10 Day Notice to Quit Lake County

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         Prevention, Retention and Contingency (PRC) Plan and Policy

                                          October 1, 2009

Subject:       Prevention, Retention, and Contingency (PRC) Program
Objective:     To establish a written policy for implementing the PRC Program in Lake County.
Goal:          A program designed to help families overcome immediate barriers to achieving or
               maintaining self-sufficiency.

PRC – Introduction:

The PRC Program was created under Substitute House Bill 408, with an implementation date of
10/01/1997. The program is designed to help families overcome immediate barriers to achieving or
maintaining self-sufficiency. All procedures, services, and income guidelines can be amended at
any time based on the approval of the Board of Lake County Commissioners.

PRC may be available if the Assistance Group (AG) contains at least one minor child and the child
is presently living with a primary custodian (a specified relative or legal guardian) of the child, or
who meets the requirements of temporary absence as defined by OAC 5101: 1-3-04.

For PRC purposes, a minor child is defined as a child under the age of 18 or under the age of 19 and
enrolled in high school full time.

A pregnant woman, who is not a minor as defined above, also constitutes an eligible assistance
group for PRC purposes, assistance group size is one. A pregnant woman and a spouse, with no
other children represents a two person assistance group for PRC purposes.

The PRC group can contain the following individuals who reside together. One PRC group shall be
established for these individuals:

    - Parents/stepparents/adoptive parents
    - Legal guardians
    - When the child’s own parent is not the caretaker and not in the home, the grantee relative
      may be included in the PRC group
    - Minor siblings (under 18 or under age 19 and in high school full time)
    - Minor stepbrothers/stepsisters (under 18 or under age 19 and in high school full time)
    - Minor half-brothers/sisters (under 18 or under age 19 and in high school full time)

PRC in Lake County:

The PRC program is designed to help people overcome immediate barriers to achieving or
maintaining self-sufficiency and personal responsibility, thereby preventing the need for ongoing
public assistance. Services are provided to an assistance group to prevent them from reliance on,
and divert them from, ongoing cash assistance, and guide them to self-sufficiency, by helping them
through the presenting crisis. Services are also provided to a PRC AG to help members retain
employment and, thereby, to achieve or continue self-sufficiency. In addition, services are provided
to a PRC AG to meet a presenting or contingent need which, if not satisfied, threatens the safety,
health, or well-being of one or more PRC AG members.

LCDJFS will administer the PRC program in a prompt and courteous manner. Eligibility will be
carefully evaluated on a case-by-case basis. An eligibility decision will normally be rendered within
10 business days from completion of the application in a fair and equitable manner, which includes
verification of information.

In some instances, the ten-day processing time frame will not be met due to unavoidable delays on
the part of the AG or the agency.

The agency will assist the PRC AG with obtaining necessary documentation at the request of the

Recurring requests for PRC services will be evaluated on a case-by-case basis. An application will
be subject to denial if an abusive pattern of usage is established. An abusive pattern of usage is
established when the following occurs: PRC request occurs routinely around the same time of the
year, or the PRC request coincides with the availability of PRC funds. Deliberate non-payment of a
household expense for the purpose of receiving PRC will result in denial of the request.

Notice of Approval/Denial:
If it is determined that an application for PRC is approved, the LCDJFS shall mail or otherwise
deliver the “IM PRC-2” form, Notice of Approval of your PRC Application. If it is determined that
an application for PRC is denied, the LCDJFS shall mail or otherwise deliver the “IM PRC-2” form,
Notice of Denial of your PRC Application.

Applicant Responsibility:

Any person has the right to apply for PRC assistance. The purpose of this program is not to provide
assistance to families who structure their living situation so that they encounter a “need” on a regular
basis when PRC will presumably be available. Future PRC applications may be denied if the agency
determines the AG routinely applies for PRC services or they knowingly caused their own financial
need (i.e., intentional nonpayment of bills).

A PRC AG applying for PRC has rights and responsibilities. The applicant is responsible for
verifying the emergent need (eviction, disconnection, etc.), completing all necessary documents,

furnishing all available facts and information, and cooperating to the fullest extent in the eligibility
determination process. If assistance is needed in obtaining verifications, the agency may assist at the
AG’s request.

An applicant for PRC must utilize all available income and resources determined to be available
through the eligibility determination process in meeting their needs.

If the amount owed on a specific request for a PRC grant exceeds either the individual cap for that
benefit or the overall PRC maximum benefit available, the applicant will be responsible for the
difference. Verification that the applicant has paid or made arrangements to pay their portion will be
required before the PRC payment will be processed.


The LCDJFS – PRC application form has been developed for use when a family is applying for the
PRC program. The application form addresses criteria that are of particular importance in the
determination of eligibility for PRC services.

The application and verifications used to determine eligibility for PRC services shall be maintained
in the existing AG record if one exists, and if no other open or closed record exists, a new case
record shall be created.

Community Resources:

The availability of resources within the local community must be explored prior to the authorization
of PRC. A PRC AG is required to apply for and utilize any program or benefit which may reduce or
eliminate the need for PRC services.

The PRC worker shall be aware of community resources that could assist a family. The knowledge
of those resources that are available is necessary to determine if any other means within the
community may meet or help meet the emergent need. Other agencies may be able to provide some
additional assistance if the amount provided under the PRC program is not sufficient to meet the

Financial Need:

The financial need for PRC is present when the AG has insufficient income and resources to meet
their PRC need. The following criteria must be followed in determining financial/resource need:

1)     The total gross income, both earned and unearned, of all the PRC AG members must be
       counted. The ONLY allowable deduction is for verified child support actually paid in the
       budget period;

2)     If the total liquid assets for all PRC AG members exceed $1,500.00, the PRC AG does not
       meet the resource limit; application shall be denied. If the liquid asset cannot be liquidated
       within 30 days from the date of application, through no fault of the AG, the asset is
       considered unavailable;

3)     Written or verbal verification of income/resources is required. For any verification which is
       obtained by phone, there must be clear documentation in the PRC AG record concerning the
       name and position of the supplier of information, the date the verification was obtained, the
       amount of the verified income/resource, and the name of the individual who obtained the

4)     The gross amount of the PRC AG’s countable income is totaled and compared to the 200%
       of federal poverty guidelines amount, in effect at the time of application, for the PRC AG
       size. If the total PRC AG income is equal to or above the PRC AG size standard, the AG is
       ineligible for PRC services; application shall be denied; and

5)     PRC assistance groups that receive the correct food assistance allotment in the PRC
       application month automatically meet the income guidelines for the PRC program. In the
       event that a possible food assistance overpayment exists for the month of PRC application,
       income must be verified for the PRC budget period to determine eligibility for PRC services.

Ineligible AG’s:

A PRC application shall be denied, if the AG includes an individual who:

1)     Is a fugitive felon and/or a probation or parole violator;

2)     Has any outstanding Ohio Works First or PRC Intentional Program Violation (IPV)
       overpayment balance;

3)     Is under sanction under the Ohio Works First, Food Assistance, or Medicaid program: this
       ineligible period does not include any period prior to the initiation of the sanction, such as
       the prior notice period or while the sanction is under abeyance due to the pendency of a state
       hearing. It includes only the minimum specified sanction periods (i.e., 1 month, 3 months, or
       6 months) and is not inclusive of any compliance requirement;

4)     Is an unmarried non-graduate parent under 18 not attending high school or equivalent;

5)     Is an unmarried parent under 18 and who is not emancipated, unless they are in an approved
       living arrangement;
6)     Is found to have fraudulently misrepresented residence in order to obtain assistance in two or
       more states which results in ineligibility for ten years;

7)     Is on strike;

8)     Is a PRC AG member who has quit/refused employment without good cause within 60 days
       from date of application (good cause will be determined based upon the Ohio Works First
       guidelines for voluntary job quit);

9)     Has an existing overpayment in Lake County;
       PRC will only be authorized for these AGs under the following circumstances:
       a) a signed repayment agreement is on file, or current benefits are being recouped; AND
       b) at least one payment has been made on the claim; AND
       c) the claim is no more than 3 months delinquent; or

10)    Is not cooperating with the Child Support Enforcement Agency (CSEA).

Ineligible AG Members:

Ineligible AG members will include any illegal alien or qualified alien who is not eligible for OWF
or who is no longer eligible for OWF/FS due to time period restrictions. The Policy defined in the
Cash Assistance Manual 5101: 1-2-30 shall be followed in determining alien eligibility.

The ineligible AG member is not counted in the AG size determination.
Income from an ineligible AG member is counted in it’s entirety to the remaining PRC members.
Resources of an ineligible AG member are counted in their entirety to the remaining PRC members.

PRC Budget Year:

1)     The PRC budget year will be begin on October 1st of each year and end on September 30th of
       each year for all PRC applicants.

2)      Only one approval per category will be allowed per PRC AG per PRC budget year:
These categories are:
Shelter (Contingency) – exception: hotel stay (multiple weeks/first months rent/security deposit
                        may follow a hotel stay approval)
Utilities (Contingency) – exception one approval per utility type: gas, electric, water/sewer, etc.
Household Expenses (Contingency)
Home Repairs (Contingency)
Transportation Expenses (Prevention and Retention)
Adult Clothing (Prevention and Retention)
Children’s Clothing – per child maximum (Prevention and Retention)
Job Related Expenses (Prevention and Retention)
3) Total combination of PRC payments cannot exceed $1,000 for the PRC budget year.

Case Responsibility for PRC Assistance:

PRC assistance will not be issued to an AG who resides in another county. The AG must be a Lake
County resident. The AG must have resided in the county during the 60-day period prior to the
application (this 60-day residence requirement can be waived by an Income Maintenance
Administrator in extenuating circumstances). An AG who receives PRC assistance from another
county within the 12-month period will be eligible for PRC assistance from Lake County to the
maximum allowed under Lake County’s PRC program that has not been received from the previous
county. PRC payments will be considered during a 12-month period, beginning with the first
approved application date, regardless of when the PRC payment was authorized.


All income which is received or expected to be received by any member of the PRC AG during the
PRC application month is considered when determining financial need. This includes all income
which is normally disregarded or exempt in other assistance programs.

Unearned income includes but is not limited to the following:
RSDI Benefits                                    Lump-sum payments, including tax returns
SSI Benefits                                     Unemployment Compensation
Alimony and Child Support                        Pension and Retirement Benefits
OWF Cash Payments                                Investment Income
DA Payments                                      Veterans Benefits

The gross amount of the unearned income received or expected to be received by any PRC AG
member during the budget period is counted. There are no deductions allowed for costs of obtaining
this income or for specific expenses such as taxes, insurance premiums, etc.

Earned Income:

All types of earned income received or expected to be received during the budget period by any PRC
AG member is counted. No deduction/disregards from the earned income are allowed. The gross
earned income is to be used in computing eligibility.

Calculation of Income:

Income shall be computed as outlined in the Cash Assistance Manual (5101:1-23-20 (F)) to
determine the monthly PRC countable income.
The monthly income computation is then compared to the 200% FPL for the PRC AG size to
determine financial eligibility.

The most recent four weeks worth of income is used to arrive at a family’s anticipated income
for the application month. Always drop cents at weekly, bi-weekly, semi-monthly and monthly
income and every step thereafter in the conversion process. Income is converted to a standard

month by totaling their last four weeks worth of income, dividing by the number of pays and
multiplying it by the conversion factor of: weekly = 4.3, bi-weekly = 2.15, semi-monthly = 2 and
monthly = 1.

       Ex: PRC application filed 01/04/XX. Individual is paid on a weekly basis and her
       income varies as follows:
             12/06 = $180.52
             12/13 = $ 78.20
             12/20 = $132.00
             12/27 = $ 73.40
             01/03 = $ 98.73

In this situation, the customer is paid weekly. Her most current four weeks pay would be 12/13
through 1/3. $78.00 + 132.00 + 73.00 + 98.00 = $381.00 divided by 4 = 95.00 x 4.3 = 408.00.
Customer’s anticipated monthly income is $408.00.


PRC payments are limited to the amount actually required to meet the required need, up to the
maximum amount listed for that particular service.

PRC Services:

The items and services provided under the PRC program are detailed in this section. The list is not
all inclusive. If an item/service is not listed, the authorization for payment is determined by the
LCDJFS Administrator.

All payments are to be authorized in the form of a vendor payment directly to the provider, with the
exception of Disaster Relief Assistance.

PRC may not be provided for any services initiated or already provided/delivered prior to a
PRC application being filed, approved and authorized by the LCDJFS.

I.     Contingency Services

A) Shelter expenses not to exceed $1,000.00.

1)     Rent

        Rent payment can be authorized when:
        a)     There is a landlord notice that eviction is pending, or
        b)     The conditions of the home cause it to be uninhabitable as determined by the Health
               Department, or
        c)     The client is homeless, or
        d)     The client develops a medical condition which renders the home unsuitable as
               documented by a physician, or
        e)     The assigned PCSA social worker has documented that the physical location of the
               home creates a substantial risk to the child.

If the landlord of the PRC applicant is a relative (i.e., mother, father, brother, etc.), the applicant
must live in a separate residence apart from the relative landlord and provide verification of a rental
agreement or history of rent payments before consideration can be determined under the rent
provision of the PRC plan.

Rent will be prorated in situations where the housing is shared with anyone other than the AG.
Rent may not include any charges for damage to property.

2)      Mortgage:

Delinquent interest owed on the principal of a home mortgage can be authorized. The interest
amount must serve to forestall foreclosure on the home. Written documentation that the payment
will prevent foreclosure must be obtained. No late payment costs or court costs will be authorized
for payment.

3)     Security Deposit:

Security deposits up to the maximum can be authorized if the landlord will not waive it. In addition,
the need for the security deposit for a rental property must exist because the family is homeless due
to one of the following verifiable situations:

     - Notice is received from the landlord to vacate the premises and the current landlord is not
       willing to accept the agency’s payment to keep the applicant at the current address

     - Uninhabitable conditions of the previous home as verified by the Health Department, or

     - Homeless due to being forced to reside in a spousal abuse center, or

     - Homeless situations approved by LCDJFS, or

     - The client develops a medical condition which renders the home unsuitable as documented by
       a physician, or

     - The assigned PCSA social worker has documented that the physical location of the home
       presents a substantial risk to the child.

A security deposit will be prorated in situations where housing is shared with anyone other
than the AG.

Payment of condominium maintenance fees and lot rent that are in arrears if the applicant has a
notice of eviction for non-payment of these items may be covered under this provision of the plan.
Payment shall not exceed the maximum shelter payment. Payment shall not include any type of late
or processing fees.

4)   Hotel Stay: A maximum of one week’s stay may be made for a hotel for a homeless PRC
AG. Future days will be approved based on need.

B) Heating fuel and utilities not to exceed $1,000.00.

1)     Heating fuel is any type of fuel used to provide heat for a home. Utilities may include
       electricity and any source of energy necessary for the functioning of the home heating

       Payment for heating fuel and utilities will not be authorized while the Emergency Home
       Energy Assistance Program (HEAP) is in operation. Payment will not be made for utility
       service without a delinquency notice. The delinquency notice must contain language that
       failure to pay will result in a potential disconnect or that they will be placed in disconnect
       status. The AG must provide the current month’s bill, which includes their delinquency
       notice. If the verification is not provided, the agency may verify the charges and the
       delinquency status via a phone call to the utility company. The record must contain
       documentation of the amount required to prevent a disconnect, that the PRC payment will
       stop a potential disconnect, and the name of the company and individual supplying the

       The amount of payment authorized will not differ between regulated and unregulated

2)     Cooking Fuel, Water and/or Sewage: Payments for cooking fuel, water, and/or sewer are
       available year round and do not have the HEAP time period restrictions. Current month’s
       bill and verification of delinquency status are required. The delinquency notice must contain
       language that failure to pay will result in a potential disconnect or that they will be placed in
       disconnect status.

3)     Installation costs as necessary to obtain telephone service.

4)     Security deposit as required to install or reconnect an existing utility.

5)     Verification must be provided that the utility is in the applicant’s name or that the applicant
       is obligated for the utility as evidenced by the lease with the property owner.

6)     If the PRC AG has received a utility allotment from the Lake Metropolitan Housing
       Authority, for the preceding six-month period, they cannot have missed two consecutive
       months’ payments in the period. This does not include any payments made on their behalf
       by other organizations or non-AG individuals.

PRC may not be used towards any charges for tampering with a utility.

C) Household expenses not to exceed $500.00.

Household expenses are limited to the following:

1)     Furniture: bed (frame, mattress, box springs) and kitchen table and chairs. These items can
       only be replaced when they are lost or destroyed in a natural disaster such as a fire, flood, or
       tornado. When a family has resided in a spousal abuse center for the last 30 days, PRC can
       be issued for furniture as specified above.

       An itemized list of furniture and two estimates of cost are required.

2)     Appliances: Limited to the repair or replacement of cooking stoves, heating stoves, and
       refrigerators. Replacement can only be approved if the repair is not cost effective. Repairs
       cannot be authorized if the appliance is not owned by the PRC AG. Purchase of an
       appliance, i.e., stove or refrigerator, is permissible when the PRC AG has moved from a
       furnished apartment/home to a non-furnished apartment/home. At least two estimates for
       repairs/replacements are required.

D) Home Repairs/Replacements are limited to $1,000.00.

Home repairs/replacements can be authorized if the PRC AG owns the home and the
repair/replacement is not covered by their insurance provider.

Replacement is allowed only if repair is not cost effective. Two estimates of the needed item/service
must be obtained if more than one provider is available. The repair or replacement of items under
the PRC program is limited to those affecting the basic structures of the home, including, but not
limited to:

     - Wall/roof/flooring
     - Plumbing/hot water tanks
     - Electric/heating

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      - Water/sewage systems

II.      Prevention and Retention Services

A) Transportation expenses for vehicles not to exceed $1,000.00.

1)       Towing costs up to $100.00 for repair estimates.
2)       Automobile repairs under $100.00 (one estimate required).
3)       Automobile repairs of $100.00 or more (two estimates required).
4)       Vehicle payments (not to exceed three months due). This payment can be made to forestall
         repossession, or impound fees.
5)       Vehicle insurance not to exceed six months due (verification required).

Vehicle expenses will be paid under the following conditions:
1)     The applicant must possess a valid Ohio driver’s license.
2)     The vehicle the AG is requesting repairs for must be registered to an AG member.
3)     The applicant must provide proof of car insurance which shows coverage at the time of the
       PRC application; and
4)     If the AG owns/leases more than one vehicle, repairs or payments can only be authorized if:
       a) All adults in the AG are employed or enrolled in school, and
       b) The other vehicles are inoperable or are being used for employment or education by
            another adult AG member.

PRC cannot pay any fines incurred by the applicant, reinstatement fees for a driver’s license, or
impound fees.

B) Adult Clothing - not to exceed $200.00.
   Clothing payments can only be authorized in the following situations:

      - To enable the PRC AG member to obtain/retain employment (appropriate work clothes).
        The adult AG member requesting work clothing must be employed 30 hours per week or
        more at at least minimum wage or have a verified starting date of employment of 30 or more
        hours per week at at least minimum wage.

      - PRC may also be utilized to obtain appropriate clothing for employment interviews. Payment
        for clothing for interviewing purposes will be limited to one outfit.
        Use of PRC for this purpose exempts the caregiver or adult from the above work requirement.

      - OWF recipients only: An adult PRC AG member may obtain school clothing for attendance
        at approved educational or training activities as specified in their self-sufficiency contract.

C) Job-related expenses not to exceed $200.00.

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        The adult AG member requesting job related expenses must be employed 30 hours per week
        or more, paid at least minimum wage or have a verified starting date of employment for 30 or
        more hours per week paid at at least minimum wage.

   Job-related expenses are limited to the following:

    -   Tools
    -   Safety equipment
    -   Short term educational expenses
    -   Job support services as necessary

D) Clothing for Minor Children:

    - Benefits of $150.00 per minor child for the purpose of clothing, foot wear and/or a coat.


In the event Lake County encounters a disaster situation and the Governor of the State of Ohio
declares a disaster or a state of emergency, this plan will be amended to provide assistance as
needed and as funds are made available for such cause. In these cases the application process,
determination of need, income and resource limits and payment procedures may be changed in
accordance with official guidance issued on behalf of the situation. Assistance issued in the form
of disaster relief will not affect an applicant’s annual maximum payment available under regular

In these extraordinary circumstances, the PRC Plan can be amended by the Board of
Commissioners at the recommendation of the Director of the Lake County Department of Job
and Family Services.

WorkFirst Training Program

The Lake County WorkFirst Program is a workforce preparation program for Ohio Works First
recipients. This service will be provided by a contracted agency obtained through a competitive
procurement process. The contracted provider will coordinate program delivery with other
service organizations, employment agencies and employers. The Lake County WorkFirst
Program is a comprehensive work training initiative with the goal of enhancing participants’
employability, assisting in job placement and providing follow-up services to assist with
employment retention. The program will be conducted in both the classroom and in real-work
settings in order to eliminate negative work behaviors. The program will also provide assistance
with literacy activities including GED preparation, workplace ethics, barrier removal,
occupational skill activities, case management and job development, placement and retentions
services. The program is designed for those OWF recipients who may be unable to participate in

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typical OWF activities for a full 30 hours a week due to either medical or mental health issues or
other extenuating circumstances affecting their assistance group. The maximum benefit
provided through the WorkFirst program will be four (4) participation months of service per
assistance group.

CHILD WELFARE SERVICES will be provided to families at risk of child abuse and/or
neglect, as determined eligible by the Children’s Services Division of the Lake County
Department of Job and Family Services for the purpose of providing assistance to needy families
so that children may be cared for in their own homes or in the homes of relatives. Services
include domestic violence services, parent education services, special services for substance
abusers, and transportation services.

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