Memorandum of Understanding Agreement for Agency Renewal or New - - PowerPoint PPT Presentation

Memorandum of Understanding Agreement for Agency Renewal

• r New

Partnership

Table of Content

฀ W elcomeand Sign-In (roster located on desk) ฀ Bexar County Utility Assistance Mission & Vision ฀ Community Resources Division – Direct Client Services Directory ฀ 2020 Bexar County MOU Principle Contacts ฀ Collaboration Areas ฀ 2020 Utility Assistance Program rulechangesand Bexar County Changes ฀ Utility Assistance Program Descriptions ฀ Overview of Utility Assistance Required Documents ฀ Introduction of Memorandum of Understanding Agreement ฀ Rolesand Responsibility between Bexar County and Partner ฀ _SHORT BREAK_ ฀ 2020 Memorandum of Understanding Agreement Enrollment ฀ 2020 V endor Agreement Sign-up Sheet (applicable to all agency applicants that do not pay utility bill directly to CPS Energy; we require a V endor Agreement with Property Manager . Renewal packets available upon request) ฀ Partner Log-in and Passwords for MOU 100% complete application submission uploads ฀ How to Process a MOU Utility Assistance Application ฀ Questions and Thank you!

OUR VISION:

“Growing our Economy . Strengthening

• ur Community.”

The Community Resources Division (also known as the Direct Client Services Section) of the Economic and Community Development Departmentof BexarCountyprovides financial assistance forutility payments.

https://www.bexar.org/682/Economic-Community-Development

2020 Bexar County Community Resources Changes

WELCOME OUR NEW DIVISION DIRECTOR! JO ESTRADA COMMUNITY RESOURCES DIRECTOR

Jo Anne Estrada (Jo) is the Division Director of Community Resources, which provides families in Bexar County with financial assistance for utility payments, administers the Pauper Burial program, and the Guardianship Program. Prior to Bexar County , Jo was the Assistant Vice- President at Prospera Housing Community

• Services. She spent her tenure developing both

the programming and partnerships needed for Prospera’s Resident Services Community Learning Center portfolio, which focuses on providing services to families related to social determinants

• f health.

Jo has served her community both professionally and personally as a victim advocate

2020 Bexar County Community Resources Changes

฀ All agency submissions must be 100% complete. ฀ Application must be completed with signatures and accompanied with required documents for all household members listed on page 1 of Application: ฀ Proof of U.S. Citizenship (for TDHCA CEAP program only) ฀ Incomplete applications will not be accepted. ฀ If application is missing, for example, current year income award letter or birth certificate; application will be declined / email not confirmed. Only email complete application with all required documents. ฀ Email Submission Subject Line Detail request by: ฀ Identified “Agency Name” ฀ Identify if “Application Submission” or “Inquiry” ฀ Applicant Name and Client Case file# ฀ Example: SAAFAPPLICA TION SUBMISSION J.. SMITH #220233 PROSPERA-CCV Inquiry J. DOE #123456 ฀ MOU Agency Allocation Partners allocated funds will be monitored for spend down benchmarks quarterly . Bexar County reserves rights to decrease and/or increase funding allocated based on expenditure activity . ฀ Effective immediately , Referrals or Agency Referrals will no longer be accepted

Bexar County Utility Assistance Community Resources Division Directory

Community Resources Division - Client Services Section for Utility Assistance Vista Verde Plaza, 233 North Pecos Street, Suite 590, San Antonio, T exas 78207

Customer Phone Number ~ Office: 210-335-3666

Direct Contacts Listed Below for Our Partners (please do not distribute direct office no./email to public):

Jo Estrada, Community Resources Division Director……………….. Jo.estrada@bexar.org Virginia Deleon-Jimenez, CEAP Coordinator..(C) 210-394-6453; (O) 210 335-3704; vjimenez@bexar.org Monica Poole, Client Services Supervisor…(O) 210-335-6538; (C) 210-218-1625; monica.poole@bexar.org Carmen Simon, Clerk-Outreach Services…….(O) 210-335-6961; Kathy Folmar, Intake Worker………….(O) 210- 335-1032; Carmen.simon@bexar.org Kathy.folmar@bexar.org

BexarCounty Utility Assistance 2020 MOU Primary Contacts

Agency 100 % Complete Application Submission or Inquiry Email to: Office Phone Number Business Cell Number Email Carmen Simon, Clerk Outreach Services 210-335-6961 carmen.simon@bexar.org Assigned to accept completed MOU Partner Applications. Kathy Folmar, Intake Worker 210-335-1032 kathy.folmar@bexar.org Process Partner Applications received through Agency Portal. Ana Hernandez, Office Assistant IV 210-335-3665 Ana.Hernandez@bexar.org Weekly Reports, Training Facilitator, Outreach Enrollment and Program Support Virginia Jimenez, Program Coordinator 210-335-3704 vjimenez@bexar.org Quality Assurance Management

BexarCounty Utility Assistance 2020 MOU Primary Contacts

Agency 100 % Complete Application Submission or Inquiry Email to: Office Phone Number Business Cell Number Email Deana Johnson, Lead Outreach Clerk 210-335-3734 Deana.Johnson@bexar.org Assigned to accept completed MOU Partner Applications. Monica Poole, Client Services Supervisor 210-335-6538 210-218-1625 Monica.poole@bexar.org Weekly Reports, Program Support Virginia Jimenez, Program Coordinator 210-335-3704 vjimenez@bexar.org Training Facilitator, Outreach Enrollment and Quality Assurance Management

฀ ฀ ฀ ฀ ONLINE TOOL SYSTEM THAT IS ABLE TO PERFORM SPECIFIC SERVICES THA T CAN BE USED MY MULTIPLE AGENCIES FOR ASSISTING LOW-INCOME FAMILIES WITH UTILITYASSISTANCE MOUAGENCYAPPLICATION SUBMISSIONS CAN REDUCE THE BURDEN ON APPLICANTS (CLIENTS) HAVING TO GO TO V ARIOUS LOCA TIONS TO SUBMIT THEIR APPLICA TION WHEN IT CAN BE DONE THROUGH YOUR AGENCY . SHARING OF DATA IS NOTALLOWED BETWEEN AGENCIES (P ARTNERS)

Collaboration Areas in MOU

2020 TDHCA CEAP Program Rule Changes

฀ The Texas Department of Housing and Community Affairs Comprehensive

Energy Assistance Program Utility Assistance Program, has adopted new rules and regulations for FY2020. All rule changes are according to the TDHCA item 10 Texas Administrative Code (TAC) Chapter 6.310 rule and becomes effective January 1, 2020.

฀ The program impacted is the Household Crisis Program(HCP). The

"Household Crisis" program was renamed to "Crisis Assistance" program (CAP). To qualify and receive benefits under the Crisis Assistance Program (CAP) the following criteria are required: (1) Households must have lost service (disconnected) or be at risk of disconnection; and (2) Must meet one of three conditions: Extreme Weather Conditions; Disaster; or Life-threatening Crisis.

฀ The Utility Assistance Program maximum benefits has increased from to

$1,600.00 to $1,400.00 Maximum per year (formerly $1,100.00 to $1,200.00).

Bexar County Utility Assistance Program Descriptions

Utility Assistance Program Funding source:

Texas Department of Housing & Community Affairs Comprehensive Energy Assistance Program (TDHCA CEAP)

Type of Utility Assistance:

CPS Energy Bexar County

Utility Assistance Program (UAP) Crisis Assistance Program (CAP) Resident Energy Assistance Program (REAP) General Assistance Fund (GA)

Program Description:

• For 2019 year, Bexar

County was awarded $8.5 million. For 2020 year, Bexar County awarded $6.1 million.

• MOU applications will

be certified under UAP . Eligible applicants could be considered for Household Crisis Program in the event of an extenuating circumstance. Vulnerable population: Elderly (60+); Disabled; Households with Children under 5 years

• r younger; and U.S.

Veterans.

• MOU eligible applicants

could be considered for CAP only if Households had lost of service no more than sixty days or be at risk of disconnection Households must be 1. at risk of disconnection

• r disconnected no more

than sixty days and 2. Must meet one of three conditions: a. Extreme Weather; b. Disaster; or,

• c. Life Threatening

Crisis. In order to receive assistance the applicant must:1. Be a CPS Energy primary or secondary account holder; 2. Reside in Bexar County outside the SanAntonio city limits; 3. Be at or below 125% of the Federal Poverty Level and must experience financial

• hardship. Eligible

recipients may receive up to $400.00 per year.

*REAP does not require

proof of U.S. Citizenship documents. In order to receive assistance the applicant must be in the most extreme circumstances and has not had lost of service that exceeds sixty days. Funds are limited and require Community Resources Division Director approval.

TDHCA CEAP Utility Assistance Program Process Specifications

฀ Funds from Utility Assistance CEAP program cannot assist with customer’s utility bill Sales T ax, Late Fees, Deposit Owed, Installment Plans Amounts, or Illegal usage changes or any other fees. ฀ After applicant is scheduled, and then processed by Bexar County a Notice of Eligibility (NOE) or Notice of Denial (NOD) letter is sent out to Client by their email address or mailing address. ฀ If Client is not eligible for utility assistance, and receives a NOD letter the Client has twenty (20) days from NOD date to submit an appeal request to our office to amend denial. ฀ If Client moves they will need to provide notice to Bexar County within thirty (30) days of change of address and update us with new address and utility customer account number, if changed. ฀ If Client fails to inform Bexar County of move, utility assistance benefits will be placed on hold or if 30 days expired all payments will be cancelled and client will be removed from our program.

BEXAR COUNTY Utility Assistance Application Cover Page

BEXAR COUNTY Utility Assistance Application Page 1

BEXAR COUNTY Utility Assistance Application Page 2

BEXAR COUNTY Utility Assistance Application Page 3 (must be signed)

BEXAR COUNTY Utility Assistance Application Page 4 (TDHCA SA VE Form must be signed)

TDHCA CEAP Acceptable Proof of United States Citizenship Documents and Identity Guide: page 1 of 2

TDHCA CEAP Acceptable Proof of United States Citizenship Documents and Identity Guide: page 2 of 2

EXAMPLE: Acceptable Proof of U.S. Citizenship & Identification

TDHCA CEAP Proof of U.S. Citizenship Program Systematic Alien Verification for Entitlements:

O

Before Household can be considered to receive federal funds under any of our government funded programs Immigration status is verified.

O

Required documents (copied front and back):

• Current U.S. Passport
• Certificate of U.S.

Citizenship Form N-560 or N-561

• Certificate of Naturalization

Form N-550 or N-570

• Each year Permanent Resident

documentation will need to be submitted for verification. A copy

• f the front and back of the card

will be required. https://www.tdhca.state.tx.us/community-affairs/save.htm

BEXAR COUNTY Utility Assistance Application Page 5 Declaration of Income Statement (DIS) form

Declaration of Income Statement (DIS) Form Also Used for: Extenuating circumstances when proof of Income cannot be obtained may use DIS form as proof of income:

฀

Affected by natural disaster which prevents the applicant from obtaining income documentation.

฀

Flee a home due to physical abuse.

฀

Unable to locate income documentation of a recently deceased spouse.

฀

If the employer refuses to complete an EV Form, it is acceptable to use a DIS Form, JUST document the reason for using it.

TDHCA CEAP Acceptable Income Eligibility at 150% FPIG:

TDHCA CEAP Acceptable Proof of Income:

Acceptable Proof of Income: Social Security Award Letter

Acceptable Proof of Income if recently unemployed or just started work: Employment V erification Form

SHORT BREAK

Introduction for Memorandum of Understanding Agreement

฀ This Memorandum of Understanding

Agreement ()MOU)

฀ Partners will work together with Bexar

County in compliance with each other in context with the clauses mentioned on agreement.

฀ The purpose of MOU is identify the scope

• f need for services and expand reach to

eligibility recipients.

฀ Establish authorized individual or agency

as decision make or owner in MOU Agreement.

฀ Identify Roles and Responsibilities of

each party.

MOU Agency-Partner Role and Responsibility

Bexar County Role and Responsibility

Steps for MOU Agency-Partner Application Submission

Community Resources Agency Web Application

RECAP: Agency Web Application Submission Process

฀ We will email a PDF 2020 MOU Agreement for Primary/Authorized Lead to sign; once returned: ฀ Carmen Simon, as MOU Lead Contact will provide an Agency Password with utility assistance application template identifying your agency , for renewal your password confirmation and 2020 allocated amount. ฀ Submissions of application: (1) access Internet and link https://intraappsd.bexar.org/DCI/login.aspx (2) log into your agency (3) Data entry

• nto Community Resources Agency Web Application the 100% Complete Utility

AssistanceApplication information provided on application; (2) Scan the 100% completed Utility AssistanceApplication with documents into a PDF then EMAIL to: Carmen.simon@bexar.org and courtesy copy: ana.hernandez2@bexar.org ; Subject line: AGENCY NAME_APP SUBMISSION (OR APPLICA TION SUBMISSION)_CLIENT NAME WEB AGENCY #12345 ฀ If application is confirmed complete you will receive an email reply from Carmen or

• Ana. Applications received will take approximately two weeks to get scheduled

and possibly an additional two weeks or more, to get processed ฀ IMPORT ANT : If client is disconnected or received a pink disconnect notice please identify on subject line email: ฀ EX: ABC-DISCONNECTED-APP SUBMISSION J DOE #123456 SAMM-PINK-INQUIRY J DOE #123456

Bexar County Agency Web Application STEP 1

Copy Link to your desktop or laptop: https://intraapps.bexar.org/DCI/login.aspx Click on link located at bottom of page “Community Resources Agency Web Application”

Bexar County Agency Web Application STEP 2

Copy Link to your desktop or laptop: https://intraapps.bexar.org/DCI/login.aspx Click on link located at bottom of page “Start a new application…”

Bexar County Agency Web Application STEP 3

• A. Click insideAgency Credentials box and select arrow and scroll down to agency
• B. Enter your “Free T

ext” log in you create

• C. Enter you Bexar County issued Agency
• D. Click on Start button

Bexar County Agency Web Application STEP 4

• A. Enter on all data retrieved from 100% Complete UtilityAssistanceApplication for

Head of Household only .

• B. Fill in all cells (applicable)
• C. Enter you Bexar County issued Agency
• D. Click on Start button
• E. Then by separate email scan and attach Client/Applicant’s 100% Complete

application with all documents to MOU Principal Contacts.

Bexar County Agency Web Application STEP 5 Email Submission to MOU Principal Contacts

• A. Always follow up with an email after data entry submission into Web Application

for each DCS Community Resources Web Application System upload/submission.

• B. Please be consistent with Subject Line Format (ie: AgencyName_

APPLICA TION SUBMIISSION_J DOE #12345)

• C. Identify if applicant: Disconnected or Pink Notice for Disconnect

D. Identify if Application “Submission” and if already submitted then “Inquiry” (ie: AgencyName_APP INQUIRY_J DOE # (6 digit Case ID # issued)

Bexar County Agency Web Application STEP 6

Email Reply Upon Receipt 100% Complete MOU Submission

• A. Always follow up with an email for each DCS Web Application System

upload/submission.

• B. Please be consistent with Subject Line Format
• C. Identify if applicant: Disconnected or Pink Notice for Disconnect
• D. Identify if Application Submission or Inquiry

THIS CONCLUDES OUR PRESENTATION.