TO:	Commissioners, TA directors, HEAP Liaisons

FROM:	     Patricia A. Stevens    

SUBJECT:    HEAP COOLING Program

EFFECTIVE DATE: Monday, August 19, 2002	

CONTACT PERSON:  Western Regional Team @1-800-343-8859 extension 3-0332	

This is to advise you that districts are to begin accepting applications for and provide information about the HEAP summer cooling program beginning Monday, August 19, 2002.  

All local departments of social services must begin accepting applications for a $50 cooling benefit effective Monday, August 19, 2002.  It is expected that this program will be of short duration and will close no later than Friday, September 13, 2002.  

Districts must accept applications (mail in and in person) until advised by OTDA of a closing date or COB Friday, September 13 whichever occurs first.

Commissioners were sent a letter from Brian J Wing, Commissioner of OTDA on August 13, 2002 explaining that NYS has received a cooling grant from Washington.  That letter included local district program and administrative allocations for the cooling component.  We expect to provide program funds by August 29, 2002 and expect districts to begin producing vouchers for payment as soon as possible.  Districts may not exceed their allocations at the risk of not being reimbursed for amounts obligated above the ceiling.

To date HEAP coordinators have received by e-mail several forms and related materials and will be receiving all necessary information, instructions and forms by today.  Coordinators will also be receiving a copy of the OTDA press release announcing the cooling program today.  That press release will appear this weekend in major newspapers around the state.  A sample local press release will also be provided for your use if county management determines that they also will do a release announcing the program.

Local districts are encouraged to take advantage of their Local Offices For the Aging  (OFA’s) and other HEAP certifiers where possible, in administering the cooling component.  We have been advised that Local OFA’s will be available to assist the elderly with completing applications. 

Thank you for your patience and understanding while OTDA staff were developing the cooling component.  Please share this information as appropriate.