LIHEAP must perform numerous federally mandated functions in
order to remain compliant. MDHS enlists several partners through formal
agreements to perform some of those functions. The following summarizes those
roles:
A. Subgrantees/ Community
Action Agencies (CAA):
The community action agencies are the subgrantees in the
LIHEAP program. Each subgrantee is responsible for performing program
activities in accordance with the terms and provisions of the grant. The
responsibilities of the subgrantee include, but are not limited to:
1) Operate the program in accordance with the
terms and provisions of the grant and all applicable federal and state rules,
regulations and guidelines;
2)
Process applications, determine eligibility and provide appropriate/timely
service(s) with measurable outcomes;
3) Make referrals to and accept referrals
from, and coordinate program information with other social service
agencies;
4) Maintain all financial
and program records;
5) Submit
required reports to DCS in a timely manner;
6) Maintain administrative and internal
controls;
7) Monitor its financial
and programmatic activities;
8)
Implement a fair hearing process for clients;
9) Cooperate with Federal/State investigating
teams;
10) Establish emergency and
disaster procedures;
11) Train and
certify staff;
12) Use the Virtual
ROMA system;
13) Have at least one
intake site in each county of its service area with posted hours of
operation;
15) Establish partnerships with local
entities and organizations to assist in the provision of services to meet the
needs of the clients they serve. These partnerships should cover monetary or
non-monetary services. Intra-office referrals should be made as most
subgrantees have additional programs not funded by DCS (e.g., Head Start,
Congregate Meals, Rural Housing Services and Transportation Program).
16) Make referrals to the WX agency that
covers its service area on behalf of clients seeking WX services or have high
energy bills.
17) Certify that all
entities that they are in partnership with are not on the list for debarment.
This information can be found in the Excluded Parties List System (EPLS), now
known as System for Award Management (SAM). Proof of documentation of
partnership verification with SAM shall be kept on file and the debarment
status shall be checked prior to submission of every subgrant and modification
to DCS. The subgrantee must also understand that if an entity they are in
partnership with is on SAM, the agreement should be terminated
immediately.
18) Conduct local
public hearings regarding the LIHEAP program. Information such as LIHEAP
funding for the county, services provided, income guidelines, etc. must be
presented in efforts to reach low-income communities.
19) Conducting outreach activities to reach
eligible persons or households in need of services. Subgrantees may utilize the
media (newspaper, TV, radio, flyers, internet, community meetings, etc.) to
inform individuals of services available and eligibility requirements. Outreach
materials should include the local and toll-free telephone numbers for
subgrantee offices. Subgrantees should rely on their existing network of
volunteers, community leaders, and faith-based groups to provide outreach to
eligible persons in the greatest need of assistance.
