement of the refrigerator was incorrect. It should be the PP&L rate. The insulation certificate indicated a Energy Trust Blower door and duct blaster of 975 and 85. Final inspection certification should include alarms, refrigerator and water heater.
Inspector's Signature Date
S:lAgency WX Evaluation Reports(WX)ICATICAT 20131June 2014\K14-002ISite Inspection K14-002 Page 2 of 2
Oregon Housing and Community Services
Monitorina Site Inspection Form
AGENCY: CAT JOB: T14-005
LOCATION: Wheeler, Oregon DATE: 6/18/2014
CLIENT: Paul Russo TYPE: Single Story Site - All Electric
Woodstove
Weatherization Measures Completed
1) Attic-Wall-Floor Insulation 5) Vent Dryer
2) Duct Insulation and Sealing 6) Infiltration-Door Weather-Stripping
3) ASHRAE 8ath Fan- RE-Vent Kitchen Fan 7) Electrical and Sheetrock Repairs
4) New Furnace 8) CO and Smoke Alarms
General Comments: Client Comments:
Authorization form completed after work assigned. With the new furnace, the utility bills have been There did not appear to be a scope 6f work in the reduced, what we were told was gO'lng to be done was project file. Additional information and detail completed, entire process explained so that we could should be included on the final inspection understand. certification and the funding summary report. Front page of REM not included in file. No documentation of the SHPO process being followed.
Measure Yes No Measure Yes No Infiltration Blower door pre test 3477 X Walls Proper R-Value installed X
Field 2125 Caulking/ Foam X Entry plugs sealed X Above MVL or adequate Professionally installed mechanical ventilation X X Glass replacements X Water Heater Penetrations properly sealed X Door weather-stripping and Pipes Water heater adjusted to 120
X degrees or below 118 Degrees X Blower door post test 2472 X Water heater wrapped professionally NA Conform to requirements X 1 st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned X H20 cavity insulated NA Svstems Filters replaced X Replacement Safety glass where applicable NA
New Reg isters cleaned Windows All windows installed square and Furnace X plumb NA
Field 155 Duct blaster pre-test Fasteners penetrate to assure NA installation NA
Ducts repaired X Materials installed undamaged NA Ducts sealed (plenum) X Materials installed professionally NA Ducts installed R-11 where Screens furnished with replacement practical X windows NA Heating system acceptable Outer edges caulked to prevent
X leakaqe NA Duct blaster post-test 150 Interior edges caulked to prevent air
X infiltration NA -
S:\Agency WX Evaluation Reporls(WX)\CAT\CAT 2013\June 2014\T14-005\Site Inspection T14-005 Page 1 of 2
Oregon Housing and Community Services
Monitorina Site Inspection Form
Ceilings Coverage label present in attic X Floors Minimum R-25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where applicable) X less than 18" (inch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
X X Combustible insulation minimum Access insulated where applicable . 3" (inch) from flues X NA Non-combustible baffles installed Coverage label present on all heal-producing devices X X All penetrations properly sealed X 6 millimeters ground cover installed X Total NFA adequate X Belly board repaired NA Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation X NA All exhaust fans properly vented X Ventilation free of blockage NA
Doors Minimum R-Value of 7 existing NA Venting professionally installed NA
I Operated freely NA Pipe insulated to minimum R-Value X Installed professionally NA Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worse case testing X Lead information X Ambient CO NA CO Alarm Installed X Appliance CO NA
Comments: Properly documented in file that pre duct Comments: Floor insulation met requirements, blaster test could not be conducted. Ducts were not documented on post testing that there was a worse case sealed at the registers, The Dryer was not vented, issue, but it did not appear that anything was done about pipe paid for setting on top of dryer in box, ASHRAE it. Field testing indicated that there was still an issue It post continuous fan flow not documented, Furnace was documented on the final inspection that the contractor was designated as H&S when it was cost effective, must return and alleviate the worst case issue, Infiltration was not cost effective,
-Z/31/2<14 Inspector's Signature Date
S:\Agency Wx Evaluation Reporls(WX)\CA neAT 2013\June 2014\T14-005\Site Inspection T14-005 Page 2 of 2
01l'fofHHJ Oregon Housing and Community Services
WEATHERIZATION PROGRAM PARTICIPANT SURVEY
Name: Robr '0 "+ SCZ!,\. ( tKu ~;;;o Date fa - 1 '? - Lo (CJ PLEASE RATE THE WEATHERIZATION PROGRAM EXPERIENCE OVERALL
o Poor-l o Fair-2 o -Satisfactory - 3 gr Very Good - 4 [2f Excellent - 5
1 Did the work done on your home match what you were told? If not, was the change in work plan explained adequately?
as +()t~- ecve.rL-rt~ll ~ ~fl~i~ IA.krrk wO-S dOVl e :-
2 Were you given helpful information and treated courteously by Agency staff?
"I C S
3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous manner while working at your home?
yes 4 Did the contractor clean up satisfactorily once the work was completed?
yes 5 Were you pleased with the work quality? Please explain:
y~s -.
6 Was the work inspected upon completion and corrections made if needed?
Ie c; 7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of
the weatherization work? If so, what seems different? J. ~ l 1-1 If S l' 0 Y oj \ +h 'L .(::.U r h etC e_G\. S Of p6 S e. SlIt{( I
fl \ltl \e (lAbe \;'("CL1ey""S - ;rIb c-,)\I'(l.,?",n;;,o"Y'.! b,11 il5ltjav--('omSOttk
8 Which weatherization i+ovement do you think has been the most helpful? . i ~;(lb,,--b l L-°f .l~ \ Y\.SO l ct:t'l D 1\- V\Ovve I VI. f(~ (' of·
-',0 \~ n I J ,.::.,e \0 QS;:--tT,\ .12-. , , '-
9 Please write any specific comments or suggestions you'd like to ma1ce regarding the weatherization
pro!ll;am. Sc-M"Yi S h b·C'- \,.. U. "'. vJ c II - f' <:'. C' f \ e .sO" e yY\ J..Z) b12.. ('i1'.\lI'l.~ '1- Q..-S:C,lciev'v\-· ,Cue a!i.vt.?C1ttL'i Whli.+V'b1d('~O
\ I v I' /
Oregon Housing and Community Services
MonitorinQ Site Inspection Form
AGENCY: CAT JOB: C14-002
LOCATION: Ranier, Oregon DATE: 6/18/2014
CLIENT: Michelle Anderson TYPE: SW Mobile - All Electric
Weatherization Measures Completed
1 ) Floor Insulation 5) Furnace R~air - Thermostat
2) Infiltration-WS Two Doors 6) ASHRAE Bath Fan
3) Windows 7) Vent Dr:ter
4) Seal Exterior Water Heater Compartment 8)
General Comments: Client Comments:
A H&S assessment form was not included in the They were happy with the services but have not file. Windows were not cost effective but paid with noticed much of a difference. BPA funds, door weather-stripping should be infiltration and not H&S, water heater door can be modeled as an exterior wall and the final inspection certificate should have a legible signature. Authorization completed after audit.
Measure Yes No Measure Yes No Infiltration Blower door pre test 1255 X Walls Proper R-Value installed NA
Field 1300 Caulking! Foam X Entry plugs sealed NA Above MVL or adequate Professionally installed mechanical ventilation X NA Glass replacements X Water Heater Penetrations properly sealed X Door weather-strippin9 and Pipes Water heater adjusted to 120
X deRrees or below NR Blower door post test 1070 X Water heater wrapped professionally NA Conform to requirements X 1 st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned X H20 cavity insulated X Svstems Filters replaced X Replacement Safety .glass where applicable NA
Could Not Registers cleaned Windows All windows installed square and Field Test NA Iplumb X
Duct blaster pre-test 58 Fasteners penetrate to assure X installation X
Ducts repaired NA Materials installed undamaged X Ducts sealed (plenum) NA Materials installed professionally X Ducts installed R-11 where Screens furniShed with replacement practical NA windows X Heating system acceptable Outer edges caulked to prevent
X leakage X Duct blaster post-test 56 Interior edges caulked to prevent air
X infiltration X
S:\AqenCV WX Evalualion Reports(WX)\CATlCAT 2013\June 2014\c14-002\Site Inspection C14··002 Page 1 of 2
Oregon Housing and Community Services
Monitorina Site Inspection Form
Ceilings Coverage label present in attic NA Floors Minimum R-25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where applicable) NA less than 18" linch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
NA X Combustible insulation minimum Access insulated where applicable 3" linch) from flues NA NA Non-combustible baffles installed Coverage label present on all heat-producino devices NA X All penetrations properly sealed NA 6 millimeters ground cover installed X Total NFA adequate NA Belly board repaired X Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation NA NA All exhaust fans properly vented X Ventilation free of blockage NA
Doors Minimum R-Value of 7 existing NA Venting professionally Installed NA
I Operated freely NA Pipe Insulated to minimum R-Value X Installed professionally NA Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worse case testing NA Lead Information NA Ambient CO NA CO Alarm Installed NA Appliance CO NA
Comments: No duct work completed because of the Comments: Nice job on the application of the floor test numbers. During the field blower door, It was insulation. The vent pipe for the dryer was not supported, observed that the rear end wall window in the master where It drops through the floor, the elbow was just sitting bedroom was broken. Post blower door number used on a block of cement with some reverse grade. in REM appears to be the one that the contractors said they achieved, 672 final inspection said the blower door number was 1070. Post ASH RAE continuous fan flow not documented.
-- -
Inspector S Signature Date
~·\A(JAnr.v WX Evaluation Reports(WX)\CAT\CAT 2013\June 2014\C14-002\Site Inspection C14-002 Page 2 012
Oregon Housing and Community Services
WEATHERIZATION PROGRAM P ARTICIP ANT SURVEY
Name:\l'ld}e\\~ aod~r5aO Date ,-~Uh~\~+V\ \ U PLEASE RATETHE WEATHERIZATION PROGRAM EXPERIENCE OVERALL
DPoor-l o Fair-2 o -Satisfactory - 3 ::B;r Very Good - 4 o Excellent - 5
1 Did the work done on your home match what you were told? If not, was the change in work plan explained adequately?
l\~~
2 Were you given helpful information and treated courteously by Agency staff?
~es
3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous manner while working at your home?
~£_S
4 Did the contractor clean up satisfactorily once the work was completed?
~e5
5 Were you pleased with the work quality? Please explain:
YGS
6 Was the work inspected upon completion and corrections made if needed?
,-\6 7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of
the weatherization work? If &at seems different? + '(\ot\'X\ltC~ \W~\CLn·
8 Which weatherization improvement do you think has been the most helpful?
h~~~~
9 Please write any specific comments or suggestions you'd like to make regarding the weatherization
program\r ~\ n~\p
Oregon Housing and Community Services
MonitorinQ Site Inspection Form
AGENCY: CAT JOB: C14-004
LOCATION: Warren, Oregon DATE: 6/19/2014
CLIENT: Blanche Gilpan TYPE: OW Mobile - All Electric
Woodstove
Weatherization Measures Completed
1) Floor Insulation-Ground Cover-PlumbinQ Leaks 5) Furnace Tune-Up-Return Air Grille
2) Duct SealinQ 6) Vent Dryer
3) Infiltration 7) Windows 4) New Rear Door 8) ASHRAE Bath Fan
General Comments: Client Comments:
Could not test home because everyone was still All of the work completed was much better than what asleep when we arrived. Front page of REM was expected. needs included in the file. Information in file, indicated that the clients did not meet eligibility requirements. There should have been a second grouped REM for the plumbing incidental repair with the cost included with the floor measure. Scope of work not very clear.
Measure Yes No Measure Yes No
Infiltration Blower door pre test 3240 X Walls Proper R-Value installed NA Caulking/Foam X Entry plugs sealed NA Above MVL or adequate Professionally installed mechanical ventilation X . NA Glass replacements X Water Heater Penetrations properly sealed NR Door weather-stripping and Pipes Water heater adjusted to 120
X deqrees or below 119 Degrees X Blower door post test 1736 X Water heater wrapped professionally NR Conform to requirements X 1 st 3' of water pipes wrapped. NR Professionally installed X Pressure relief valve NR
Heating Furnace cleaned X H20 cavity insulated NR Systems Filters replaced X Replacement Safety glass where applicable NA
Registers cleaned Windows All windows installed square and X Iplumb X
Duct blaster pre-test Fasteners penetrate to assure NR installation X
Ducts repaired NA Materials installed undamaged X Ducts sealed (plenum) X Materials installed professionally X Ducts installed R-11 where Screens furnished with replacement practical X windows X Heating system acceptable Outer edges caulked to prevent
X leakage X Duct blaster post-test Interior edges caulked to prevent air
NR infiltration X
S;\Agency WX Evaluation Reports(WX)ICATlCAT 2013IJune 2014IC14-004\Site Inspection C14-004 Page 1 of2
Oregon Housing and Community Services
MonitorinCi Site Inspection Form
Ceilings Coverage label present in attic NA Floors Minimum R-25 where feasible NR Access weather-stripped and Suspension material acceptable and insulated (where applicable) NA less than 18" (inch) apart . NR Insulated to R-38 where practical Insulation compressed less than 10%
NA NR Combustible insulation minimum Access insulated where applicable 3" (inch) from flues NA NR Non-combustible baffles installed Coverage label present on all heat-producinq devices NA NR All penetrations properly sealed X 6 millimeters ground cover installed NR Total N FA adequate NA Belly board repaired NR Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free ofinsulation NA NR All exhaust fans properly vented X Ventilation free of blockage NR
Doors Minimum R-Value of 7 existing NA Venting professionally installed NR
I Operated freely X Pipe insulated to minimum R-Value NR I nstalled professionally Ni\ Pipe free of leaks NR
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worse case testing NR Lead information X Ambient CO NA CO Alarm Installed X Appliance CO NA
Comments: An almost 50% reduction was achieved Comments: Could not access exterior water hearer on infiltration. I did not document duct blaster compartment because new outbuilding in the way. Two of numbers. It did not appear that the new ASH RAE the windows that were replaced in the rear bedroom would bath fan was properly vented to the exterior of the not operate properly, they will need to be repaired. Floor home. Post continuous fan flow rate not documented. was not accessed because a large section of skirting Fan calculated at 23, set at 0, fan set to 30.New rear· would have had to be removed. I did not document the door would not operate correctly, auditorlinspector worst case testing results. repaired on site, client satisfie.d. Lead pamphlet not delivered with 60 days of the start of the project, no documentation of the lead testing in the project file.
~~·2ill-.I-L-P __ ._ f I 31/?D1j Inspector's Signature Date
S:lAgency WX Evaluation Reports(WX)\CATlCAT 2013\June 2014\C14·004\Site Inspection C14-004 Page 2 012
Oregon Housing and Community Services
WEATHERIZA~I.ON_PROGRAM PARTICIPMjT SURVEY
Name:!{)r$1frtlf..lp / LpIM Date ~/ Icy /,2£;/'-( c
PLEASE RATE THE WEATHERIZATION PROGRAM EXPERIENCE OVERALL
o Poor-l o Fair-2 o -Satisfactory - 3 o VerY Good - 4 'fia1xcellent - 5
1 Did the work done on your home m~tch what you (were tOld; Ifnot, was the change in work plan
explained adequately? ~ eS /1- cit c VI t7 (; e U el/l .belIt? /#t; II T- ey:p ~ e-t"r {j
2 Were you given helpful infonnation and treated courteously by Agency staff?
o!-l-- p:S / ~hj Wf?ft: q;2&rI: .3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous
manner while working at your horne? IJ Pry ,VI £411/1 slJ I
\
4 Did the contractor clean up satisfactorily once the work was completed?
7(5 . .I
5 Were you pleased with the work qUa:::~lease explain: . t (5 l-r -~?:5 _ 5iJ
fYltA(liL bflifIt-z +£rUjJ.---;/;ot;qh!- t/;/ JIJIL!j i 11/=("(. V·
6 Was the work inspected upon completion and corrections made if needed?
~r5 7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of
the weatherization work? If so, what seems different? Vr?J(r./ (M!Af!~ -
8 Which we4 ;ion i:;~~~d ~ ~~~( has;e~ ~;~?;_~l~
I
9 Please write any specific comments 01' suggestions yon'd like to make regarding the weatherization
progr~ ttlh ( /or- lit;" . dl L-oaic/ h,;y - ---C(j111 -'7tJ (;j/f( . u ... lJ..e f1PU'f?j/' bJ2(l/f/j c:rJ/ip j-vcJo (11/5 {)J1 11J~'I ()t{Jl'lmi/(i tjO~\.
I
Oregon Housing and Community Services
Monitorinq Site Inspection Form
AGENCY: CAT JOB: C14-006
LOCATION: Scappoose, Oregon DATE: 6/19/2014
CLIENT: Craig Beveridge TYPE: SW Mobile - All Electric
Woodstove
Weatherization Measures Completed.
1) Remove Existing Heating System 5) New Mobile Home Door 2) Roof Cap - Rigid and EPDM 6) ASHRAE-Vent D~er 3) Insulate Floor-Water Lines-Ground Cover 7) Laundry Sink 4) Infiltration 8) Roof Cap-Rigid-EPDM
General Comments: Client Comments:
Initial contractor quit during the job process and a The program is excellent,its made a big difference in new one had to be assigned. New ductless mini- our lives. split installed, old system closed off. Laundry sink installed to alle\(iate washer stand-pipe drainage problems.
Measure Yes No Measure Yes No Infiltration Blower door pre test 3415 X Walls Proper R-Value installed NA
Field 1540 Caulking! Foam X Entry plugs sealed NA Above MVL or adequate Professionally Installed mechanical ventilation X NA Glass replacements X Water Heater Penetr<ltions properly sealed X Door weather-stripping and Pipes Water heater adjusted to 120
NA deqrees or below 117 Deg rees X Blower door post test 1580 X Water heater wrapped professionally NA Conform to requirements X 1 st 3' of water pipes wrapped. X Professionally installed X Pressure relief valve X
Heating Furnace cleaned NA H20 cavity insulated X SYstems Filters replaced X Replacement Safety glass where applicable NA
Registers cleaned - Windows All windows installed square and .
NA :plumb NA Duct blaster pre-test Fasteners penetrate to assure
X installation NA Ducts repaired NA Materials installed undamaged NA Ducts sealed (plenum) NA Materials installed professionally NA Ducts installed R-11 where Screens furnished with replacement practical NA windows NA Heating system acceptable Outer edges caulked to prevent
X leakaqe NA Duct blaster post-test Interior edges caulked to prevent air
NA infiltration NA
S:\Agency WX Evaluation Reports(WX)ICATICAT 20131June 20141C14-0061Site Inspection C14-006 Page 1 of 2
Oregon Housing and Community Services
Monitorina Site Inspection Form
Ceilings Coverage label present in attic X Floors Minimum R-25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where Olpplicable) NA less than 18"Jinch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
X X Combustible insulation minimum Access insulated where applicable 3"Jinch) from flues X NA Non-combustible baffles installed Coverage label present on all heat-producing devices X X All penetrations properly sealed X 6 millimeters ground cover installed X Total NFA adequate NA Belly board repaired X Soffit and eave vents properly ,Floor Venting Total NFA adequate baffled and free of insulation NA NA All exhaust fans properly vented X Ventilation free of blockage NA
Doors Minimum R-Value of 7 existing X Venting professionally installed NA
I Operated freely X Pipe insulated to minimum R-Value X Installed professionally X Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test NA Professionally Performed X Post-combustion test NA
Health Mold information X Safety Worse case testing X Lead information X Ambient CO NA CO Alarm Installed X Appliance CO NA
Comments: Filters in mini-split were very dirty, Comments: Very nice work completed on all of the floor removed and cleaned and educated client on best measures. method to do this. Agency achieved over a 50% reduction with infiltration, file and' post number spot on. Over a year from when the lead pamphlet was signed and work began, no photos of any lead testing in the project file. Plumbing repairs called incidental repairs when funded with L1HEAP, other funds not identified on the funding summary sheet. Door indicated that it was non cost effective but was funded with BPA, needs to be in REM. Front page of REM needed in file.
..-
-?!31120ztJ Inspector's Signature Date
S:\Agency WX Evaluation Reports(INX)ICATlCAT 2013IJune 20141C14·0061811e Inspection C14·006 Page 2 of2
Oregon Housing and Community Services
WEATHERIZATION PROGRAM P ARTICIP ANT SURVEY
Date &: - itl- /1; - '{
PLEASE RATE THE WEATHERIZATION PROGRAM EXPERIENCE OVERALL
o Poor-l o Fair-2 o -Satisfactory - 3 o Very Good - 4 I!dExcellent - 5
1 Did the work done on your home match what you were told? If not, was the change in work plan explained adequately?
--2 Were you given helpful information and treated courteously by Agency staff?
/A.? ~ 3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous
manner while working at your home?
LJe-<;G 4 Did the contractor clean up satisfactorily once the work was fompleted?
df8:7 I
5 Were you pleased with the work quality? Please explain:
£~ '? 6 Was the work inspected upon completion and corrections made if nee ed?
ftc! ')
7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of the weatherization work? If so, what seems different?
8 friO,r" L'< &!-P>" hY1' .T' ~.:;;;
Which weatherization improvement do you think ha~ been the most helpful?
A?c4/U~ 9 Please write any specific comments or suggestions you'd like to make regarding the weatherization
program. n
fr;l C- ~!/ !N/~ [/;# 01:6 v-'4:<.&4. 12 I
Oregon Housing and Community Services
Monitorinq Site Inspection Form .
AGENCY: CAT JOB: C14-007
LOCATION: Clatskanine, Oregon DATE: 6/19/2014
CLIENT: Tamara Blackford TYPE: Two Story Gas Stove - Stove - Water
Heater
Weatherization Measures Completed
1) Insulate Attic-Knee Walls. 5) ASHRAE Fan 2) Insulate Floor-Water Lines-Ground cover 6) Vent Dryer Through Wall
3) Duct Seal and Insulate 7) CO Alarms
4) Infiltration-Weather-Strip Doors 8)
General Comments: Client Comments:
Difficult 1910 farmhouse to work on, all groups did Felt that the contractors did a very good job on a a very nice job. OPUS did not indicate that SHPO difficult project. Did not approve of the ASHRAE fan, was performed on this project. Extended measure said it kept the bathroom colder. life's used. in REM. Authorization form completed after work assigned to contractor.
Measure Yes No Measure Yes No Infiltration Blower door pre test 6199 . X Walls Proper R-Value installed NA
Field Caulking! Foam X Entry plugs sealed NA
3500 Above MVL or adequate Professionally installed mechanical ventilation X NA Glass replacements X Water Heater Penetrations properly sealed NA Door weather-stripping and Pipes Water heater adjusted to 120
X degrees or below 125 Deqrees X Blower door post test 3100 X Water heater wrapped professionally NA Conform to requirements X 1 st 3' of water pipes wrapped. NA Professionally installed X Pressure relief valve X
Heating Furnace cleaned X H20 cavity insulated NA SYstems Filters replaced X Replacement Safety glass where applicable NA
Field 36 Registers cleaned Windows All windows installed square and X iplumb NA
Duct blaster pre-test 87 Fasteners penetrate to assure X installation NA
Ducts repaired X Materials installed undamaged NA Ducts sealed (plenum) X Materials installed professionally NA Ducts installed R-11 where Screens furnished with replacement practical X windows NA Heating system acceptable Outer edges caulked to prevent
X leakage NA Duct blaster post-test 46 Interior edges caulked to prevent air
X infiltration NA
S:\Agency WX Evaluation Reports(WX)ICAnCAT 2013IJune 20141C14-0071Sile Inspection C14-007 Page 1 of 2
Oregon Housing and Community Services
Monitorina Site Insoection Form
Ceilings Coverage label present in attic X Floors Minimum R-25 where feasible X Access weather-stripped and Suspension material acceptable and insulated (where a[lpllcable) X less than 18" (inch) apart X Insulated to R-38 where practical Insulation compressed less than 10%
X X Combustible insulation minimum Access insulated where applicable 3" (inch) from flues X NA Non-combustible baffles installed Coverage label present on all heat-producing devices X X All penetrations properly sealed X 6 millimeters ground cover installed X Total NFA adequate NA Belly board repaired X Soffit and eave vents properly Floor Venting Total NFA adequate baffled and free of insulation NA NA All exhaust fans properly vented X Ventilation free of blockage NA
Doors Minimum R-Value of 7 existing NA Venting professionally installed NA
I Operated freely NA Pipe insulated to minimum R-Value X I nstalled professionally NA Pipe free of leaks X
Repairs Performed in appropriate manner X Combustion Pre-combustion test X Professionally Performed X Post-combustion test X
Health Mold information X Safety . Worse case testing .' X Lead information X Ambient CO X CO Alarm Installed X Appliance CO X
Comments: 50% reduction with infiltration, Field Comments: Nice Jobs with the floor work. testing numbers were a little higher that the post figures. Even with a tight duct system to begin with a reduction was accomplished and with this old house . the field number was impressive. The lead pamphlet was not delivered within 60 days of the start of the project. Lead testing did not indicate the door weather-stripping or ceiling fan location was checked.
'1/31JZ014 Inspector's Signature Date
8:lAgency WX Evaluation Reports(WX)ICATICAT 20131June 2014IC14·0071811. Inspection C14·007 Page 2 012
Oregon Housing and Community Services
WEATBERI~r:ON PROGRAM PARTICIPANT S/VEY
Name~b \f7-lflll:, tJVrl Date 1£;-1 ?J - ! L J /
PLEASE RATE THE WEATHERlZATION PROGRAM EXPERIENCE OVERALL
o Poor-l o Fair-2 o -Satisfactory - 3 ~Very Good - 4 o Excellent - 5
1 Did the work done on your home match what you were told? If not, was the change in work plan explained adequately? ~ -6, vl-£5
2 Were you given helpful information and treated courteously by Agency staff?
V't5 3 Did the Weatherization Contractor and or crew conduct themselves in a professional and courteous
manner while working at your home? yes 4 Did the contractor clean up satisfactorily once the work was completed? 1tL)
5 Were you pleased with the work quality? Please explain: ~cf5 /;JD y-t5 ,1:1"'1'°1 --A\..C\.ot ~\.Afte tt C h.?t1.i4l>JL
,: / ~ , j A/D, ~7rz-c ~"'-'1-L-lA/.e"y'<.- 1. A/.~, /{u.J:JLI d, 7, ~
6 Was the work inspected u~n completion and corrections /nade if needed? 0 tJ
~'t5 7 Do you feel more comfortable and have you noticed any reduction on your utility bill as a result of
the weatherization work~sf;t~ seems different? ~.~ Ie... ~d U~"JtlJL. halH - A 'fo ~ ;5/' Wrrv' w-.v.l
, W -'" fA ;. 0w t:;t<c-i<t".... A,tl f0 Tfc.e bct-M (01) IV- {S , Co U Wf(, "l (l!2ivf z'ci /'n "'- PI ... • ,
8 Which ,,:,eatherization im~rovement do you think has been the most helpfbl? \~'* (e,c,- (;' Like,
fi,w-nlLe" d.,.".1$ J-\f,eJ --.-
9 Please writ~ny spe~!fic commer, or t:!f;estio~~ you'd like to make regarding the weatherization program, l1i l1/u ft> IJ0 -0(11"5 ,S:_J»-= 1.fk P(Db(evnS '<)I-I-k -I\v.:6
o tJ f/t1\,L/U.-- '
Oregon Housing and Community Services
WEATHERIZATION PROGRAM SAFETY CHECK LIST
Name: Community Action Team Date Completed: 6/16-20/2014
Is Item present in each WX/
Questions to be answered for each vehicle
Are power cords un-frayed
x
Has all weatherization staff been trained in lead safe weatherization or lead safe work
been fit tested for NIOSH approved HEP A respirators?
Are llC'<UCH meetings held ?
Are the meetings documented with detailed minutes and accessible to staff?
By
Does your agency have a health and safety orientation for new staff? If yes, where is it maintained?
Does your agency have a procedure for handling in-house employee complaints regarding safety and health?
Are all fire extinguishers rated for all 3 types of fires E\Ild serviced, maintained and tagged at intervals not to exceed 1 year?
x
x
x
x
x'
Comments
Required Staff
Agency with weatherization staff on
committee.
Posted on agency intranet.
Uu"mLll Resources
Oregon Housing and Community Services
WEATHERIZATION PROGRAM LSW CHECK LIST
Name: Community Action Team Date Completed: 6/16-20/2014
Is Item present in each WX/
Has all NIOSH onnrm",rl HEPA Has all weatherization staff been HlvUl"a,,]
cleared to
agency client file to
documentation in
Are lead issues discussed monthly safety meetings? Has all weatherization staff been trained in lead safe weatherization (LSW) or lead safe work Has all certified as lead renovators.
Is agency a Certified firm?
Does Agency have LBPR?
Is Agency DHS?
Contractors lead renovators?
Contractors certified firms?
x
x
x
X
X
X
x
x
X
Comments
'Needs to Improve
New process is starting
Required Staff - Contracted aUditing staff perform all of the
Agency Weatherization Self-Assessment
How do you rate your agency's performance/knowledge In the following categories:
Poor/Fair Good Excellent Additional Comments Adam Clardy-
O'Neal is our contract auditor. Adam is
Technical Blower Door Diagnostics X highly skilled and helped to make our program more !efficient.
I Our agency has
come a long way with
Lead X LSW, we continue to try to find methods to streamline work and
documentation.
Combustion Safety X Mere training needed for our contractors
Limited contractor Documentation Job costs X pool, effects job
cost's
Eligibility X
Pre-condition of home X
File Organization C=~ __ ~_X __ ~ ____ ~ Working toward
Pre Work Audit Job Costing/Bidding X standardized unit cost that is bid once
per vear.
Other X
Inspections Quality
Need for call-back t I I
X
1 X
Outreach I X I
Client Satisfaction/Relationship r X I
T/A & Training Requests
In light of your above self-assessment, please identify what kind of assistance OHCS can provide through your field representative at his/her next onsite visit or by some other means.
A enc : Communit Action Team Inc Person fillin out form: Case Mitchell More REM Design and LSW training is still needed.
Weatherization Programs Pre-Monitoring Questionnaire -- .
Agefjcy: Community Action Team, Inc Date: 14-Jun-14
Complete!:lby: Casey Mitchell Title: Program Director
Complete£Lby: Title: CompletEltLby: Title:
Program Operations ····'·····'·····.··\'jit~ ;ilfifJill(Nll'JlJRb!&aFk:jj/~fi!t:5~~iisW~~'yti~siigR~';:122i'fif'i',i ,;)I;:'1:},[, ' ••..........••.• };,
No Change Update
1. Agency corttact (name): -"C",a",se",y,-,M.!.CI",tc",h:::el~1 ________ . ______ ....l.=0=-_'-'0=-------'
Phone: 503-366-6550 E-mail cmltchell1 @cat-team.org
2. Partners receliilng funding for services under this program: 1o To
Comments
13 . Confidentiality._ 1o 10""]
Comments CAT policy requires all client information to be held in complete confidence and all files retained in a secure area assesSable to employees only.
14. Procurement._;.
Comments
16. Outreach 1o 10
Comments CAT u!iiitizes its other departments and outside agencies to reach those In need of weatherization.
17. Equitable acces..ii.
Comments
la. Household eligi~]ity 1o 10
Comments continue to follow State/Fed requirements. General order: 60% median Income, elderly, disability, children 6 +<.
19. Coordination .. 10
Comments
110. Liability and POI insurance 10 I 0 Comments All of CAT's insurance policies are retained at the Fiscal office. We have POI, but understand this might not be a requirement.
112. Services provided I ~ 10 Comments Full weatherization services are provided with Energy Education. When determined to be needed Wx staff refers client to Energy assistance, rehab and other services offered by CAT or associate agencies
113. Refrigerator replacement 10 Comments CAT dontinues to offer refrigerator replacement as needed
114. Provide energ~ ed with Wx program 10 Comments Energy education is a required part of the weatherization program
115. Special projecjs 10 Comments Based on assessment CAT does engage In special weatherization projects, joint projects with rehab program and with other agencies
116. Intended useofT & TAfunding. 10 I ~ Comments At this time CAT is reviewing budget to determine best use for T and TIA funding. Looking to do in depth training of contractors on SWS prior to July of 2015
117. Agencies to b!'i visited for Peer Exchange using T&TA funds. 10 Comments Washihgton County, Community Connections and YCAP
18. Are all weatheiization staff and contractors trained in lead safe work ractices? Comments Yes.
119. Staff and con~actors who have received mold and mildew training \0 10 Comments All 5 contractors who work with CAT Wx are trained, CAT Auditor, Energy Ed and those assisting in the field have been trcHned.
120. Is a least one $taff member REMrate certified 10 10 Comments At this time only one staff member is certified, it is our goal by 2016 to have two certified.
2 121. Wx related tr~inings you, staff, contractors need in the next two years 10
Comments REM design, OPUS and contractor and agency training on SWS
122. Budget 10 Comments
123. Who in your agencies decides what measures to Install? 10 I 0 Comments - Auditor suggest measures however management reviews and makes final decision before sending out to bid. If the Auditor see repairs or concerns with the home beyond wx, discussion with management to determine action.
IAudltor 0 IProgram Mgr D /Both D IOther (please specify) 0 10 Comments
you ensure that your employees have ITUrlCIlfln and capacity?
Comments Through daily oversight, weekly and review or work
125. What are your anticipated training needs in the next s:x to twelve months?
Comments This will be reviewed and determined after budget review for Wx staffing
126. Are all field staff members current in First Aid/CPR?
Comments Yes
Ilf no, identify your plan to have staff trained.
Comments
127. Does the agency install CO alarms?
Comments yes
128. Does the agency install fire extinguishers?
Comments no
129. Does the agency install smoke detectors?
3
o
10
10
LD
10
10
JD
10
o
10
JEFF MERKLEY OREGON
tlnitcd ~tatcs ~cnatc WASHINGTON, DC 20510
August 25, 2014
Dear Community Action Team and Honored Guests,
COMMITTEE,,? -B I APPROPRIAIIONS . .-1
BANKING, HOUSING, AND URBAN AFFAIRS
BUDGET
ENVIRONMENT AND PUBLIC WORKS
We are gathered here to celebrate 50 years of hard work and dedication to fighting povetiy at the local leveL I am honored to participate in this ceremony and highlight the positive impacts your organization has made on thousands of impoverished individuals in Oregon and across the country,
Since President Lyndon Johnson declared a War on Poverty in 1964, government agencies and organizations like yours have collaborated to provide much-needed services and opportunities to millions of low-income Americans, For 50 years, your organization has put a human face on poverty through advocacy, sharing the stories ofindividuals who have successfully overcome poverty in pursuit of the American Dream, In particular, your organization has provided assistance to Oregon families through a variety of programs, such as affordable housing, job training, financial education, child care programs like Head Start, and health care, Community Action is also integral to local economic development, natural disaster relief and recovery, and energy assistance,
The War on Poverty continues today, and groups like Community Action are needed now just as much as before, Rising poverty, hunger, and unemployment rates still plague communities across the nation, and recent budget cuts at the federal, state, and local levels have made their mark. Your ongoing work assisting Oregonians continues to make a critical difference in thousands of Ii ves,
Thank you so much for your 50 years of service helping Americans overcome poverty. With your help, we will continue to combat poverty so that all individuals have a fair shot to pursue the American Dream.
313 HART SENATE OFFICE BUILDING WASHINGTON, DC 20510
(202) 224-3753 FAX (202) 228-3997
All my best,
United States Senator
121 s.w. SALMON STREET SUITE 1400
PORTLAND, OR 97204 (503) 326-3386
FAX (503)326-2900
\ \
Community Action; Tea11l "'t)lt)
cHiIirREN &< FAMILIES Office of Head Start: Region 10 : 701 5th Ave, Suite 1600 MS-76, Seattle, WA 98104! eclkc.ohs.acf.hhs.gov
August 27,2014
Rita Bernhard Board Chairperson Community Action Team of Columbia Co POBox 10 Rainier, OR 97048
REF: ACF Grant # lOCH0058 (FY2014)
Dear Ms. Bernhard,
The Connnunity Action Team of Columbia Co Head Start program has until August 27, 2014 to correct all areas of noncompliance from the March 16 to March 20, 2014 Triennial monitoring review. As noted in a previous letter, correction of the area( s) of noncompliance will be determined by a Desk Follow-up review which will be conducted the week of September 5, 2014.
The following evidence and infonnation must be in the Regional Office by September 1, 2014 to conduct the Desk Follow-up review:
• Updated Policies and Procedures for determining and tracking the health status for each child enrolled including Health Services Checklist to verify all required services are included.
• Detailed description of the monitoring process in place to ensure all children receive the required health services in the required timeframes.
• Current enrollment list. • Confirmation of appropriate staff having been trained and understand the regulations. • Documentation the Policy Council and Governing Board have approved the updated or
revised Policies and Procedures. • Interviews will be conducted with Head Start Director, Health/Nutrition Coordinator, and
other staff as appropriate; which may include governing body and/or policy council members.
Please submit documents to Laura Bocchetti, Program Specialist vIa email at [email protected]. Documents should be a PDF attachment identified by the appropriate citation number and short description of the document (e.g. 1306.32 Center ABC roster). Please note that additional evidence or infonnation may be requested at a later date. Staff members should also be available for interviews. All evidence (e.g. documents,
2
photographs, and interviews) will be reviewed in the Regional Office for recommendation of correction submitted to the Office of Head Start for final determination. A grantee that fails to correct an area of noncompliance within the prescribed time period will be considered to have a Deficiency as noted in Section 637(2)(C) of the Head Start Act.
Please contact your Program Specialist, Laura Bocchetti, at (206) 615-2617, or via email at [email protected], or your Financial Specialist Contractor, Martyn Valenzuela at (206) 615- 2616, or via email at [email protected] for further questions or assistance.
Sincerely,
(\\~.~ ~O~)c N:Cy~gOUX Hutchins, Ph.D. Regional Program Manager Office of Head Start, Region X
Cc: Jim Tierney, Executive Director Joyce Ervin, Head Start Director Andrea Smalley, Policy Council Chairperson Laura Bocchetti, Program Specialist Martyn Valenzuela, Financial Specialist Contractor Region X Grant File/Chron File
Office of Head Start! Region 10 ! 701 5th Ave, Suite 1600 MS~76, Seattle, WA 98104 ( eclkc.ohs.acf.hhs.gov
August 13,2014
Rita Bernhard Board Chairperson Community Action Team of Columbia Co POBox 10 Rainier, Oregon 97048
REF: ACF Grant # 10CH0058 (FY20l4)
Dear Ms. Bernhard,
The Office of Head Start (OHS) conducted a Triennial monitoring review of the Community Action Team of Columbia Co Head Start program from March 16 to March 20,2014 and found the program to be out of compliance with one or more Head Start laws, regulations, or policy requirements. As noted in the Head Start Review Report dated April 25, 2014, the grantee has until August 27, 2014, 120 days from receipt of the report, to correct all areas of noncompliance, which inclnde:
§ 1304.20 Child Health and Developmental Services.(a) Determining Child Health Status(l) In collaboration with the parents and as quickly as possible, but no later than 90 calendar days (with the exception noted in paragraph (a)(2) of this section) from the child's entry into the program (for the purposes of 45 CFR 1304.20(a)(I), 45 CFR 1304.20(a)(2), and 45 CFR 1304.20(b)(I), "entry" means the first day that Early Head Start or Head Start services are provided to the child), grantee and delegate agencies must:(ii) Obtain from a health care professional a determination as to whether the child is up-to-date on a schedule of age appropriate preventive and primary health care which includes medical, dental and mental health. Such a schedule must incorporate the requirements for a schedule of well child care utilized by the Early and Periodic Screening, .Diagnosis, and Treatment (EPSDT) program of the Medicaid agency of the State in which they operate, and the latest immunization recommendations issued by the Centers for Disease Control and Prevention, as well as any additional recommendations from the local Health Services Advisory Committee that are based on prevalent community health problems.
A Desk Follow-up review will be conducted by Lanra Bocchetti, the assigned Program Specialist, to verify correction of the noted area( s) of noncompliance. The Desk review will be conducted the week of September 5, 2014. Lanra will provide the program director with a list of documents and information to submit to the Regional Office for the Desk Follow-up review. All evidence, including interviews, will be reviewed in the Regional Office for a recommendation of correction submitted to OHS for final determination.
2
A grantee that fails to correct an area of noncompliance within the prescribed time period will be considered to have a Deficiency as noted in Section 637(2)(C) of the Head Start Act.
Please contact your Program Specialist, Laura Bocchetti, at (206) 615-2617, or via email at [email protected], or your Financial Specialist Contractor, Martyn Valenzuela at (206) 615- 2616, or via email [email protected] for further questions or assistance.
Sincerely,
~.25. ~'y \~CI~ Nancy Gigoux Hutchins, Ph.D. Regional Program Manager Office of Head Start, Region X
Cc: Tim Tierney, Executive Director Joyce Ervin, Head Start Director Andrea Smalley, Policy Council Chairperson Laura Bocchetti, Program Specialist Martyn Valenzuela, Financial Specialist Contractor Region X Grant File/Chron File
Q!~~ommunitr SCMees John A. Kitzhaber, MD, Governor
September 11th, 2014
Jim Tierney CAT 125 North 1ih Street Saint Helens, OR 97051
Re: 2014 L1HEAP/OEAP Performance Evaluation- Closing
Dear Jim:
North Mall Office Building 725 Summer St NE, Suite B
Salem, OR 97301-1266 PHONE: (503) 986-2000 FAX: (503) 986-2020 TTY: (503) 986-2100 www.ohcs.oregon.gov
The PY-14 LIHEAP/OEAP Performance Evaluation of your agency was conducted on February 5th & 6th, 2014. This letter is to inform you that all of the deficiencies identified in your agency's report have been satisfactorily addressed according to your corrective action responses.
I would like to thank you for the courtesy and assistance extended during this year's Performance Evaluation process.
Sincerely,
Lisa Goben Energy Programs Compliance Officer Asset Management Section
cc: Dan Brown, Energy Programs Coordinator
Oregon
Oregon administers CSBG to 18 agencies in
100% of OR counties
72% of OR families served were in poverty, below 100% of the Federal
Poverty Guidelines
35% of OR families served were in severe poverty, below 50% of the
Federal Poverty Guidelines
Nationally, 1,042 agencies receiving eSBQ . funding provided services to 15.7 million lowincome individuals in 6. Tmillion families.
For every $1 of CSBG, the OR Network leveraged $35.36 from state, local, and private sources,
including the value of volunteer hours'
$13.11 State $7.29 Local $12.26 Private $2.69 Value of Volunteer Hours
$35.36
The CSBG Network provided services to 565,557 low-income individuals in
197,489 families in Oregon.
Vulnerable populations served included:
17;,():].] «'>, 94-! GB591 children people with seniors
disabilities
10.4.138 people who lacked health insurance
Of the 6.7 million familieS nationwide, 70%
of those ramilies were living In poverty, below
100% of the Federal Poverty Guildelines.
$4,443,469 eSBG funds were allocated in support of the OR
CSBG Network
The OR Network's non-CSBG funding totaled $246,123,532
Including all federal sources and volunteer hours, the OR CSBG
Network leveraged 57.54 per $1 of CSBG
'Ii~luiiiil NATIONAL ASSOCIATION FOR STATE COMMUNITY SERVICES PROGRAMS I nascsp.org I 202.624.5866 NASCSP
CSBG PE:F~FOFIMANCE OUTCOMES FOFl OREGON
Below is a subset of the OR Network's 1,910,048 outcomes, including indicators of movement toward self·sufficiency and communit~ revitalization.
"'I
Outcomes Include:
.,., "7 "I'll< ...... , ..... ,..,u Employment or VVork Supports
low-income participants in CSBG Network employment initiatives obtained supports which reduced or eliminated barriers to initial or continuous employment, acquired a job, obtained an increase in employment income, or achieved "living wage" employment and benefits.
1,524 Economic Asset Enhancement and Utilization
low-income households achieved an increase in financial assets or financial skills as a result of CSBG Network assistance.
51,462 Child and Family Development
Infants, children, youth, parents, and other adults participated in developmental or enrichment programs facilitated by the CSBG Network and achieved program goals.
113,054 Independent Living for Low-Income Vulnerable Populations
low-income vulnerable individuals received services from the CSBG Network and secured or maintained an independent living situation as a result.
. .. "'-
121,710 Family Stability
low-income participants obtained supports which reduced or eliminated barriers to family stability through assistance from the CSBG Network.
1,324,825 Emergency Assistance
low-Income individuals and families received emergency assistance from the CSBG Network.
36,011 Community Opportunities and Resources
Community opportunities or resources were improved or expanded for low-income people as a result of CSBG Network projects or initiatives, or advocacy with other public and private agencies.
.. ..--
44,194 Community Empowerment
Community members and low-income people mobilized to engage in activities that support and promote their own well-being and that of their community as a direct result of CSBG Network initiatives through maximum feasible participation.
'-
IIt\~l g iii II NATIONAL ASSOCIATION FOR STATE COMMUNITY SERVICES PROGRAMS I nascsp.org I 202.624.5866 NASCSP
