August 2018 Board Packet

Little Dixie Community Action Agency, Inc.

BOARD OF DIRECTORS MEETING

OUR MISSION: “To improve the lives of low-income individuals and families through service and collaboration leading to self-sufficiency”

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Little Dixie Community Action Agency, Inc. Board of Directors and/or Executive Committee Meeting 10:00 a.m. Tuesday, August 14, 2018 HomeOwnership Center - 500 East Rosewood - Hugo, Oklahoma

AGENDA

A. Call to Order and Invocation

B. Opening of Board Meeting – Roll Call, Introduction of Guests

C. Consideration, Discussion, and Vote to Accept Randy Springfield as the Appointed Representative for the Choctaw County Commissioners, a Public Entity on the Little Dixie Community Action Agency, Inc. Board of Directors (Entity to Expire 12/31/2018)

D. Assign Mentor for New Board Member

E. Report from the Committee for Nominations

F. Consideration, Discussion, and Vote to Elect LDCAA Board of Directors Officers for 2018- 2019 (Pursuant to LDCAA Amended By-Laws, Article VI, Section 2)

G. Consideration, Discussion, and Vote to Elect LDCAA Executive and Personnel Committee Members for 2018-2019 (Pursuant to LDCAA Amended By-Laws, Article VI, Section 2 and Article X, Section 1)

H. Finance/Audit/Loan Committee Report

I. Presentation, Discussion, and Vote to Approve the 2017 LDCAA Audit (Organizational Standards – Category 8, Standards 8.1, 8.2, 8.3, 8.4)

Consent Docket - The following items of business indicated by brackets (J & K, L and M) may be voted upon by a single vote of the Board without discussion, unless and except for any item which any one of the Board desires to have discussion about at the meeting, in which cases, each item so noted will be withdrawn from the consent docket and handled individually in order immediately following the completion of the Consent Docket.

J. Consideration, Discussion, and Vote to Approve July 2018 Regular Meeting Minutes (Organizational Standards – Category 5, Standard 5.5)

K. Consideration, Discussion, and Vote to Approve June 2018 Financial Reports; Distribution of July 2018 Financials for September 2018 Consideration and Vote (Organizational Standards – Category 8, Standard 8.7)

L. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $4,279,334 1. FY 18 HUD Housing Counseling Grant Application to NeighborWorks® America - $25,000 2. Cooperative Agreement to Support Navigators in Federally-facilitated Exchanges Application to the U.S. Department of Health and Human Services, Centers for Medicare and Medicaid Services - $131,422 3. FY 2019 Community Action Agencies State Appropriated Funds Application to the Oklahoma Department of Commerce/Community Development - $11,631 Item A Page 2 of 3

4. National Homeownership Programs and Lending Supplemental Grant – Sustainable Business Initiative Readiness Application to NeighborWorks® America - $6,000 5. Strategy & Impact Demonstration Group Application to NeighborWorks® America - $15,000 6. FY 2018 Community Initiatives Peer Learning Site Visit Application to NeighborWorks® America - $2,000 7. Rural Communities Opioid Response Program - Planning Grant Application to DHHS, Health Resources and Services Administration - $170,870 8. FY 2019 Base Grant Application to the Oklahoma Court Appointed Special Advocates Association - $31,214 9. FY 2019 Small Marketing/Awareness Grant Application to OCASAA - $5,000 10. FY 2019 Invitational Grant – Priority Area Marketing Application to OCASAA - $28,100 11. FY 2019 Head Start/Early Head Start Program Grant Application to DHHS, Administration for Children and Families - $3,717,564 12. PY’ 18 Department of Energy Weatherization Assistance Program Application to the Oklahoma Department of Commerce/Community Development - $62,280 13. McCurtain County Emergency Food and Shelter Program – Phase 35 Funding Application to the McCurtain County EFSP Local Board - $1,500 14. FY 2019 Community Action Agencies State Appropriated Head Start Funds Application to the Oklahoma Department of Commerce/Community Development - $71,753

M. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $2,390,639 1. FY 2019 Community Action Agencies State Appropriated Funds Award from the Oklahoma Department of Commerce/Community Development - $11,631 2. Safe and Sound - Strengthening Rural Homeownership through Housing Rehabilitation or Replacement Award (Final Allocation) from Wells Fargo via NeighborWorks® America - $18,200 (Total Awarded: $45,500) 3. Microloan Program - Technical Assistance Grant Award from the U.S. Small Business Administration - $25,030 4. Early Head Start-Child Care Partnership Continuation Grant Award (Period 8/1/2018 – 7/31/2019) from DHHS, Administration for Children and Families - $1,805,710 5. FY 2018 Supplement Award (Cost-of-Living Adjustment – EHS-Child Care) from DHHS, Administration for Children and Families - $45,834 6. EHS-Child Care Partnership Non-Federal Share Waiver Approval (Period 8/1/2018 – 7/31/2019) from DHHS, Administration for Children and Families - $404,683 7. Retired and Senior Volunteer Program Non-Federal Share Waiver Approval (Year 3: Period 4/1/2018–3/31/2019) from the Corporation for National and Community Service - $15,771 8. PY’ 18 Department of Energy Weatherization Assistance Program Award from Oklahoma Department of Commerce/Community Development - $62,280 (Total Awarded: $98,191) 9. McCurtain County Emergency Food and Shelter Program – Phase 35 Funding Award from the McCurtain County EFSP Local Board - $1,500

N. Consideration, Discussion, and Vote to Approve LDCAA Staff Training and Development Policy, Replacing CACFP Training and Development Policy, Personnel Policy No. 622 (Organizational Standards – Category 7, Standards 7.1 and 7.2)

O. Consideration, Discussion, and Vote to Approve LDCAA Personnel Policy Manual (Organizational Standards – Category 7, Standards 7.1 and 7.2)

P. New LDCAA Website Overview Item A Page 3 of 3

Q. Consideration, Discussion, and Vote to Approve Updates to LDCAA Financial Services Manual (Organizational Standards – Category 8, Standard 8.10)

R. Consideration, Discussion, and Vote to Approve the 2018-2019 Head Start/Early Head Start/EHS-Child Care Training and Technical Assistance Plan

S. Consideration, Discussion, and Vote to Approve the 2018 Head Start/Early Head Start/EHS- Child Care Community Assessment

T. Consideration, Discussion, and Vote to Approve Head Start and Early Head Start/EHS-Child Care Program Menus for the 2018-2019 School Year

U. Board Training/Programmatic Report: Quarterly and Year-to-Date Housing Production as Reported to NeighborWorks® America (Organizational Standards – Category 5, Standard 5.9)

V. Head Start/Early Head Start/EHS-Child Care Policy Council Report (Organizational Standards – Category 2, Standard 2.1; Category 5, Standard 5.9)

W. Update on State Farm Neighborhood Assist® Grant Application Process

X. Recognition of August Employee of the Month: Pam Price, Grant Specialist – Technical and Management Assistance Program

Y. Recognition of Service Award Recipients: Five Years: James Eggenberg, Construction Supervisor – Self-Help Housing Monique Knight, Teacher – Head Start Ten Years: Jennifer Brake, Teacher – Head Start Twenty Years: Johnny Pennell, Park Manager – Raymond Gary State Park Twenty-Five Years: Radonda Moffatt, Teacher – Head Start

Z. Other Reports/Announcements/Correspondence: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; EHS/EHS-CC Enrollment/Attendance Report; 2018-2019 Head Start Transportation Waiver Approval; 2017 ODOC Monitoring Clearance Letter; Community Housing Development Organization Recertification; 2018 ODOC Monitoring Report; Partner Appreciation for Safe Place Healing Hearts Program Efforts; 2017 LDCAA Annual Report

AA. Consideration, Discussion, and Vote on New Business (Not known about or which could not have been reasonably foreseen prior to time of posting the Agenda. Okla. Stat. Title 25 § 311)

BB. Consideration, Discussion, and Vote to Adjourn Items F & G

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXECUTIVE AND PERSONNEL COMMITTEE (2017-2018) NAME OFFICE COUNTY REPRESENTED Brent Franks Board Chairman Pushmataha David Hawkins Vice Chairman McCurtain William Smith Secretary/Treasurer Choctaw Jim Freeny McCurtain Kevin Cory Choctaw Vickie Leathers Pushmataha Walt Frey McCurtain

From LDCAA Amended By-Laws (approved June 12, 2018)

ARTICLE VI Meetings

Section 2. The annual meeting shall be held in August each year at which the Board of Directors shall elect officers and Executive Committee members.

ARTICLE X Executive Committee

Section 1. The Board shall annually elect an Executive Committee to transact routine and ordinary business between meetings of the full Board. The composition of this committee shall consist of seven members. The Committee shall be comprised of the elected officers of the Board of Directors; the remaining members shall consist of at least a representative from each sector (public, low-income, and private) elected by majority vote of the Board.

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LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. 209 NORTH 4TH STREET HUGO, OKLAHOMA 74743

MINUTES BOARD OF DIRECTORS MEETING July 10, 2018 LDCAA HomeOwnership Center - Hugo, Oklahoma

The Board of Directors of Little Dixie Community Action Agency, Inc. met in a regular meeting session on Tuesday, July 10, 2018 at 10:04 a.m. The meeting was held at the LDCAA HomeOwnership Center, located at 500 East Rosewood in Hugo, Oklahoma.

The meeting was called to order by Vice-Chairman David Hawkins.

The Invocation was given by Board Member Andrea Henkel.

Roll Call was taken and a quorum was established (18 members present, 8 absent). The following members were present: Brad Burgett, Kevin Cory, Clinton Crawley, Melissa Cress, Tina Foshee-Thomas, Trilla Frazier, Walt Frey, David Hawkins, Andrea Henkel, Vickie Leathers, Sandra Meeks, Dwight Satterfield, Leah Savage, Wade Scott, David Smith, Ronnie Thompson, Vicky Wade, and Harolynn Wofford. The following members were absent: Jimmy Brandon, David Colbert, Brent Franks, Jim Freeny, Amy Gay, Sharon Jernigan, Cathrine Oliva, and William Smith. In addition, the following LDCAA employees and visitors were present: Sharon Pennell, Sheree Ensley, Johnny Moffitt, Rhonda Teague, Macy Self, Dawn McDaniel, Susie Mashburn, Dena Brown, Jordan Mack, Sarah Rodefeld, Ashley Switzer, Pam Waugh, Sheila Pierce, Alex Leonard, Kathy James, and Rebecca Reynolds.

The Board recognized Dwight Satterfield as the elected representative for the Antlers Community Food Bank, a Low-Income Entity on the LDCAA Board of Directors (entity to expire 12/31/2018).

The Board recognized Cathrine Oliva as the elected representative for the Head Start/Early Head Start/EHS-Child Care Policy Council, a Low-Income Entity on the LDCAA Board of Directors (entity to expire 12/31/2019).

David Hawkins, Vice-Chairman, requested the Board’s consideration, discussion, and vote to accept Ronnie Thompson as the appointed representative for the Choctaw County Commissioners, a Public Entity on the LDCAA Board of Directors (entity to expire 12/31/2018). A motion was made by Wade Scott and seconded by Brad Burgett to accept Ronnie Thompson as the appointed representative for the Choctaw County Commissioners, a Public Entity on the LDCAA Board of Directors. The roll call vote was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item E).

David Hawkins, Vice-Chairman, requested volunteers to serve as Mentors for new Board Members. Harolynn Wofford volunteered and was appointed to serve as Cathrine Oliva’s Board

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Mentor. Brad Burgett volunteered and was appointed to serve as Ronnie Thompson’s Board Mentor.

Sharon Pennell, Fiscal Officer, provided the Board with the Finance/Audit/Loan Committee Report. The Finance/Audit/Loan Committee met on July 10, 2018 at 9:00 a.m. The Committee received a status report on all active loans. The 2017 agency-wide Audit has been completed and submitted to the Federal Audit Clearinghouse. The 2017 Audit was sent to each member of the Board of Directors and will be made available to the public on the LDCAA website. The Indirect Cost Proposal has also been submitted to the U.S. Department of Health and Human Services. The Committee voted to recommend full Board approval of the 2017 Federal 990 and State Tax Returns and subsequent filing. The tax returns were sent to each Board Member previously and will be made available to the public on the LDCAA website. In addition, the Committee reviewed and approved the agency’s Financial Reports for May 2018, and recommended approval of the Financial Reports by the Governing Board.

CONSENT DOCKET ITEMS In order to be in compliance with the Open Meeting Act, the vote of each member was publicly cast and recorded. The agenda contained Consent Docket items of business and the rules that pertain to voting on the items.

David Hawkins, Vice-Chairman, requested the Board’s consideration, discussion, and vote to approve the June 2018 Regular Meeting Minutes and the May 2018 Financial Reports; the June 2018 Financials were distributed for consideration and vote at the August 2018 Board Meeting (Organizational Standards – Category 5, Standard 5.5; Category 8, Standard 8.7). A motion was made by Andrea Henkel and seconded by Wade Scott to approve the June 2018 Regular Meeting Minutes and the May 2018 Financial Reports. The roll call vote was as follows: Yes 15; No 0; Abstain 3. The motion carried. The Voting Record is attached (Items H & I).

CONSIDER SUBMISSION OF RESOLUTIONS AND/OR GRANT APPLICATIONS 1. FY 2018 Strategic Investment Fund Grant Application (Round 2, Unrestricted) to NeighborWorks® America in the amount of $75,000; if awarded, funding will be used to support the Rural IMPACT (Integration Models for Parents and Children to Thrive) initiative, as well as for purchase of software for tracking outcomes. The primary activities of the Rural IMPACT initiative are to work with EHS Program families to identify and implement strategies that address the needs of the entire family, serving the child and household members simultaneously. 2. Pushmataha County Emergency Food and Shelter Program (EFSP) – Phase 35 Funding Application to the EFSP/United Way in the amount of $6,283; if awarded, these funds would be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 3. Choctaw County EFSP – Phase 35 Funding Application to EFSP/United Way in the amount of $7,877; if awarded, these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 4. Sponsorship request to the International Paper Valliant Containerboard Mill in the amount of $2,000; if awarded, these funds will be used to help offset the costs of holding the 2018 LDCAA 5K Race Against Poverty event, which first began in 2009. The

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fundraiser will be held October 13, 2018 at Hugo Lake State Park; proceeds will be used to support operations of LDCAA’s Retired and Senior Volunteer Program. 5. FY 2018 Community Services Block Grant Application (Fourth Quarter Allocation) to the Oklahoma Department of Commerce/Community Development Services in the amount of $101,051; if awarded, this allocation of funds will be used primarily for operational support within the following programs: Housing, Court Appointed Special Advocates (CASA), Mentoring, RSVP, and Rural IMPACT. These funds represent a core funding source that supports Community Action Agencies and other CSBG-funded organizations whose primary mission is to address and alleviate poverty within their communities. The full application for CSBG funding was submitted in February 2018; this action will be a modification to the budget to draw down the fourth quarter allocation. 6. Homeownership Counseling Grant Program Application to the Wells Fargo Housing Foundation in the amount of $10,000; if awarded, these funds will be used to help supplement the salaries of existing Housing Counselors within LDCAA’s Housing Programs. 7. Retired and Senior Volunteer Program Non-Federal Share Waiver request (Year 3: Period 4/1/2018–3/31/2019) to the Corporation for National and Community Service in the amount of $15,771; Little Dixie RSVP is requesting to waive 67.7% of the required Non-Federal Share during the third year of the current three-year grant project period. If approved, the program would therefore only have to furnish $7,500 of the total Non- Federal Share required ($23,271 per grant year), which would also provide additional time to identify and sustain new sources of match funding. 8. Public Transit Revolving Fund Application to the Oklahoma Department of Transportation in the amount of $160,340; if awarded, this operational subsidy will be used to offset the costs of vehicle insurance and fuel for LDCAA Transit.

A motion was made by Tina Foshee-Thomas and seconded by Walt Frey to approve the submission of resolutions and/or grant applications in the amount of $378,322 presented as listed on the Consent Docket. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item J).

CONSIDER ACCEPTANCE OF GRANTS/CONTRACTS/AWARDS 1. Pushmataha County EFSP – Phase 35 Funding Award from EFSP/United Way in the amount of $6,283; these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 2. Choctaw County EFSP – Phase 35 Funding Award from EFSP/United Way in the amount of $7,877; these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 3. FY 2018 Solutions Group Technical Assistance Award from NeighborWorks® America in the amount of $12,500; LDCAA was selected as one of three Peer Partners to participate in a Solutions Group (led by fellow NeighborWorks Organization Grow South Dakota) to identify best practices and explore alternatives for improving efficiency in commercial lending. The Technical Assistance Award—$50,000 in total—will be used by the four Solutions Group members to help defray the costs of attending meetings, participating in webinars, and other activities necessary to meet the stated goals.

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4. FY 2018 NeighborWorks Training Institute Travel Grant Award from NeighborWorks® America in the amount of $2,736; this reimbursement award will help cover the costs of travel expenses associated with attending a FY 2018 NeighborWorks Training Institute. 5. HUD Housing Counseling Award from NeighborWorks® America in the amount of $15,808.68; these funds will be used to reimburse LDCAA for operational expenses associated with providing housing counseling activities to housing clients during the period of July 1, 2017 – March 31, 2018. 6. 2018 LDCAA 5K Race Against Poverty Event Sponsorship Award from the International Paper Valliant Containerboard Mill in the amount of $2,000; these funds will be used to help offset the costs of holding the 2018 5K event on October 13, 2018 at Hugo Lake State Park. All proceeds will be used to support Little Dixie RSVP operations. 7. FY 2018 CSBG Award (Fourth Quarter Allocation) from the Oklahoma Department of Commerce/Community Development Services in the amount of $101,051; CSBG provides funds to alleviate the causes and conditions of poverty in communities. This allocation of fourth quarter funds will be used primarily for operational support within the following programs: Housing, CASA, Mentoring, RSVP, and Rural IMPACT. To date, the total amount of CSBG funding awarded for FY 2018 is $230,101. 8. Early Childhood Comprehensive Systems Impact Grant Award (Continuation - Year 3) from the U.S. Department of Health and Human Services, Health Resources and Services Administration in the amount of $426,600; this allocation of funds will fully support operations for the third year of the five-year grant period. Funding will also be used to: enhance developmental skill improvement processes for youth served within daycares, Head Start/Early Head Start centers and different organizations in the tri-county area; support a statewide early childhood data system to improve the collaboration of information on child development; and expand or improve upon developmental screening and health promotion within area daycares.

A motion was made by Brad Burgett and seconded by Ronnie Thompson to approve acceptance of grants, contracts, and awards in the amount of $574,855.68 as presented and listed on the Consent Docket. The roll call vote was: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item K).

Sharon Pennell, Fiscal Officer, requested the Board’s consideration, discussion, and vote to approve filing of LDCAA’s 2017 Form 990 and Oklahoma Tax Returns. The drafts of the Federal and State Returns have been checked by agency staff, in addition to review (and subsequent approval to file) by the Finance/Audit/Loan Committee. Copies of the 2017 Federal Form 990, Oklahoma Tax Return, and Audit were either emailed or mailed to the Board Members ahead of the meeting as well. Once approved by the Board, the 2017 Federal and the State Tax Returns will be filed, with copies of the submitted tax returns made available to the public on LDCAA’s website. A motion was made by David Smith and seconded by Wade Scott to approve filing of LDCAA’s 2017 Form 990 and Oklahoma Tax Returns. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item L).

Dawn McDaniel, Associate Director, requested the Board’s consideration, discussion, and vote to approve the updated Head Start/EHS/EHS-Child Care Pay Scale based on the 2.6%

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Cost-of-Living Allowance proposed through the Supplement applications submitted to the Administration for Children and Families, Office of Head Start in June, 2018. Once approved by the Board and Policy Council, the updated pay scale will go into effect after the Notice of Grant Award for the COLA requests are received. A motion was made by Andrea Henkel and seconded by Brad Burgett to approve the updated HS/EHS/EHS-CC Pay Scale based on the 2.6% COLA allowance. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item M).

Jordan Mack, Head Start/Early Head Start Assistant Director, requested the Board’s consideration, discussion, and vote to approve the Head Start/EHS/EHS-Child Care Data Management Plan/Policy to Guide Continuous Improvement and Data Collection Plan. This plan/policy will work to guide continuous improvement of the Head Start, EHS, and EHS-Child Care Programs, in which each center will feed programmatic data to the Management Team, who will in turn effectively assess and monitor operations. A motion was made by Brad Burgett and seconded by Ronnie Thompson to approve the HS/EHS/EHS-CC Data Management Plan/Policy to Guide Continuous Improvement and Data Collection Plan. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item N).

Dawn McDaniel, Associate Director, requested the Board’s consideration, discussion, and vote to approve the Head Start/EHS/EHS-Child Care 2017-2018 Self-Assessment Report. The annual Self-Assessment is geared toward reviewing and understanding program data, targeting four different focus areas: School Readiness, Health Services, Family and Community Engagement, and Management Systems. A motion was made by Harolynn Wofford and seconded by Leah Savage to approve the HS/EHS/EHS-CC 2017-2018 Self-Assessment Report. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item O).

Dena Brown, Early Head Start-Child Care Assistant Director, requested the Board’s consideration, discussion, and vote to approve Darla Galyon (HS/EHS/EHS-CC Director) and Zachary Turner (AmeriCorps Planning and Development Specialist) as the E-Rate Purchasing Agents for the 2018-2019 School Year. A motion was made by Brad Burgett and seconded by Walt Frey to approve Darla Galyon (HS/EHS/EHS-CC Director) and Zachary Turner (AmeriCorps Planning and Development Specialist) as the E-Rate Purchasing Agents for the 2018-2019 School Year. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item P).

Alex Leonard, Program Planner, presented the 2018 LDCAA Customer Satisfaction Report for the 2nd Quarter (April – June) in accordance with CSBG Organizational Standards – Category 1, Standard 1.3 and Category 6, Standard 6 .4. The Customer Satisfaction Surveys are completed by clients either online or in paper format after having inquired about or received a service through an agency-operated program. During the 2nd Quarter, a total of 30 surveys were collected. Of those, 37% were from Choctaw County, 17% from McCurtain County, 13% from Pushmataha County, and 33% were completed by clients of the outlying counties in which the Self-Help Housing Program is conducted. The programs represented during the 2nd Quarter included Volunteer Income Tax Assistance (VITA), Weatherization, Self-Help Housing, Emergency Services, and the Child and Adult Care Food Program. Of those responding, 100%

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selected ‘Very Satisfied’ with regards to agency services received. Moving forward, staff will work to encourage participants to complete the survey in its entirety to avoid receipt of survey questions with no response.

Andrea Henkel, Board Member, provided the Board Giving Committee Report (Organizational Standards – Category 5, Standard 5.7). Currently, six of 27 LDCAA Board Members (about 22%) have made a monetary donation to the agency. Achieving 100% of giving by the Board is the goal as it is an eligibility requirement by many private funders and foundations. Any amount is appreciated and ensures the agency’s ability to apply for funds where Board giving is a threshold requirement. Employees of the agency can also make donations on behalf of Board Members. Since the funding entity typically looks at the year prior, by achieving 100% Board giving in 2018, the agency is eligible to apply for funding in 2019.

Pam Waugh, Healthy Start Program Director, provided the Board Training/Programmatic Report over the Healthy Start Program (Organizational Standards – Category 5, Standard 5.9). The Healthy Start Program works to address the issues of infant mortality, low birth weight, and racial disparities in perinatal (before birth and after) outcomes. The program helps improve pregnancy and birth outcomes though the provision of core services, such as: direct outreach, case management, healthy living and care education, and interconception care. Families are kept at the forefront of service delivery; the program responds to the range of medical, social, cultural, and social service needs of women and their infants through the work of 10 trained Care Coordinators. The program is currently in its fifth and final year of grant funding and has worked to develop key community partnerships during the course of the project period. The Healthy Start Program has made great progress, especially given that in the first year of operation, the program served 528 total participants, compared to 810 participants served this year alone.

Susie Mashburn, Head Start/Early Head Start/EHS-CC Early Childhood Development and Curriculum Coach, provided a Board Training/Programmatic Report over the Spring 2017- 2018 Child Outcomes and Assessment Results for the Head Start/EHS/EHS-Child Care Programs (Organizational Standards – Category 5, Standard 5.9). Data used to gauge child outcomes was provided through Teaching Strategies GOLD™, an on-line tool correlated with the curriculum and used for child assessment. Analysis of data from Teaching Strategies GOLD™ is aggregated and analyzed three times per year for Head Start and four times per year for Early Head Start/EHS-Child Care. Information from these assessments is used to demonstrate gains as well as identify areas of improvement needed either at the classroom or program level. All children in the programs maintained or showed gains in one or more of the developmental domains (i.e. Social Emotional, Cognitive, Physical, Language, Literacy, and Mathematics).

Jordan Mack, Head Start/Early Head Start Assistant Director, provided the Board with the Head Start/Early Head Start/EHS-Child Care Policy Council Report for the June 19, 2018 meeting (Organizational Standards – Category 2, Standard 2.1; Category 5, Standard 5.9). In addition to regular reports and approval of items presented during the LDCAA Board Meeting in June, the Policy Council elected Cathrine Oliva to serve as the Governing Board Liaison. In addition, the Head Start Program still needs to enroll 150 children (ages three to four years old) by the end of August.

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Rebecca Reynolds, Executive Director, recognized Nikki McAdams (Education Assistant Specialist, Head Start/Early Head Start/EHS-Child Care Programs) as the July Employee of the Month.

Rebecca Reynolds, Executive Director, recognized the following Service Award Recipients: Five Years – Brian Hicks (Driver, LDCAA Transit), Marissa Jordan (Advocate Coordinator, CASA Program), Linda Martin (Group Worker, Self-Help Housing Program), Laci Moore (Teacher, Head Start Program); and Ten Years – Tori Crawford (Family and Community Engagement Specialist, Head Start/EHS/EHS-Child Care Programs).

Other Reports, Announcements, and Correspondence were presented as follows: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; and HS/EHS/EHS-CC Enrollment/Attendance Report. In addition, copies of the LDCAA Amended By-Laws, Procedures for Democratic Selection of Low-Income Representatives Addendum, and Attestation of Compliance (presented and approved by the Board during the June 12, 2018 meeting) were also distributed; Board Members each signed an Attestation of Review and Receipt of the Amended By-Laws/Addendum (Organizational Standards – Category 5, Standards 5.2, 5.3, 5.4).

David Hawkins, Vice-Chairman, invited the presentation of New Business not known about or which could not have been reasonably foreseen prior to time of posting the Agenda, in accordance with Oklahoma Statute Title 25 § 311. Dawn McDaniel, Associate Director, explained that the Head Start Program received instruction after the Board Agenda was posted that the 2018-2019 Transportation Waiver needed to be submitted as soon as possible. The Transportation Waiver is an annual request to waive the requirements for a Bus Monitor and child restraint seats for those Head Start children who ride on a school bus to attend their respective center or classroom. Without this waiver, up 140 children would not be able to receive transportation services in order to attend the Head Start Program. Board approval for the Transportation Waiver is required before it can be submitted to the Office of Head Start for review. Therefore, it was important for this item to be presented under New Business rather than wait for the next Board Meeting. A motion was made by Brad Burgett and seconded by David Smith to approve submission of 2018-2019 Transportation Waiver for LDCAA Head Start. The roll call vote was as follows: Yes 18; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item Y).

There being no other business to come before the Board, a motion was made by Andrea Henkel and seconded by Ronnie Thompson to adjourn the regular meeting. The roll call vote was as follows: Yes 17; No 1; Abstain 0. The motion carried. Voting record is attached (Item Z).

The Regular Meeting adjourned at 11:44 a.m.

______William Smith, Secretary/Treasurer

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Funding Opportunity: HUD Housing Counseling Funding Entity: NeighborWorks America Amount Requested: $25,000 Application Due Date: July 23, 2018

Housing Counseling services help families who are seeking to become homebuyers and those at risk of losing their home to foreclosure. We are seeking the board’s approval to submit an application to NeighborWorks America in the amount of $25,000. If awarded, these funds will be used for salary support of the housing counselors.

Description of Counseling Services—During any pre-purchase counseling Little Dixie will provide information on the “entire process” of homeownership which includes:

• The decision to purchase a home • The selection and purchase of a home • The home inspection process • Issues arising during or affecting the period of ownership of a home, including refinancing, default and foreclosure, and other financial decisions. • The sale or disposition of a home.

Little Dixie will also provide the following housing counseling services: • Pre-purchase Counseling • Mortgage Delinquency/Foreclosure Prevention • Reverse Mortgage Counseling (HECM) • Rental Counseling • Homebuyer Education Workshops • Financial Management Workshops

Geographical areas to be served - Little Dixie’s geographical areas for counseling is: Carter, Marshall, Love, Bryan, Atoka, Pushmataha, Choctaw and McCurtain Counties

E-Home online homebuyer education is offered as an online service outside our geographical area.

Reverse Mortgages (HECM) counseling is offered as a one on one service within our geographical area and is also offered by phone outside of Little Dixie’s geographical service area.

Housing counselors will be able to demonstrate competency by passing a standardized, written HUD approved examination covering the following six major areas of housing counseling and become a HUD certified Housing Counselor by 12/31/2019.

1. Financial Management 2. Fair Housing 3. Responsibilities and Homeownership and Tenancy 4. Property Maintenance Item L1 Page 2 of 2

5. Housing Affordability 6. Avoiding Delinquency/Default Eviction Referrals: In the event that a client requests services not provided by our agency, we will refer them to an agency that does provide the specific services needed by the client. LDCAA will make a reasonable effort to locate a provider locally. Additionally, LDCAA’s housing counselors will provide clients with a list of alternate providers of services.

Discussion of Alternatives: For any/all housing counseling services provided via LDCAA's housing counseling program(s), clients will be informed of any/all known alternatives for receiving the same or similar services. This will include those provided both within and outside our primary service area. This will be accomplished via a list of providers that will be given to each client during the intake process. This list will also be sent to the applicable office of the U.S. Department of Housing and Urban Development as part of this Work Plan.

Item L2 Page 1 of 2

Funding Opportunity: Cooperative Agreement to Support Navigators in Federally- Facilitated Exchanges Funding Entity: DHHS/CMS/CCIIO Amount Requested: $131,422 Due Date: August 9, 2018 Anticipated Award Notice: September 12, 2018

PROGRAM DESCRIPTION

Purpose

The Cooperative Agreement to Support Navigators in Federally-facilitated Exchanges (Funding Opportunity) will enable recipients to operate as Exchange Navigators in States with a Federally- facilitated Exchange (FFE), as authorized by the PPACA. A2. Authority

Program Requirements

• Conducting public education activities to raise awareness about the Exchange;

• Facilitating selection of a QHP;

• Providing information in a manner that is culturally and linguistically appropriate to the needs of the population served by the Exchange, including individuals with limited English proficiency, and ensuring accessibility and usability of Navigator tools and functions for individuals with disabilities;

• Providing referrals to any applicable office of health insurance consumer assistance or health insurance ombudsman established under section 2793 of the Public Health Service Act, or any other appropriate state agency or agencies, for any enrollee with a grievance, complaint, or question regarding their health plan, coverage, or a determination under such plan or coverage;

• Complying with applicable training and conflict of interest standards;

• Obtaining the authorization of applicants for coverage available through an Exchange application prior to accessing their personally identifiable information.

In addition to the duties summarized above, federal regulations at 45 C.F.R. § 155.210(e) outline additional duties that recipients of FFE Navigator cooperative agreements awarded in 2018 and beyond must carry out:

• Provide targeted assistance to serve underserved or vulnerable5 populations, as identified by the Exchange, within the Exchange service area. Throughout this Funding Opportunity, we refer to these populations as the “left behind” populations.

• Provide information and assistance on all of the following topics6: Item L2 Page 2 of 2

 Understanding the process of filing Exchange eligibility appeals;

 Understanding and applying for exemptions from the individual shared responsibility payment that are granted through the Exchange, understanding the availability of exemptions from the requirement to maintain minimum essential coverage and from the individual shared responsibility payment that are claimed through the tax filing process and how to claim them, and understanding the availability of IRS resources on this topic7;  The Exchange-related components of the premium tax credit reconciliation process, and understanding the availability of IRS resources on this process;  Understanding basic concepts and rights related to health coverage and how to use it; and  Referrals to licensed tax advisers, tax preparers, or other resources for assistance with tax preparation and tax advice related to consumer questions about the Exchange application and enrollment process, exemptions from the requirement to maintain minimum essential coverage and from the individual shared responsibility payment, and premium tax credit reconciliatio Item L3 Page 1 of 2

July 24, 2018

Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Dear Ms. Reynolds:

The Oklahoma Department of Commerce/Community Development (ODOC/CD) is pleased to inform you that SFY 2019 Community Action Agencies State Appropriated Funds (CAA/SAF) in the amount of $381,077 are now available for distribution. Your allocation is $11,631.00.

Please proceed to OKGrants https://grants.ok.gov to apply for the CAA/SAF funds and complete the required application by 8/30/2018. This will begin the process for the preparation and execution of an ODOC contract which will have a start date of July 1, 2018.

Forms to be completed in OKGrants are: 1) Application Information 2) Budget Detail (use SFY 2019 funding amount indicated above) 3) Budget Summary 4) Upload (upload the electronic version of other documents as required in the CAA RFA) 5) Audit

Please understand that applying for this offer does not constitute your authority to expend funds or make any commitment of funds relative to the CAA/SAF Program until full execution of your contract has occurred. When you are notified that your contract is ready for review and signature in the OKGrants, we recommend that you carefully review it, take note of all deadlines, review any special condition, and be sure to check the contract start date as funds will not be reimbursed for expenditures before the start of the contract.

If you have questions or concerns regarding the CAA/SAF Program, please contact Shellie Schlegel at 405-568-8195 or [email protected].

Sincerely,

Vaughn Clark, Director Community Development

Item L3 Page 2 of 2

Oklahoma Department of Commerce (ODOC) Community Action State Appropriation - State Fiscal Year (SFY’) 2019

Little Dixie CAA is requesting the Board’s approval to submit the SFY 2019 State Appropriated Fund Application to the Oklahoma Department of Commerce. This one-time allocation will be used to support the Agency's loan program. Little Dixie's loan program provides small business loans and technical assistance to potential and current borrowers. In addition, the Loan Program Specialist serves as a third party packager for BancFirst/USDA housing loans. All appropriated funding ($11,631) will be used to provide partial salary support for the loan officer.

LDCAA will ensure that this project is of public benefit and will serve low and very low income individuals and families. LDCAA will ensure that all qualifying factors are met and that all guidelines and regulations are followed as required for the use of these State Appropriated Funds.

This application is due on August 30, 2018.

Item L4 Page 1 of 2 NHPL SUPPLEMENTAL GRANT OPPORTUNITY Funding Opportunity: National Homeownership Programs and Lending opportunity Funding Entity: NeighborWorks America Funding Amount: $6,000 Due Date: August 1, 2018

Little Dixie Community Action Agency, Inc. is requesting board approval to submit an application to NeighborWorks America to participate in the National Homeownership Programs and Lending opportunity. This opportunity aligns with the agency’s exploration of alternative funding sources in light of the trends toward fewer State and Federal funding opportunities. LDCAA must explore other avenues of funding and change with the changing environment to ensure we stay relevant and to ensure continued operations. The coaching that LDCAA's leadership will receive through participation in this opportunity will increase chances of selection to participate in the Sustainable Business Initiative at a later date. LDCAA has much to learn about CDFI's and other business models that will ensure that the agency can maintain it's mission in the absence of traditional funding sources. LDCAA's service area remains very high in poverty and conditions are not improving. Now is the time for exploration and change.

NHPL Supplemental Grant – Sustainable Business Initiative Readiness

Overview of the Opportunity National Homeownership Programs and Lending (NHPL) is making grants available to interested and qualified network organizations for capacity building and readiness development to explore and prepare for participation in the Sustainable Business Initiative (SBI) (previously known as SHP). SBI is an innovative initiative that is driven by leaders in the network and focuses on building social entrepreneurs who strive to achieve a double bottom line — purpose (mission) and sustainability. The cornerstone objectives are to increase efficiency, achieve scale in production, become self-sufficient, and create exponential impact in communities across the nation. In particular, this grant will support early work in the fundamental areas of culture change, operational efficiency, and financial management.

The experience of SBI NWOs to date has underscored that a major transformation of organizational culture constitutes the necessary foundation for successful implementation of the new tools, technology, and strategies that lead to greater financial sustainability and greater community impact. Cultural change requires commitment from across the organization. The activities supported by this grant will help the organization understand the requirements of cultural and operational change, judge whether the timing and organizational capacity are suited for this endeavor, and if so, begin the journey towards sustainability through SBI in either FY2019 or FY2020.

Grant Award, Activities, and Outcomes Grant awards will be in the amount of $6,000. The primary purpose of the grant award will be to fund the organization’s work with a change management coach (approximately $5,250). Remaining funds may be used for materials or activities in support of SBI readiness (such as purchasing copies of Leading Change, having an off-site meeting with lunch for vision development, etc.)

Selected NWOs also agree to take an online self-assessment of their current state of operations and practices to gauge their propensity for success in moving to a social enterprise business model. The assessment must be completed within two weeks of receiving the grant award, in preparation for working with a coach. The results of this assessment allow the NWO to pinpoint areas for focus and learning across a range of business skills that support social entrepreneurship. After completing the self-assessment, the organization will receive access to selected business skills courses in the SBI Knowledgebase. 1 Item L4 Page 2 of 2 NHPL SUPPLEMENTAL GRANT OPPORTUNITY

Engagement with a change management coach helps identify and address any barriers to the organizational culture change that is fundamental to the transition to a social enterprise business model in SBI. Awardees will be matched with a coach from the approved pool of SBI consultants. The results of the self-assessment, the coaches’ specialty areas, and coaches’ availability will all be considered in making the best matches possible.

The coaching relationship will be for six months, with one-hour calls twice a month. The organization should designate one primary and up to two secondary beneficiaries for the coaching, who would most likely lead the transformation effort if the organization were to later participate in SBI. Generally, this is one executive manager, such as the CEO/COO/CFO, and one programmatic lead such as the HomeOwnership Center Manager or other homeownership manager. If the CEO is not one of the leads, the CEO should commit to participating in at least one-third of the coaching calls (approximately 4 calls), ideally at the start, mid-point, and end of the coaching. Similarly, the CFO or a finance function manager may want to participate in some coaching calls, because financial management improvement is one of the early business disciplines.

The expected outcomes from the coaching include (a) draft of an organizational change / vision statement and (b) preliminary planning to identify a “guiding coalition” within the organization that will support continued transformational change. The successful grantee will be expected to complete these deliverables within 4-6 months of award. The vision should be approved by the CEO and shared with the coach as well as with SBI at NeighborWorks America. Grantees that are unable to complete the visioning requirement will be eliminated from consideration for SBI for a minimum of 12 months.

2 Item L5 Page 1 of 4

Funding Entity: NeighborWorks America Funding Opportunity: Strategy & Impact Demonstration Group Due Date: July 30, 2018 Funding Amount: $15,000

WHAT IS THE STRATEGY & IMPACT DEMONSTRATION GROUP? NeighborWorks Community Initiatives department, in collaboration with the Corporate Strategy and Impact (CSI) and Success Measures divisions, is launching a demonstration group aimed at equipping a cohort of approximately 20 NeighborWorks network organizations with the tools necessary to visualize and analyze secondary data sources to supplement their Community Impact Measurement (CIM) data and refine their comprehensive community development (CCD) strategies. Additionally, this project will seek to advance understanding of data, indicators and tools that NeighborWorks can use to further its’ understanding of CCD efforts in the network. PARTICIPANT BENEFITS - Over the course of the next 12 months, the participating organizations will receive the following tools and resources to help interpret and utilize CIM and additional data to refine CCD strategies: . Guidance in interpreting CIM data to help your organization develop or refine a CCD strategy . Strategy sessions with subject matter experts on data analysis/interpretation . Support to identify and access other secondary data sources . Assistance to develop a customized plan to address critical issues in your target area* . A $15,000 participation and implementation grant . Opportunities to exchange successful strategies with other cohort participants

Awards Announced: August 13 After all interest forms are received, NeighborWorks will select cohorts based on selection criteria outlined above.

Little Dixie CAA is requesting the Board’s approval to submit an application to NeighborWorks America for the Strategy & Impact Demonstration Group opportunity. If selected for an award, funds would be used for travel, supplies, meeting costs, etc. in order to analyze existing and future data collected in the City of Antlers. The outcome of the data analysis will be the identification of strategies and development of a comprehensive community development plan for the City of Antlers. This community was selected as it served as the site for data collection for the Community Impact surveys collected in 2013 and 2017. Therefore, there will be baseline data available at project onset.

Item L5 Page 2 of 4

INTEREST FORM DEADLINE: JULY 30, 2018 QUESTIONS? CONTACT: TISHA ALLEN ([email protected])

QUES Q

Community Initiatives

Visit the Community Initiatives program page on the member’s site to find more information about the Strategy & Impact Demonstration Group.

*Target Area - An area commonly understood to be a community, defined by geographic boundaries, local custom or local government jurisdiction. This area will be a network participant’s focus area for the duration of the project.

Item L5 Page 3 of 4

ELIGIBILITY AND SELECTION PROCESS

NeighborWorks will select organization through a competitive process. Participants who successfully completed at least one round of data collection through the Community Impact Measurement (CIM) effort will be invited to submit a brief interest form. NeighborWorks will use the following criteria in evaluating interest forms and selecting participants: 1. Target Area Vision & Readiness: The NeighborWorks organization has a vision for their target area* that seeks to achieve positive change and is committed to implementing a strategy in this area.

2. Community Impact Measurement Focus: The NeighborWorks organization identified clear challenge(s) in their target area* and is interested in leveraging CIM and other data to inform the strategies pursued.

3. Capacity & Commitment: The NeighborWorks organization has the capacity for two staff members to engage in a time-intensive, year-long analysis and planning process. Time commitment will include: participation in 2-3 one-hour information gathering sessions with subject matter experts, participation in a 1-2 day workshop, and subsequent coaching calls as needed. In addition, the organization is open to dedicating future staff time and resources to implementing the action plan. Participating staff members (senior leadership and/or program staff) are closely involved with data analysis and strategy implementation in the target area.

4. Rating: Select NeighborWorks organizations with an Organizational Health Tracking System (OHTS) rating of 'satisfactory' or above are eligible to apply for the demonstration group. NeighborWorks will not select or make awards to organizations that are rated as ‘vulnerable’ or that have provisional charters.

5. Geographic Diversity: NeighborWorks is seeking to select a cohort of organizations/target areas that represent diversity in terms of geographic location and market type.

NEXT STEPS & DEADLINES

Step Date Details

A link to the interest form will be sent to all eligible Interest Form Open July 16, 2018 organizations that successfully participated in at least one round of CIM. Click here to access interest form

NeighborWorks will host a webinar on July 20 @ 2:00PM ET July 20 & (click here to register) and July 25 at 4:00PM ET (click here Overview Webinar July 25 to register) to provide an overview of the opportunity. Note: the same content will be presented during both webinars.

Interest forms are due by July 30 at 11:59 PM Eastern. However, please upload your application 24 hours in Applications Due July 30 advance of the deadline. NeighborWorks may be unable to assist with technical issues on the application due date.

After all interest forms are received, NeighborWorks will select cohorts based on selection criteria outlined above. Awards Announced August 13 NeighborWorks will notify the selected organizations by August 13. Note: this date is subject to change and we will notify applicants of any changes.

STRATEGY & IMPACT DEMONSTRATION GROUP | 2018-2019 | 2 Item L5 Page 4 of 4

PROGRAM DESIGN AND TIMELINES

STEP 1: DATA AND INFORMATION GATHERING Timeline: August -October 2018 Products: Preliminary Data Summary (Prepared by subject matter expert and NeighborWorks staff in coordination with participating organizations)

1. Work with NeighborWorks staff and subject matter expert to compile information on your organization’s current comprehensive community development goals, plans and strategies; 2. Work with NeighborWorks staff and subject matter expert to review existing CIM data and begin to identify other secondary data, indicators, measurement frameworks or analysis tools that may help the to refine the organization’s approach and strategies; 3. Participate on a webinar to review the data, tools and/or frameworks compiled by subject matter expert and NeighborWorks staff; and 4. Provide subject matter expert with feedback on data interpretation.

STEP 2: WORKSHOP Timeline: December 2018 (NTI) Products: Preliminary Action Plan (Prepared by subject matter expert and NeighborWorks staff in coordination with participating organizations)

1. Attend a 1-2 day workshop to (1) share analysis of CIM and other data and (2) receive guidance on strategy refinement or development. o The workshop will consist of a series of planning modules that will result in a self-generated ‘action plan’ for each participating organization.

STEP 3: ONGOING COACHING Timeline: January-July 2019 Products: Final Memo

1. Participate in monthly calls following the workshop to receive ongoing coaching from subject matter expert and NeighborWorks staff on the implementation of strategies identified in during the workshop; and 2. Subject matter expert and NeighborWorks staff will compile a final a memo that summarizes progress with coaching and any proposed refinements.

STEP 4: FINAL REPORT Timeline: July-September 2019 Products: Final Report (Prepared by subject matter expert and NeighborWorks staff in coordination with participating organizations)

1. As needed, review provide input on relevant sections of the final report prepared by subject matter expert. The final report will summarizes key outcomes/lessons from the demonstration project and ways that NeighborWorks could build on the experience to continue to deepen support for comprehensive community development efforts in the network; and 2. Participate in final webinar to share experience and lessons learned during the workshop and coaching sessions with the broader network.

STRATEGY & IMPACT DEMONSTRATION GROUP | 2018-2019 | 3 Item L6

Funding Entity: NeighborWorks America Funding Opportunity: Community Initiatives Peer Learning Site Visits FY18 Due Date: August 1, 2018 Funding Amount: $2000

Little Dixie Community Action Agency, Inc. is requesting the board’s approval to submit an application to Neighborworks America for the Peer Learning Site Visit Opportunity. These initiatives provide travel funds for NeighborWorks Organizations to participate in a site visit to another NeighborWorks organization for the purpose of learning best practices within housing and/or community development initiatives. The goal is to bring back to your community “lessons learned” and to work with residents and other stakeholders to implement the strategies.

NeighborWorks America identifies and provides a list of participating host organizations along with an overview of their area of expertise and specific strategies they employed to accomplish their respective goals. From those host sites available for FY18, Little Dixie ‘s two choices are:

First Choice: NeighborWorks Great Falls Resident Leadership Training Second Choice (Backup): Willamette Housing Services Equitable Community Engagement

These choices fit in with Little Dixie CAA’s existing organizational plans to advance comprehensive community development. LDCAA is currently involved in a community needs assessment process in preparation of writing a new three- year Strategic Plan. Also, we are currently facing several changes in staffing within our housing and economic development lines of business. Several seasoned, experienced long-term staff will be retiring over the next 24 months. During this “transition” phase, “new” staff that are currently in the training process to fill these key positions are eager to tackle new territory and develop and implement non-traditional strategies to addressing housing and community development needs.

NeighborWorks Great Falls resident training program is based on their community needs assessment and therefore seems to be a perfect fit at this point in time for Little Dixie. Our second choice, Willamette Housing Services, has experienced great success in engaging the community at the grassroots level. Again, given the current environment with the trend of reduction in Federal and State dollars to support the agency’s mission and related services, LDCAA needs to explore and implement strategies where change begins at the community level.

If awarded, NeighborWorks America will notify Little Dixie of the award and will identify from the two selections which has been chosen for the agency. Little Dixie CAA’s housing staff will then coordinate a site visit with the appropriate NeighborWorks organization. The site visits will occur sometime between September 1, 2018 and December 31, 2018.

8/9/2018 GRANTS.GOV - Search Opportunities - View Grant Opportunity Item L7 Page 1 of 2 HRSA-18-116 Rural Communities Opioid Response Program - Planning Department of Health and Human Services Health Resources and Services Administration

GENERAL INFORMATION Document Type: Grants Notice Funding Opportunity Number: HRSA-18-116 Funding Opportunity Title: Rural Communities Opioid Response Program - Planning Opportunity Category: Discretionary Opportunity Category Explanation: Funding Instrument Type: Cooperative Agreement Category of Funding Activity: Health Category Explanation: https://grants.hrsa.gov/2010/Web2External/Interface/FundingCycle/ExternalView.aspx? fCycleID=35ee358e-d42f-4c7a-ba6e-d71f228eb1a9 Expected Number of Awards: 75 CFDA Number(s): 93.912 -- Rural Health Care Services Outreach, Rural Health Network Development and Small Health Care Provider Quality Improvemen Cost Sharing or Matching Requirement: No

Version: Synopsis 2 Posted Date: Jun 15, 2018 Last Updated Date: Jun 28, 2018 Original Closing Date for Applications: Jul 30, 2018 Current Closing Date for Applications: Jul 30, 2018 Archive Date: Sep 28, 2018 Estimated Total Program Funding: $15,000,000 Award Ceiling: $0 Award Floor: $0

ELIGIBILITY Eligible Applicants: Others (see text field entitled "Additional Information on Eligibility" for clarification) Additional Information on Eligibility: Eligible applicants include all domestic public or private, non-profit or for-profit, entities, including faith-based and community-based organizations, tribes, and tribal organizations, who will serve rural communities at the highest risk for substance use disorder and who meet the RCORP-Planning specifications for the Applicant Organization and Consortium as described below.

ADDITIONAL INFORMATION

https://www.grants.gov/custom/printSynopsisDetails.jsp 1/2 8/9/2018 GRANTS.GOV - Search Opportunities - View Grant Opportunity Item L7 Agency Name: Health Resources and Services Administration Page 2 of 2 Description: This notice solicits applications for the Rural Communities Opioid Response Program- Planning (RCORP-Planning). The purpose of RCORP is to support treatment for and prevention of substance use disorder, including opioid use disorder, in rural counties at the highest risk for substance use disorder, including the 220 counties identified by the Centers for Disease Control and Prevention (CDC) as being at risk for HIV and Hepatitis C infections due to injection drug use (See Appendix A for additional eligibility information).

SAM.gov is experiencing high volume and delays. If you have tried to create or update your SAM.gov registration but have not been able to complete the process, you may not be able to apply for a HRSA funding opportunity via Grants.gov in a timely manner prior to the application deadline. If so, please email [email protected] Link to Additional Information: Grantor Contact Information: If you have difficulty accessing the full announcement electronically, please contact:

Department of Health and Human Services, Health Resources and Services Administration [email protected]

Contact Allison Hutchings at (301)945-9819 or email [email protected]

https://www.grants.gov/custom/printSynopsisDetails.jsp 2/2 Item L8 Page 1 of 3 Item L8 Page 2 of 3

Oklahoma CASA Association Base Grant Instructions ______Grant Period: October 1, 2018 – September 30, 2019

Who Can Apply? 1. Member CASA programs in Oklahoma that meet the requirements set forth in the signed Memorandum of Understanding. 2. Program must maintain 15 active cases at all times. “Active” means that a volunteer must be court appointed and working that case. (Cases served by staff or cases referred to the program but not court- appointed to a volunteer are not considered active cases.) 3. CASA program must have a board developed and approved Growth Plan and accompanying data that establishes service goals for the next 3-5 years. Program must be able to demonstrate that the plan is being implemented and reviewed by the board of directors to determine progress. (Minutes from meeting where growth plan was discussed between July 2018 and June 2018.) 4. New program applicants for FY 2019 must present their plan to implement a board developed and approved growth plan. 5. Programs operating at less than 70% capacity as a result of under-utilizing existing staff positions for two consecutive years may be required to undergo an organizational assessment.

Attachments: All applications for base funds must include:

1. Letter of engagement with the CPA firm secured to conduct the program’s most recent fiscal year audit. This letter shall include a targeted completion date within 6 months of fiscal year end. 2. Copy of that CPA firm’s most recent Peer Review Letter. 3. Board list with contact information. 4. Board minutes between July 2017 and July 2018 that include growth plan implementation and review; and 5. Board approved Growth Plan, showing FY 2018 proposed goals and objectives with YTD results (refer to Appendix C.)

Submission Process: Applications and attachments must be submitted via email to [email protected] by August 10, 2018. Please send confirm receipt OR contact office at time of submission to confirm receipt.

Item L8 Page 3 of 3

APPENDIX A.

Program Program FY 2018 FY 2017 FY 2016 # Name Cases Cases Cases 1101 South Central CASA of Oklahoma 129 181 152 1102 Youth & Family CASA 18 30 22 1104 Bryan County CASA 73 60 62 1105 OCFRC/Creek Co CASA 90 102 100 1106 Tulsa CASA 209 198 169 1107 CASA of Oklahoma County 309 354 325 1108 CASA of Southern Oklahoma 81 100 101 1109 CASA for Kids 95 82 85 1111 CASA of Cherokee Country 42 44 42 1112 Child Advocates of NE OK 85 108 96 1113 CASA for Children 203 205 142 1114 CASA of Kay & Noble Counties 32 29 24 1115 CASA of Western Oklahoma 75 62 63 1116 22nd Judicial District CASA 46 46 35 1117 Counseling Inc. CASA 43 42 51 1118 Little Dixie CASA 61 59 57 1121 Fourth Judicial District CASA 48 51 42 1122 Canadian County CASA 39 39 38 1124 CASA Voices for Children 54 61 66 1125 Pawnee/Osage CASA 36 39 30 1126 San Bois CASA 57 54 40 1127 CASA of Southwest OK 53 46 20 1128 Northwest OK CASA 22 38 29 TOTALS 1900 2030 1801

Item L9

Marketing and Brand Awareness Grants for Local CASA Programs in Oklahoma

Grant Period: October 1, 2018 - September 30, 2019

Award Amount: up to $5,000 for Small Marketing Grants

Who Can Apply: 1. Member CASA programs in Oklahoma that meet the requirements set forth in the Policy for Membership and Funding. 2. Program must maintain 15 active cases. “Active” means that a volunteer must be court appointed and working that case. (Cases served by staff or cases referred to the program but not court- appointed to a volunteer are not considered active cases. Likewise, cases served in which the advocate is not fulfilling the complete statutory role as defined in Title 10 A are not considered active cases.) 3. Must meet criteria established for the grant category. Criteria: The main purpose the small marketing grant is to increase visibility and awareness of CASA within local communities in order to increase volunteers and support for programs. The following criteria will be taken into account when reviewing project proposals: 1. Must promote uniform appearance across the state utilizing the “I Am for the Child” or state office produced materials related to the campaign. 2. Small Marketing Grants a. Open to programs state-wide b. May request up to $5,000 Sample Projects: 1. Local billboards (in-town) 2. Paid radio spots 3. Paid localized TV spots 4. Paid ad space (print, digital, etc.) 5. Paid social media marketing 6. Create your own project – think outside the box!

What to do before applying: (samples) 1. Research costs of local billboard space. Quotes from billboard companies typically consist of printing, posting and monthly rental costs. If the billboard company does not supply printing, see who they may recommend locally or call the state CASA office. 2. Identify radio and TV stations and contact in advance to obtain estimates for advertising spots. 3. Develop social media goals. 4. Determine how many volunteers you want to recruit. Based on National CASA standards, how many additional volunteers does the program have the capacity to supervise? 5. Want to brainstorm? Have any questions? Call Jennifer at the State CASA Office. Item L10

FY 2019 Grants Available: $150,000

Who May Apply: 1. Member CASA programs in Oklahoma that meet the requirements set forth in the Policy for Membership and Funding 2. Program must have a minimum of 15 active cases open at all times. “Active” means that a volunteer must be court appointed and working a case. (Cases served by staff or cases referred to the program but not court-appointed to a volunteer are not considered active cases. Likewise, cases served in which the advocate is not fulfilling the complete statutory role as defined in Title 10 A are not considered active cases). 3. Must meet criteria established for grant category 4. Programs may apply in more than one category if applicable.

FY 2019 Grant Categories:

Invitational Statewide Advertising - $50,000 Criteria: 1. Located in areas not covered by Channels 9 (OKC) and 6 (Tulsa) 2. Agree to use OCASAA materials if applicable 3. Must be invited to apply

Competitive Grants Categories

Small Marketing/Awareness Grants Criteria: 1. Requests up to $5000

Rural Programs: Small Operations Grants Criteria: 1. May request up to $3000 2. Must have been operating above 80% capacity on June 30, 2018.

Sustainability/Growth Criteria: 1. Must be operating above 85% capacity on June 30, 2018 (or) 2. Be expanding into a new service area 3. Applications up to $25,000

New Program Start-Up Criteria: 1. Nonprofit status received within the 18 months 2. Have an MOU with all Courts in program jurisdiction 3. Must be able to present a plan for replacing funds to ensure future sustainability 4. Applications up to $10,000 will be considered.

Item L11 Page 1 of 2

Office of Head Start | Region VI | 1301 Young Street, Room 937, Dallas, TX 75202 | www.eclkc.ohs.acf.hhs.gov

July 9, 2018

Brent Franks, Board Chairperson Little Dixie Community Action Agency, Inc. 104 N E St. Hugo, OK 74743

Re: Grant No. 06CH7099

Dear Mr. Franks:

A grant application must be completed for the upcoming budget period. Please consult the grant application instructions to determine the type of application required. The application for the Head Start grant is due 09/01/2018.

The following table reflects the projected funding and enrollment levels for the 12/01/2018 – 11/30/2019 budget period.

Funding Type Funding Level Funded Federal Enrollment Head Start Program $2,833,171 429 Operations Head Start Training and $39,956 Technical Assistance Early Head Start Program $825,133 48 Operations Early Head Start Training $19,304 and Technical Assistance TOTAL $3,717,564 477

Application Submission Requirements

The application must be prepared and submitted in accordance with the Head Start Grant Application Instructions with Guidance, Version 3 (Application Instructions). It must be submitted on behalf of the Authorizing Official registered in the HSES.

Incomplete applications will not be processed.

The Application Instructions are available on the home page of HSES. Please review the instructions carefully prior to preparing the application. Submission guidance can be found in the “Instructions” section of the HSES. Item L11 Page 2 of 2 Mr. Franks Page 2 Little Dixie Community Action Agency, Inc. Please contact Kaleigh Rigdon, Contractor, Head Start Program Specialist, at (214) 767- 8857 or [email protected] or Cathy Criner, Grants Management Specialist, at (214) 767-8130 or [email protected] with questions regarding the Application Instructions.

For assistance submitting the application in HSES, contact [email protected] or 1-866- 771-4737.

Funding is contingent upon the availability of federal funds and satisfactory performance under the terms and conditions of the Head Start grant in the current budget period.

Thank you for your cooperation and timely submission of the grant application.

Sincerely,

Kimberly Chalk Regional Program Manager Office of Head Start cc: Rebecca Reynolds, Executive Director Darla Galyon, Head Start Director

Item L12 Page 1 of 2

July 20, 2018

Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Dear Ms. Reynolds,

The Oklahoma Department of Commerce/Community Development (ODOC/CD) is pleased to inform you that the remaining PY’18 Department of Energy Weatherization Assistance Program (DOE WAP) funds are now available. ODOC is awarding your agency’s remaining allocation, including any DOE 17 carryover funds that your agency qualified for. The final DOE approved PY18 State Plan is always available upon request.

PY’18 Total Award Year to Date

Admin Amount $10,783.00 County Distribution Training and Technical Choctaw $15,728.00 Assistance $20,000.00 McCurtain $35,449.00 Remaining Amount for Pushmataha $16,231.00 Program Support,

Materials, Insurance, and Health & Safety $67,408.00 TOTAL AWARD $98,191.00 Total $67,408.00

For PY 2018, the Health and Safety initial budget should not exceed 14% of Program Operation expenditures (Materials and Program Support) and the Average Cost per Unit (ACPU) should not be budgeted for more than $7,267. Later in the program year, your agency may submit a request to your ODOC liaison to exceed the H&S budget and/or the ACPU if needed.

Please proceed to OKGrants https://grants.ok.gov to initiate a contract modification for DOE 18 WAP funds; including,

1. Modification of the following required OKGrants forms: a. Production Schedule b. Management Plan c. Detailed Line Item Budget

2. Uploading the following document: a. A final T/TA Plan, to match the total T/TA funds awarded

Item L12 Page 2 of 2

i. Please note that your agency has been awarded enough to meet all minimum required trainings. Conferences are not required in PY18.

Initiation and submission of this contract modification will begin the process for the preparation and execution of a modified ODOC contract, which will have the same contract period of April 1, 2018 – March 31, 2019. This modification should be completed no later than August 20, 2018.

Please understand that applying for this offer does not constitute your authority to expend funds or make any commitment of funds relative to the DOE WAP Program until full execution of your contract has occurred. When you are notified that your contract is ready, carefully review it, taking note of all deadlines, special conditions, and the contract start date, as funds will not be reimbursed for expenditures before the start of the contract. As a reminder, the productivity policy is in effect for DOE 2018. No management plans will be accepted with homes scheduled to be completed March 2019.

We look forward to working with you. If you have any questions about your award or about how to initiate a contract modification in OKGrants, please contact Amanda Marcott-Thottunkal by email [email protected] or by phone 405-239-0688.

Sincerely,

Vaughn Clark, Director Community Development

Item L13

------Forwarded message ------From: Date: Fri, Jul 20, 2018 at 11:48 AM Subject: EFSP Phase 35 LRO Certification Documents are Ready To: [email protected]

Dear Cindy Cockerham Little Dixie Community Action Agency (LRO ID # 700200002) has been allocated $1500 by the Emergency Food and Shelter Program (EFSP) Local Board in McCurtain County for Phase 35. To be eligible to receive these funds, your agency must:

- Have submitted a Final Report for all previous Phases in which your agency has received an EFSP award; - Cleared all outstanding Compliance Exceptions from previous phases; - Be in good standing with the EFSP National Board; - Confirm all contact and organizational information is up to date; and - Complete all applicable Certification Forms, which are now available on the EFSP website.

To access the required Certification Forms, please log into the EFSP website, efsp.unitedway.org. First, ensure the contact, organizational, and banking information is correct and up-to-date, under Manage Personal Information on the left-hand navigation menu. After you have updated your contact information, select LRO Plan from the left-hand navigation menu. Please ensure the menus are set to the current Phase and the correct Award Type. From the LRO Plan, you will be able to generate the required certifications, which will be sent via email to the email address on file to be electronically signed with DocuSign.

For questions about this award or the dates of your spending period, please contact the Local Board Contact, Charles (Chuck) Darby, at [email protected] or 580-212-9614

Thank you, Tina Foshee-Thomas

Item L14

July 24, 2018

Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Dear Ms. Reynolds:

The Oklahoma Department of Commerce/Community Development (ODOC/CD) is pleased to inform you that SFY 2019 Community Action Agencies State Appropriated Head Start Funds (CAA/HS) are now available for distribution. Your allocation is $71,753.00.

Please proceed to OKGrants https://grants.ok.gov to apply for the CAA/HS funds and complete the required forms by 8/30/2018. This will begin the process for the preparation and execution of an ODOC contract which will have a start date of July 1, 2018.

Please understand that applying for this offer does not constitute your authority to expend funds or make any commitment of funds relative to the CAA/HS Program until full execution of your contract has occurred. When you are notified that your contract is ready for review and signature in the OKGrants, we recommend that you carefully review it, take note of all deadlines, review any special condition, and be sure to check the contract start date as funds will not be reimbursed for expenditures before the start of the contract.

If you have questions or concerns regarding the CAA/HS Program, please contact Shellie Schlegel at 405-568-8195 or [email protected].

Sincerely,

Vaughn Clark, Director Community Development

Item M1 Page 1 of 7 Item M1 Page 2 of 7 Item M1 Page 3 of 7 Item M1 Page 4 of 7 Item M1 Page 5 of 7 Item M1 Page 6 of 7 Item M1 Page 7 of 7 Item M2

Funding Entity: NeighborWorks America Funding Opportunity: Safe and Sound-Strengthening Rural Homeownership Through Housing Rehabilitation or Replacement 2nd Disbursement Award: $18,200

Safe & Sound: The safe and sound grant program provides funding, technical assistance, training and outcome evaluation services to NeighborWorks organizations for the purpose of improving housing conditions through either rehabilitation or replacement activities for homeowners in rural communities.

These activities are intended to improve the safety and affordability of the home, as well as the lives of the homeowners. Little Dixie received a notice dated March 12, 2018 that our application was selected for funding in the amount of $45,500. At the April 10, 2018 board meeting, you approved acceptance of the first disbursement in the amount of $27,300 which represented 60 percent of the award.

This award in the amount of $18,200 represents the second and final disbursement of funds.

These funds are being used in conjunction with our weatherization program to rehab four homes in Little Dixie CAA’s service area.

To date, all four homes have been identified and two homes have been completed.

The breakdown of the total funding was:

$38,000- Materials, supplies and labor for minor rehabilitation of the four homes selected

$7,500-Salary, fringe, indirect, and travel costs for carrying out project activities.

Item M3 Page 1 of 3 Item M3 Page 2 of 3 Item M3 Page 3 of 3 Items M4, M5 & M6 Page 1 of 6 Items M4, M5 & M6 Page 2 of 6 Items M4, M5 & M6 Page 3 of 6 Items M4, M5 & M6 Page 4 of 6 Items M4, M5 & M6 Page 5 of 6 Items M4, M5 & M6 Page 6 of 6 Item M7 Page 1 of 2

From: _OK Date: July 30, 2018 at 5:39:56 PM CDT To: Karla Luginbill - Little Dixie RSVP Cc: "Long, Theresa" Subject: FW: The Match Waiver grant action for grant #16SRWOK003 has been approved

Hi Karla, The Match Waiver for grant #16SRWOK003 has been approved for the budget period 04/01/2018 – 03/31/2019. Please print the attachment and save for your files. Our office has attached the document to your grant in eGrants.

Abby Klepper Program Officer, Oklahoma Corporation for National and Community Service 215 Dean A. McGee, Suite 324 Oklahoma City, OK 73102 (405) 231-5202

From: Long, Theresa Sent: Tuesday, July 24, 2018 10:03 AM To: Klepper, Abby Subject: FW: The Match Waiver grant action for grant #16SRWOK003 has been approved

FYI…Little Dixie waiver request has been approved.

Theresa

From: Senior Corps [mailto:[email protected]] Sent: Tuesday, July 24, 2018 7:44 AM Cc: Laverty, Michael ; Long, Theresa Subject: The Match Waiver grant action for grant #16SRWOK003 has been approved

Senior Corps has approved the Match Waiver grant action for grant #16SRWOK003. The grant action is now ready for processing by FFMC.

FFMC Instructions

Navigate to the grant action using the link below. Print the page for your records using your browser's Print function (usually File>Print) and note that you generally only need to print the second page, which contains the grant action form. Senior Corps is working to create a print solution in the future that removes the extra web page images, headers, and footers. Additionally, open and print any attachments to the grant action separately. The attachment field is highlighted in blue. If you have any issues, please contact John Clinton at [email protected]

Little Dixie Community Action Agency Item M7 Page 2 of 2 Item M8 Page 1 of 2 Little Dixie Community Action Agency WAP-2018-Little Dixie CAA-00011

FAIN #: DE-EE0007944 UEI #: 095453171 FEI #: 73-0772321 CONTRACT - MODIFICATION PART I SUMMARY AND SIGNATURES

Contracting Agency: Oklahoma Department of Commerce State of Oklahoma (ODOC) Contractor: Little Dixie Community Action Agency, Inc. Contract Title: ODOC Community Development Block Grant Contract Number: 17195 DOE 18 Federal Amount: $98,191.00 Match Amount: Contract Amount: $98,191.00 Research and Not R&D Related Development: Indirect Cost Rate: 48.96 Grant Award Amount - This $98,191.00 Action: Total Committed: $98,191.00 Total Obligated: $98,191.00 Source: Department of Energy (DOE) Weatherization Assistance Program. Catalog of Federal Domestic Assistance (CFDA) Number 81.042 Project Funding Period: April 1, 2018 through March 31, 2019 Federal Award Period: April 1, 2017 through March 31, 2020

Summary of Project

Budget Summary CDBG Funds Construction - Engineering/Architect - Inspection - Other - Public Facilities Admin - Direct Grantee Admin - Planning - TOTAL CDBG - TOTAL LEVERAGE - TOTAL FUNDS -

08/09/2018 Page 1 of 2 Item M8 Page 2 of 2 Little Dixie Community Action Agency WAP-2018-Little Dixie CAA-00011

Submit Requisitions to: Issue Payment To: Community Development Little Dixie Community Action Agency, Inc. Oklahoma Department of 209 North 4th Commerce 900 North Stiles Hugo, OK 74743-3809 Oklahoma City, OK 73104-3234 AGREEMENT Part I - Summary and COMPONENTS: Signatures

Part II - Terms and Conditions

SPECIAL CONDITIONS:

SIGNATURES – EXECUTION OF CONTRACT The rights and obligations of the parties to this contract are subject to and governed by Part II – Terms and Conditions. To the extent of any inconsistency between the general and the specific, the specific governs. aI certify that I am authorized to sign this document, and any attachments or addendums thereto, and I have read and agree to all parts of the contract. Executed by: Executed by: Little Dixie Community Oklahoma Department of Action Agency, Inc. Commerce Sharon Pennell Contract Modification Division Director SignatureVaughn Clark Signature of Authorized Signature of Authorized Official ODOC Official 7/31/2018 7/31/2018 Date Date

08/09/2018 Page 2 of 2 Item M9

------Forwarded message ------From: Date: Fri, Jul 20, 2018 at 11:48 AM Subject: EFSP Phase 35 LRO Certification Documents are Ready To: [email protected]

For questions about this award or the dates of your spending period, please contact the Local Board Contact, Charles (Chuck) Darby, at [email protected] or 580-212-9614

Thank you, Tina Foshee-Thomas

Item N

Policy No. 622 Date 08/14/2018 Page 1 of 1

LDCAA STAFF TRAINING AND DEVELOPMENT

I. PURPOSE

To provide a system by which LDCAA employees may attend training and further their knowledge of program(s) and/or the overall agency, Community, clients, funders, etc.

II. SCOPE

This policy applies to all LDCAA employees.

III. POLICY

The Agency supports the practice of increasing staff knowledge and job proficiency in order to meet or exceed all funding source and regulatory requirements.

IV. PROCEDURE

LDCAA staff shall comply with any/all educational mandates, program requirements, etc. relevant to the programs under which they are employed and to any such training as deemed necessary and /or beneficial to the Agency, the community and the mission of Community Action as a whole.

a. Child and Adult Care Food Program (CACFP) staff shall comply with all educational mandates and receive annual training on all topics required by USDA/SDE.

b. All LDCAA employees are required to submit copies of training certificates, acknowledgements, and/or agendas to the Human Resources (HR) department no later than thirty days after training is completed. This applies to all types of training, whether by attendance in person, through online training, or by any other method. The documentation will be placed in personnel files in order to comply with objectives outlined by CSBG Organizational Standard 7.2—7.9.

Item R Page 1 of 17 R 17 of Item 1 Little Dixie Community Action Agency, Inc. Page Head Start/Early Head Start/EHS-CC Training Plan July 2018 – June 2019

Conferences

Content Training Strategies Trainer/ Date Cost Outcome Evaluation Area Responsible Staff Family & All Family Advocates will attend Applicable Staff As conferences $410.00 Family Advocates will be Family Community local Family & Community are planned better prepared to work with Partnership Partnership Partnership Trainings. families to prepare Family Tracking Forms 1302.53 Service Assessments &Family Partnership Agreements reflecting the needs addressed All Content Staff will have the opportunity to Applicable Staff September 2018 $1,400.00 Staff will attend workshops Performance Areas attend State conferences whereas the December 2018 per person &sessions that will build Evaluations &day agenda reflects training in a February or x 4 persons upon existing knowledge to day operations particular subject relative to one’s March 2019 = &new knowledge will be job description &duties. June 2019 $5,600 gained as new information is shared. All Content Staff will have the opportunity to Applicable Staff October 2018 $1,500 per Staff will attend workshops Performance Areas attend the 2018 Regional conference person x 4 &sessions that will build Evaluations &day when the agenda reflects training in a upon existing knowledge to day operations particular subject relative to one’s = $6,000 &new knowledge will be job description &duties. gained as new information is shared. All Content Staff will have the opportunity to Applicable Staff October 2018 $875 per Areas attend the 2018 Regional conference person x 10 when the agenda reflects training in a persons particular subject relative to one’s job description &duties. = $8,750

Item R Page 2 of 17 R 17 of Item 2 All Content Staff will have the opportunity to Applicable Staff On-going $2,750 per Staff will attend Workshops Performance Areas attend other conferences in the nation person x 4 and sessions that will build Evaluations and Page such as but not limited to: Midwinter persons upon existing knowledge and day to day Leadership conference, Birth to new knowledge will be operations Three Institute Training, Health gained as new information is Institute, and National Head Start $11,000 shared Association annual training, ect All Content Staff will have the opportunity to Applicable Staff July 2018 Staff will attend workshops Performance Areas attend the 2018 Wipfli National $2,150 and sessions that will build Evaluations and Conference. upon existing knowledge as day to day well as learn new information operations as it is presented.

Head Start/Early Head Start Director Meetings & Head Start Staff Meetings

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Administration Director &Specialists will have Director Bi-monthly $0 Director &Specialists will Improved overall bi-monthly staff meetings as &Specialists be able to coordinate &plan agency performance appropriate. &other staff as for program services &coordination. needed. &initiatives &be proactive regarding issues or concerns. Administration The Head Start/Early Head Head Start/Early Monthly $200.00 Director will be brought Performance Start/EHS-CC Director will Head Start/Early per trip x 9 abreast of important details Evaluations &day to attend monthly director meetings Head Start Child trips = &policy movements at the day operations in Oklahoma City. Care Director $1,800.00 state &national level.

Item R Page 3 of 17 R 17 of Item 3 Child Folder Reviews

Page Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff All Each Head Start classroom & All Specialists Once per $2,300 Staff will continually Component Components children’s records will be semester increase their Folder/Center 1304.-1305 observed & reviewed once per (November & understanding of the Checks once per semester (November & April) to April) and follow program requirements semester measure compliance with up visits if relating to the Performance Performance Standards, state & needed Standards & best practices local policies & best practices. Feedback &support are provided to staff along with a plan to enhance performance skills if necessary. All Each EHS EHS-CC classroom & All Specialists September 2018 $2,850 Staff will continually Component Components children’s records will be December 2018 increase their Folder/Center 1304.-1305 observed & reviewed quarterly to March 2019 understanding of the Checks once per measure compliance with June 2019 program requirements semester Performance Standards, state & relating to the Performance local policies & best practices. Standards & best practices Feedback &support are provided to staff along with a plan to enhance performance skills if necessary.

Item R Page 4 of 17 R 17 of Item 4 Integrated Services Policy Page Content Area Training Strategies Trainer/Responsible Date Cost Outcome Evaluation Staff

All components The Integrated Appropriate staff Annually in June $0 Policies and Federal Review and Services Policy has person Procedures followed Self-Assessment been created to by the program will show how program be easily accessible procedures are and encompass the followed in program and accordance with the component areas as Head Start a whole. Performance Standards in all component areas.

Policy Council & Governing Board Training

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Administration The Governing Board &Policy Director &All Monthly as $0 Governing Board &Policy Self-Assessment 1301.5 Council will receive periodic Specialists Appropriate Council will be able to training on regulations through carry out their program lecture, PowerPoint, handouts responsibilities effectively &governing board training/resource manual. Administration The Policy Council will receive Professional July 2018 $100 Policy Council Members Self-Assessment

Item R Page 5 of 17 R 17 of Item 5 1302.12 training on: Development will learn leadership skills, (1) Leadership, Parent Specialist; Early along with portraying what Page Participation and Recruitment Childhood they have accomplished (2) School Readiness & Child Development & during their term. Outcome Report Curriculum Coach Administration New parents will observe past Family & September 2018 $100 Policy Council Members Self-Assessment 1301.3 parents conducting meeting Community will gain knowledge and before they are seated. Engagement ideas to take back to Parent The Policy Council will receive Specialist Meetings training on: (1) Activities to Support the Active Engagement of Families in the Program Administration The Policy Council will receive PD Specialist; October 2018 $100 Policy Council Members Self-Assessment 1301.3 training on: HS/EHS will learn what is expected (1) Orientation Part 1 Director; & during their term. (2) Roles & Responsibilities Early Childhood (3) PC Operating Procedures Dev. & (4) Recognizing and Reporting Curriculum Child Abuse Coach Administration The Policy Council will receive PD Specialist November 2018 $100 Policy Council Members Self-Assessment 1301.3 training on: and Early will learn Roberts Rules of (1) Orientation Part 2 Including Childhood Dev. Order, Open Meeting Act, Roberts Rules of Order, Open & Curriculum & the Mission Vision & Meeting Act and Mission, Vision Coach Values. & Values (2) School Readiness Training

Item R Page 6 of 17 R 17 of Item 6 Administration The Policy Council will receive PD Specialist; December 2018 $100 Policy Council Members 1301.3 training on: F&CE will watch the DVD to Page (1) Linking Our Voices Part 1 Specialist; Asst. observe other member’s (2) Activities to Support the Director/ERSEA participating in PC setting. Active Engagement of Families in Specialist and the Program Early Childhood (3) ERSEA Dev. & (4) School Readiness & Child Curriculum Outcome Report Coach

Administration The Policy Council will receive PD Specialist January 2019 $100 Policy Council Members Self-Assessment 1301.3 training on: will watch Part II of the (1) Linking Our Voices Part 2 DVD & to observe other (2) Mission, Vision & Values member’s participating in (3) Leadership Skills PC setting.& complete activity. Administration The Policy Council will receive HS/EHS February 2019 $100 Policy Council Members Self-Assessment 1301.3 training on: Director; F&CE will learn the procedure for (1) 1305.50/Impasse Policy and Specialist; and the Impasse Policy Conflict Resolution Policy Professional &Conflict Resolution (2) Activities to Support the Development Policy. Active Engagement of Families in Specialist the Program (3) Roles & Responsibilities

Administration The Policy Council will receive: HS/EHS March 2019 $100 Policy Council Members Self-Assessment 1301.3 (1) Overview of Self-Assessment Director will be updated on the (2) Policy Council Interview findings of Self- Protocol Assessment and learn the procedure for Policy Council Protocol Administration The Policy Council will receive PD Specialist; April 2019 $100 Policy Council Members Self-Assessment 1301.3 training on: Early Childhood will learn leadership skills, (1) Re-energizing the Parent Dev. & how to set goals for their Committee Curriculum children to be ready for the

Item R Page 7 of 17 R 17 of Item 7 (2) Leadership Skills Coach and next school year & how to (3) School Readiness & Child Disabilities & help them achieve those Page Outcome Report & Transitioning Mental Health goals. Specialist Administration The Policy Council will receive PD Specialist May 2019 $100 Policy Council Members Self-Assessment 1301.3 training on: and Early will learn new activities to (1) Family Interactions and Childhood Dev. do with their children while Activities to Do With Your Child & Curriculum at home during the During the Summer Coach summer.

Entry Level Training Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff All New employees will receive an Lori Henry, Date of Hire $1000 Staff will be well prepared Performance Components overview of Head Start/Early Program to perform their daily job in Evaluations; Self- Head Start’s daily Secretary & a manner that meets Assessment operations/expectations. In Mattie Ferguson, Performance Standards & addition to viewing DVD’s on PD Specialist Licensing requirements. blood borne pathogens, OKDHS licensing requirements, & sexual harassment. New employees will understand that a physical exam is required within 30 days of employment and thereafter, annually to remain employed. All New EHS-CC staff will receive Early Childhood Within 90 days $500 Staff will be well prepared Performance Components an overview of EHS-CC Development & of hire to perform their daily job in Evaluations; Self- operations, expectations, policies Curriculum a manner that meets Assessment & procedures, and HS Coach, Health Performance Standards & Performance Standards. Specialist, Licensing requirements Professional Development

Item R Page 8 of 17 R 17 of Item 8 Specialist & Mental Page Health/Disabiliti es Specialist All New EHS-CC staff will receive Oklahoma Early July 2018 Approx. Staff will be well prepared On-going Components 32 hours training through four Childhood October 2018 $370 per to perform their daily job in monitoring and Program for Infant/Toddler Care Program April 2019 person x 23 a manner that meets observation (PITC) modules Or as scheduled depending Performance Standards & by OECP staff on job Licensing requirements assignment = $8,510 Education, New employees will receive 20 EC Development New employees Approx. Will meet State licensing Individual Health & hours training in developmentally & Curriculum within 90 days of $250 per requirements as well as Development Plans Disabilities appropriate Coach, Health employment person x 10 train staff to respond to &performance education practices, CPR/First Spec., PD Spec. persons physical &dental reviews. Staff Aid &Disability, ethical guideline & Mental depending emergencies &to provide certified in CPR requirements including Head Health/Disabiliti on job first aid &CPR until &First Aid Start 101 training within 90 days es Specialist assignment emergency services arrive. of employment (ELLCT) = $2,500

Professional New employees will receive one- Mattie Ferguson, At day of hire Approx. Staff will gain an Measurement of Development on-one assistance in creating a Professional $250 per understanding of how to growth by written Professional Development Development person x 10 execute their PD Plan evaluation and Plan. Specialist persons observation depending on job assignment = $2,500 Transportation New employees will receive Transportation At day of hire $0 Staff will gain an orientation training on proper bus Specialist understanding of proper monitoring procedures. bus monitoring procedures. Including but not limited to: Child boarding & exiting procedures; Child

Item R Page 9 of 17 R 17 of Item 9 Restraints; documentation; Emergency/Evacuation Page Procedures; Use of Special Equipment; Pick-up & release procedures Transportation New bus drivers will receive Transportation Prior to Varies Potential bus drivers will Measurement of appropriate training on proper Specialist; operating bus be trained in various growth by operation of a bus. Transit capacities including but not observation. limited to: Online courses, mentor training with licensed CDL, transit trainings. These trainings insure bus drivers will learn how to operate the bus in a safe & efficient manner, safely run a fixed route, loading and unloading children, stopping at rail road crossings, administer basic 1st aid; emergency/evacuation procedures; operating special equipment; daily pre & post safety checks; routine maintenance, proper documentation.

Item R Page 10 of 17 R 17 of Item

10 On-Going Mentor Training

Page Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff All Staff will be provided with Training Staff/ On-going $11,930 Staff will obtain increased Performance Components appropriate coaching relating to Mentor Coach knowledge of classroom Evaluations; Self- skill level, education, experience, management, organization, Assessment self-assessments, performance CLASS, ITERS, child evaluations, and personal growth development, and school reflections. readiness outcomes.

On-Going Professional Development Training

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Professional Staff working towards Mattie Ferguson, On-going as $12,000 Staff will obtain Associates Through Individual Development Baccalaureate & Associate Professional classes are or Baccalaureate degrees Development Plans, degrees will continue to enroll in Development available that performance college courses Specialist meet the degree reviews, grade requirements reports and conferences’ Professional HS/EHS/EHS-CC Staff seeking Mattie Ferguson, On-going with $11,000 Staff will be Through Individual Development or lacking CDA credentials will Professional defined staff knowledgeable of CDA Development Plans, receive training in required Development requirements & process. and performance component areas and make Specialist Staff will obtain CDA reviews application for CDA credential in Credential through the order to meet requirements and CDA Council, standards.

Item R Page 11 of 17 R 17 of Item

Page Component Area Specialists’ Trainings

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Nutrition Nutrition Specialist will receive USDA/CACFP September 2018 $1,000 Nutrition Specialist will USDA/CACFP 1304.23 training regarding mandated Staff have sufficient knowledge Audit regulations through lecture of the CACFP regulations &handouts &requirements to train HS/EHS staff Technology AmeriCorps Specialist will attend Kellogg & July 2018 $300 Obtain a better E-Rate funding for E-Rate training in OKC. Sovereign Staff understanding of current E- HS Centers Rate application process Human Applicable staff will attend Applicable Staff July 2018 $1,500 Staff will be deemed as Certificate of Resources CLASS trainings to become “reliable” to observe reliability “reliable” classrooms using the CLASS tool

Round Tables 2018-2019

Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff All Head Start HS/EHS/EHS- As needed when $2,000 Teaching staff will receive Federal Review Components Teacher Roundtables CC Director & an in-service is answers & direction on any Report; Staff other Specialists not scheduled concerns they may have Feedback as needed regarding their center operation. Staff will also receive training on topics as data is analyzed.

Item R Page 12 of 17 R 17 of Item

12 All Early Head Start/Early Head Start HS/EHS/EHS- Quarterly as $750 Teaching staff will receive Federal Review Components Child Care CC Director & needed answers & direction on any Report; Staff

Page Director Roundtables other Specialists concerns they may have Feedback as needed regarding their center operation.

Pre-Service Trainings July 23-26 2018

Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff Education HS/EHS/EHS-CC staff will Susie Mashburn July 2018 $2,553 Teachers will implement Documentation, receive up 45 min training relating Education total for all individualization and growth review of lesson to the Head Start Early Learning Specialist training in the areas of development as plans by specialist, Outcomes Framework Ages Birth days (July described in the HS ELOF folder checks, to 5. 2017) Ages Birth to 5. assessment of outcomes Administration HS/EHS/EHS-CC staff will All Specialist in July 2018 See above Staff will have an Observations by receive up to 2.75 hours training relation to understanding on how the Specialist hours relating to the new Head component areas new HS Standards will Start Performance Standards and impact their day to day the impact the Standards will have operations. Staff will on program operations. Staff will understand the new guidelines also be provided with new laid out by the Performance guidelines in effect with the new Standards. Standards Administration HS/EHS/EHS-CC Staff will Jordan Mack, July 2018 See above Staff will have a better Documentation receive up to 30 min training HS/EHS understanding of the provided to relating to the importance of Assistant importance of data driving the administrative

Item R Page 13 of 17 R 17 of Item

13 collecting and analyzing data Director direction of the program. team. within the program as per the HS

Page Performance Standards. Disabilities Head Start staff will receive up to Zen Gee, July 2018 See above Head Start staff will meet the Observations & 2 hours training on Zen Gee mandated requirements for center visits. Autism/Behavior Mgmt. & all Counseling the annual Autism training & factors that contribute & are will gain more knowledge in defined by the condition. all aspects of Autism. Mental Health Head Start Staff will receive up to Zen Gee/Jane July 2018 See above Staff will learn the Anecdotal notes 30 min. training on mental health Tucker, Zen Gee importance of early and ongoing and services offered. Counseling identification of potential observations and problems. referrals if applicable Human HS/EHS/EHS-CC staff will Mattie Ferguson, July 2018 See above Staff will gain an Center checks, Resources receive up to 1.5 hours training on Professional understanding of how a Performance (Professional professional development planning Development professional development Evaluations, Class Development) Specialist plan should flow to produce Scores outcomes Disabilities HS/EHS/EHS-CC staff will Rita Burke July 2018 See above Staff will learn the required Folder Checks and receive up to .50 hour training on Disabilities/Ment process involved in referrals Reports disabilities, Mental Health & al Health and using the component plan Transition Specialist as a working document Child Health Head Start/Early Head Start Staff James Brown, SE July 2018 See above Staff will be taught the Fire drills and and Safety will receive 30 in training on Fire Fire & Safety methods of extinguishing reporting and site Safety fires of various natures and observations knowledge of fire safety and precautions Health Head Start/Early Head Start staff Marsha Zulkey, July 2018 See above Staff will gain an awareness Fewer incident will receive 30 min training Health Specialist/ of hazards in the work place reporting regarding workplace safety Safety Consultant and how to avoid them

Health HS staff will receive 30 min Marsha Zulkey, July 2018 See above Staff will be provided Staff will be able to Training on Blood/Air Borne Health Specialist information necessary to identify medical Pathogens. insure children are properly concerns, protect attended to during illness against infections.

Item R Page 14 of 17 R 17 of Item

14 while protecting staff health. Administration Staff will receive .30 hour training HS/EHS/EHS- July 2018 See above Staff will gain an deeper Reports of $ Page on in-kind guidelines CC understanding of the in-kind claimed Administration collection process Staff ERSEA HS/EHS/EHS-CC staff will Component Area July 2018 See above Staff will have the Specialists check receive 30 min training on using Specialist information &tools necessary Child Plus Child Plus for various tracking track children’s progress in regularly and run tools such as Time and the program. reports. Attendance. ERSEA HS Staff will receive .30 min Jordan Mack, July 2018 See above Staff will be better prepared Annual folder training on Completing Child HS/EHS in the enrollment process checks Enrollment, and Completing Assistant Parent interviews. Director Family & Tori Crawford, July 2018 See above Staff will better understand Case by case Community Family Advocates will receive up Family and the requirements and situations Engagement to 2 hours training in roles and Community expectations of their work responsibilities of their work in Engagement connecting with families. Specialist Technology Staff will receive 30 min training Zach Turner July 2018 See above Staff will learn the Staff will sign on E-Rate requirements AmeriCorps importance of E-Rate compliance Specialist activities and guidelines agreements with E- Rate policies Child Health & HS Staff will receive 30 min on Marsha Zulkey, July 2018 See above Staff will be provided Observations and Safety how to properly administer Health Specialist information necessary to review of medication insure they can properly medication forms administer medication. Education HS staff will receive up to 2 hours Susie Mashburn July 2018 See above Staff will better understand Lesson plans training relating to Education and the link between drawing and submitted Math within the classroom writing in children’s early education. Nutrition EHS/EHS-CC/HS cooks will Katelyn Nelms July 2018 See above Staff will learn CACFP Ongoing receive up to .75 hours training on Nutrition 2017-2018 meal patterns Monitoring CACFP 2018-2019 Updates to Specialist/ updates. Meal Patterns Johonna House

Item R Page 15 of 17 R 17 of Item

15 Assist Nutrition Spec. Page Transportation Head Start Staff will receive .50 Jordan Mack July 2018 See above Staff will know the On board hour of transportation procedure HS/EHS procedures of the observation. related training. Assistant transportation component. Director Including but not limited to: Child boarding & exiting procedures; Child Restraints; documentation; Emergency/Evacuation Procedures; Use of Special Equipment; Pick-up & release procedures

Head Start/Early Head Start/EHS-CC Cooks Pre-Service Training 2018

Trainer/Respon Content Area Training Strategies Date Cost Outcome Evaluation sible Staff Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2018 See above Cooks will receive training Ongoing 2.5 hours training on purchasing Nutrition and information to better Monitoring procedures/truck orders Specialist/ understand CACFP Johonna House responsibilities and required Asst. Spec. documentation Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2018 See above HS/EHS cooks will know Ongoing 1 hours on HS Performance Nutrition &implement HS Monitoring Standard 1304.23 Specialist/ Performance Standard Johonna House 1304.23 Asst. Spec.

Item R Page 16 of 17 R 17 of Item

16 Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2018 See above HS/EHS cooks will receive Observations 1 hour training on kitchen/dining Nutrition training for a more organized &Site Visits with

Page organization &an overview of Specialist/ & user friendly work space folder checks CACFP menu revisions. Johonna House & an overview of new Asst. Spec. CACFP changes.

In-Service Trainings 2018-2019

Content Area Trainer/ Training Strategies Responsible Date Cost Outcome Evaluation Staff Family All staff will receive up to 2.5 Department of October 2018 $750.00 Staff will be alert to signs Child staffing s, &Community hours training on identifying Human Services/ &symptoms of suspected folder reviews, Partnerships &reporting suspected child abuse Management abuse &know how to report &consultations. &neglect. members it in a timely manner.

Family & HS/EHS/EHS-CC staff will Tori Crawford, October 2018 See above Staff will know how to Case by case Community receive up to 45 minutes training FCE Specialist handle cases of suspected situations, monthly Engagement regarding various policies on child abuse and will have reporting & parental involvement in the increased knowledge in center/folder checks classroom, child abuse and how to involve parents in community engagement their classroom Nutrition Staff will receive up to 1.5 hours Katelyn Nelms, February, 2019 $0 Staff will receive and re- Parent and Staff training relating to menu planning Nutrition evaluate menus to meet the feed back Specialist needs of children and CACFP regulations ERSEA Staff will receive up to 1.5 hours ERSEA February, 2019 $750.00 Staff will have the Component center

Item R Page 17 of 17 R 17 of Item

17 1305.1-1305- training on ERSEA Plans, Specialist information &tools checks 1x per year 10 updates/review &recruitment necessary to promote & enrollment of

Page activities &ideas. recruitment of children children & &families. maintenance of a waiting list. Personnel All staff will receive 30 min of Insurance February, 2019 $0 Staff will have current Staff will be updated information on insurance Representative knowledge of personal informed of options. &family insurance options. insurance planning options. Professional All staff will receive up to 30 min Mattie Ferguson, February, 2019 $0 Staff will have a renewed Tracking sheet Development training on meeting required staff PD Specialist motivation for keeping review. educational guidelines. credentials current & meeting guidelines. Education All staff will receive up to 1.5 Susie Mashburn, February, 2019 $0 Staff will have up to date Classroom hour training on Developmentally EC Development info in the education field observations. Appropriate Practices or a current & Curriculum to better prepare students educational topic. Coach for school readiness. T/TA Total Costs: $102,123 Head Start: $39,956 EHS $19,304 EHS-CC $42,863

Item T Page 1 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 1

Weeks of Service: July 30-Aug 3, 2018, Sep 10-14, Oct 22-26, Dec 3-7 Jan 14-18, Feb 25-Mar 1, Apr 8-12, May 20-24, July 1-5, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 1 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk 100% Whole Grain Macaroni & Cheese Ritz Crackers Old-Fashioned Oatmeal Fish Sticks Apple Wedges Broccoli Tropical Fruit

2 1% Unflavored Milk 1% Unflavored Milk Water Cornflakes BBQ Baked Chicken Whole Wheat Peanut Butter Diced Peaches Green Peas Sandwiches Cheesy Mashed Cauliflower/or Cauliflower w/Ranch Dressing Whole Wheat Bread

3 1% Unflavored Milk 1% Unflavored Milk Water Whole Wheat Pancake Whole Wheat Bun Mozzarella Cheese Pears Cheeseburger Wheat Crackers Lettuce/Tomato/Pickle French Fries

4 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Wheat Biscuit Black-eyed Peas w/ Turkey Ham Bits Whole Wheat Cheese Toast or Toast w/ Gravy Carrots Pineapple Tidbits Oranges Cornbread or Corn Muffins

5 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Toasted Oats Beef Burrito w/ Whole Wheat Tortilla Graham Crackers Bananas/or Fruit Mix Tomatoes, Lettuce, Salsa Mandarin Oranges Mexican Rice

This institution is an equal opportunity provider. Item T Page 2 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 2

Weeks of Service

Aug 6-10, 2018, Sep 17-21, Oct 29-Nov 2, Dec 10-14, Jan 22-26, Mar 4-8, Apr 15-19, May 27-May 31, July 8-12, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 6 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Cream of Wheat Grilled Cheese Sandwiches Cheese Itz Applesauce Vegetarian or Pork & Beans French Fries or Tater Tots Fruit Mix

7 1% Unflavored Milk 1% Unflavored Milk Water Whole GrainEnglish Muffin w/ Beef Lasagna or Goulash Yogurt Cup 1oz Cream Cheese Spread with Whole Wheat Pasta WG Pretzels/or Fruit Apricots Green Beans Peaches

8 1% Unflavored Milk 1% Unflavored Milk Water Cheese and Scrambled Eggs King's Ranch Chicken w/ Corn Tortillas Wheat Crackers Whole Wheat Toast Ranch Style Beans Fruit Cocktail Mandarin Oranges

9 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Rice Krispies Chili w/Beans or Taco Soup Banana Bread Pears Lettuce/Tomato Corn Cornbread or Wheat Crackers

10 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Cinnamon Toast Ravioli Animal Crackers Tropical Fruit Green Beans or Celery Sticks w/ Peanut Glazed Carrots Butter Whole Wheat Bread or Roll

This institution is an equal opportunity provider. Item T Page 3 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 3

Weeks of Service Aug 13-17, 2018, Sep 24-28, Nov 5-9, Dec 17-21, Jan 28-Feb 1, Mar 11-15, Apr 22-26, Jun 3-7, July 15-19, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 11 1% Unflavored Milk 1% Unflavored Milk Grape Juice Whole Wheat Pancake Chicken Nuggets Ritz Crackers w/ Syrup Macaroni & Cheese w/ Applesauce Whole Wheat Pasta French Fries Peaches

12 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Rice Krispies Tater Tot Bake w/ Ground Beef Applesauce Muffins Pears Tropical Fruit Mix Whole Wheat Bread

13 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Biscuit w/Jelly Chicken Noodles or Chicken and Rice Cinnamon Toast Pineapple Tidbits w/ Whole Wheat Pasta Peas Fruit Cocktail

14 1% Unflavored Milk 1% Unflavored Milk Water Cream of Wheat Pizza Burgers w/ Whole Wheat Bun Peanut Butter & Peaches Corn Saltines Green Beans

15 1% Unflavored Milk 1% Unflavored Milk Apple Juice Cheese Toast on Whole Pinto Beans Sun chips w/ bean dip Wheat Bread Cheesy Potatoes or Cheesy Cauliflower or Snack Crackers Carrots Cornbread or Corn Muffin

This institution is an equal opportunity provider. Item T Page 4 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 4

Weeks of Service Aug 20-24, 2018, Oct 1-5, Nov 12-16, Dec 24-28, Feb 4-8, Mar 18-22, Apr 29-May 3, Jun 10-14, July 22-26, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 16 1% Unflavored Milk 1% Unflavored Milk Orange Juice Brown Rice Fish Sticks WG Pretzels Fruit Medley Sweet Potato Fries Applesauce w/ Jello Whole Wheat Bread

17 1% Unflavored Milk 1% Unflavored Milk Water Whole Wheat French Meat Lasagna w/ Whole Mozzarella Cheese Toast/ with Syrup Wheat Pasta Wheat Crackers Strawberries Green Beans Pears

18 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk 100% Old-Fashioned Baked Turkey Ham Banana Muffin or Bread Oatmeal Yams Banana Pineapple Whole Wheat Bread or Rolls

19 1% Unflavored Milk 1% Unflavored Milk Water Toasted Oats Beef Stroganoff w/ Whole Cheese & Blueberries Wheat Pasta Wheat Crackers Green Peas Tropical Fruit

20 1% Unflavored Milk 1% Unflavored Milk Apple Juice Cinnamon Toast Bologna and Cheese Sandwich Snack Crackers Peaches w/ Whole Wheat Bread Lettuce and Tomato Mandarin Oranges

This institution is an equal opportunity provider. Item T Page 5 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 5

Weeks of Service Aug 27-Aug 31, 2018, Oct 8-12, Nov 19-23, Dec 31-Jan 4, Feb 11-15, Mar 25-29, May 6-10, Jun 17-21, July 29-Aug 2, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 21 1% Unflavored Milk 1% Unflavored Milk Water Cornflakes Salisbury Steak or Meat Loaf Peanut Butter and Peaches Mashed Potatoes Crackers Spinach/Greens Whole Wheat Roll or Bread

22 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Wheat Waffles Chicken Pot Pie Cheerios w/ Syrup Oranges/Fruit Strawberries & Bananas

23 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Grain English Muffin Mexican Casserole Cheese Crackers Cream Cheese 1oz Spread Fresh Salad Apricots Pears

24 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk 100% Whole Grain Chicken Nuggets Animal Crackers Old-Fashioned Oatmeal Green Beans Apple Wedge Tropical Fruit Whole Wheat Bread

25 1% Unflavored Milk 1% Unflavored Milk Grape Juice Rice Krispies Lima or Great Northern Banana Muffin Fruit Cocktail Beans w/Turkey Ham Bits Fresh Vegetables w/ Ranch Dressing Rosy Applesauce Cornbread or Corn Muffin

This institution is an equal opportunity provider. Item T Page 6 of 18

Head Start Weekly Menu 30 Day Cycle 2018-2019

Week 6

Weeks of Service Sep 3-7, 2018, Oct 15-19, Nov 26-Nov 30, Jan 7-11, Feb 18-22, Apr 1-5, May 13-17, Jun 24-28, Aug 5-9, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 26 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Wheat French Chicken Salad Sandwiches Wheat Crackers Toast or Whole on Whole Wheat Bread Wheat Pancakes Cheesy Potatoes Tropical Fruit Rosy Red Applesauce

27 1% Unflavored Milk 1% Unflavored Milk Water Cheese Toast on Whole Whole Wheat Spaghetti w/ Yogurt Wheat Bread Meat Sauce Fruit Tossed Salad or Mix Vegetable Fruit Cocktail

28 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Toasted Oats Chicken & Dumplings Animal Crackers Pears Beets or Sweet Peas Apple Wedges

29 1% Unflavored Milk 1% Unflavored Milk Water Cream of Wheat Hamburger Stew Apples Slices & Peaches Cheese Slice Peanut Butter Oranges Saltines or Cornbread

30 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Wheat Turkey Ham Zucchini Bread Cinnamon Toast Yams or Mashed Potatoes Pineapple Tidbits Green Beans Whole Wheat Roll or Bread

This institution is an equal opportunity provider. Item T Page 7 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 1

Weeks of Service

July 30-Aug 3, 2018, Sep 10-14, Oct 22-26, Dec 3-7 Jan 14-18, Feb 25-Mar 1, Apr 8-12, May 20-24, July 1-5, 2019

Menu # Snack

1 Milk - 4 oz. or 1/2 cup Whole Grain Pretzels .4oz or fresh fruit or vegetable 1/2 cup

2 Water Cheese - 1/2 oz. Slice Saltines - 4

3 Milk - 4 oz. Cheerios .5 oz or fresh fruit or vegetable 1/2 cup

4 Juice - 4oz. Wheat Crackers - .4 oz.

5 Milk - 4 oz. Fruit - 1/2 cup

This institution is an equal opportunity provider. Item T Page 8 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 2

Weeks of Service

Aug 6-10, 2018, Sep 17-21, Oct 29-Nov 2, Dec 10-14, Jan 22-26, Mar 4-8, Apr 15-19, May 27-May 31, July 8-12, 2019

Menu # Snack

6 Milk - 4 oz. Sunchips .5 oz or fresh fruit or vegetable 1/2 cup

7 Milk - 4 oz. Homemade Trail Mix-raisins, pretzels, chex .5 oz

8 Milk - 4 oz. Fruit - 1/2 cup

9 Juice - 4 oz. Cheese Crackers - .4 oz. or fresh fruit or vegetable 1/2 cup

10 Cheese - 1/2 oz. slice Saltines - 4

This institution is an equal opportunity provider. Item T Page 9 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 3

Weeks of Service Aug 13-17, 2018, Sep 24-28, Nov 5-9, Dec 17-21, Jan 28-Feb 1, Mar 11-15, Apr 22-26, Jun 3-7, July 15-19, 2019

Menu # Snack

11 Milk - 4 oz. Wheat Crackers - .4 oz. or fresh fruit or vegetable 1/2 cup

12 Juice - 4 oz. Snack Crackers - .4 oz.

13 Milk - 4 oz. Fruit - 1/2 cup

14 Milk - 4 oz. Cheerios or fresh fruit or vegetable 1/2 cup

15 Juice - 4 oz. Whole Grain Tortilla w/ Refried Bean dip 2 oz or Snack Crackers

This institution is an equal opportunity provider. Item T Page 10 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 4

Weeks of Service Aug 20-24, 2018, Oct 1-5, Nov 12-16, Dec 24-28, Feb 4-8, Mar 18-22, Apr 29-May 3, Jun 10-14, July 22-26, 2019

Menu # Snack

16 Milk - 4 oz. Chex Cereal or fresh fruit or vegetable 1/2 cup

17 Juice - 4 oz. Saltines - 4

18 Milk - 4 oz. Cheese Crackers - .4 oz. or fresh fruit or vegetable 1/2 cup

19 Milk - 4 oz. Wheat Crackers - .4 oz.

20 Water Cheese - 1/2 oz. Slice Saltines - 4

This institution is an equal opportunity provider. Item T Page 11 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 5

Weeks of Service Aug 27-Aug 31, 2018, Oct 8-12, Nov 19-23, Dec 31-Jan 4, Feb 11-15, Mar 25-29, May 6-10, Jun 17-21, July 29-Aug 2, 2019

Menu # Snack

21 Milk - 4 oz. Whole Grain Pretzels .5 oz

22 Milk - 4 oz. Fruit - 1/2 cup

23 Juice - 4 oz. Snack Crackers - .4 oz.

24 Milk - 4 oz. Cheerios .5 oz or fresh fruit or vegetable 1/2 cup

25 Milk - 4 oz. Cheese Itz

This institution is an equal opportunity provider. Item T Page 12 of 18

Battiest Head Start Weekly Snack Menu 30 Day Cycle 2018-2019

Week 6

Weeks of Service Sep 3-7, 2018, Oct 15-19, Nov 26-Nov 30, Jan 7-11, Feb 18-22, Apr 1-5, May 13-17, Jun 24-28, Aug 5-9, 2019

Menu # Snack

26 Milk - 4 oz. Fruit - 1/2 cup

27 Milk - 4 oz. Wheat Crackers - .4 oz.

28 Juice - 4 oz. Sunchips .5 oz

29 Water Cheese - 1/2 oz. Slice Saltines - 4

30 Milk - 4 oz. Cheese Crackers - .4 oz. or fresh fruit or vegetable 1/2 cup

This institution is an equal opportunity provider. Item T Page 13 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 1

Weeks of Service: July 30-Aug 3, 2018, Sep 10-14, Oct 22-26, Dec 3-7 Jan 14-18, Feb 25-Mar 1, Apr 8-12, May 20-24, July 1-5, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 1 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk 100% Whole Grain Macaroni & Cheese Ritz Crackers Old-Fashioned Oatmeal Fish Sticks Applesauce Broccoli Tropical Fruit

2 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Whole Wheat Peanut Butter Cornflakes BBQ Baked Chicken Sandwiches Diced Peaches Green Peas Cheesy Mashed Cauliflower Whole Wheat Bread

3 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Mozzarella Cheese Whole Wheat Pancake Whole Wheat Bun Wheat Crackers Diced Pears Cheeseburger French Fries Diced Tropical Fruit

4 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Whole Wheat Biscuit Black-eyed Peas w/ Turkey Ham Bits Chex Cereal or or Toast w/gravy Carrots Whole Wheat Cheese Toast Pineapple Tidbits Oranges Cornbread or Corn Muffins

5 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Toasted Oats Beef Burrito w/ Wheat Tortilla Graham Crackers Bananas/or Fruit Mix Black Beans Mandarin Oranges Mexican Rice

This institution is an equal opportunity provider. Item T Page 14 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 2

Weeks of Service

Aug 6-10, 2018, Sep 17-21, Oct 29-Nov 2, Dec 10-14, Jan 22-26, Mar 4-8, Apr 15-19, May 27-May 31, July 8-12, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 6 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Cream of Wheat Grilled Cheese Sandwiches Cheese Itz Applesauce Vegetarian or Pork & Beans French Fries or Tater Tots Diced Fruit Mix

7 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Yogurt Cup Whole Grain English Muffin w/ Beef Lasagna or Goulash Banana 1oz Cream Cheese Spread with Whole Wheat Noodle Apricots-Diced Green Beans Diced Peaches

8 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Cheese Slice and Wheat Scrambled Eggs King Ranch Chicken w/ Corn Tortillas Crackers Whole Wheat Toast Ranch Style Beans Fruit Cocktail-Diced Mandarin Oranges

9 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Rice Krispies Chili w/Beans or Taco Soup Banana Bread Diced Pears Lettuce/Tomato Cream Corn Cornbread or Wheat Crackers

10 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Cinnamon Toast Ravioli Animal Crackers Diced Tropical Fruit Green Beans Glazed Carrots-Sliced Whole Wheat Roll or Bread

This institution is an equal opportunity provider. Item T Page 15 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 3

Weeks of Service Aug 13-17, 2018, Sep 24-28, Nov 5-9, Dec 17-21, Jan 28-Feb 1, Mar 11-15, Apr 22-26, Jun 3-7, July 15-19, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 11 1% Unflavored Milk 1% Unflavored Milk Grape Juice Whole Milk Whole Milk Ritz Crackers Whole Wheat Pancake Chicken Nuggets Applesauce Macaroni & Cheese w/ Whole Wheat Pasta French Fries Diced Peaches

12 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Rice Krispies Tater Tot Bake w/ Ground Beef Applesauce Muffins Diced Pears Diced Tropical Fruit Mix Whole Wheat Bread

13 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Biscuit w/Jelly Chicken Noodles or Chicken and Rice Cinnamon Toast Pineapple Tidbits w/ Whole Wheat Pasta Peas Diced Fruit Cocktail

14 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Peanut Butter & Cream of Wheat Pizza Burgers w/ Whole Wheat Bun Saltines Diced Peaches Cream Corn Green Beans

15 1% Unflavored Milk 1% Unflavored Milk Apple Juice Whole Milk Whole Milk Sun Chips w/ Bean Dip Cheese Toast on Whole Pinto Beans or Snack Crackers Wheat Bread Cheesy Potatoes or Cheesy Cauliflower Fruit Carrots-Sliced Cornbread or Corn Muffin

This institution is an equal opportunity provider. Item T Page 16 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 4

Weeks of Service Aug 20-24, 2018, Oct 1-5, Nov 12-16, Dec 24-28, Feb 4-8, Mar 18-22, Apr 29-May 3, Jun 10-14, July 22-26, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 16 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Brown Rice Fish Sticks Snack Crackers Diced Fruit Mix Sweet Potato Fries Applesauce w/ Jello Whole Wheat Bread

17 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Mozzarella Cheese Whole Wheat French Meat Lasagna w/ Whole Wheat Crackers Toast/ with Syrup Wheat Pasta Strawberries-Sliced Green Beans Diced Pears

18 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk 100% Old-Fashioned Baked Turkey Ham Banana Muffin or Bread Oatmeal Yams Banana Pineapple Tidbits Whole Wheat Bread or Rolls

19 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Cheese & Toasted Oats Beef Stroganoff w/ Whole Wheat Crackers Blueberries Wheat Pasta Green Peas Diced Tropical Fruit

20 1% Unflavored Milk 1% Unflavored Milk Apple Juice Whole Milk Whole Milk Snack Crackers Cinnamon Toast Bologna and Cheese Sandwich Diced Peaches w/ Whole Wheat Bread Vegetarian or Pork & Beans Mandarin Oranges

This institution is an equal opportunity provider. Item T Page 17 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 5

Weeks of Service Aug 27-Aug 31, 2018, Oct 8-12, Nov 19-23, Dec 31-Jan 4, Feb 11-15, Mar 25-29, May 6-10, Jun 17-21, July 29-Aug 2, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 21 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Peanut Butter and Crackers Cornflakes Salisbury Steak or Meat Loaf Diced Peaches Mashed Potatoes Spinach/Greens Whole Wheat Roll or Bread

22 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Whole Wheat Waffles Chicken Pot Pie Cheerios Strawberries & Oranges/Fruit-Diced Bananas

23 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Whole Grain English Muffin Mexican Casserole Cheese Crackers Cream Cheese 1oz Spread Cream Corn Apricots-Diced Diced Pears

24 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk 100% Whole Grain Chicken Nuggets Graham Crackers Old-Fashioned Oatmeal Green Beans or Animal Crackers Applesauce Diced Tropical Fruit Bread

25 1% Unflavored Milk 1% Unflavored Milk Grape Juice Whole Milk Whole Milk Banana Muffin Rice Krispies Lima or Great Northern Diced Fruit Cocktail Beans w/Turkey Ham Bits Fresh Vegetables w/ Ranch Dressing Rosy Applesauce Cornbread or Corn Muffin

This institution is an equal opportunity provider. Item T Page 18 of 18

Early Head Start & Early Head Start Child Care Weekly Menu 30 Day Cycle 2018-2019

Week 6

Weeks of Service Sep 3-7, 2018, Oct 15-19, Nov 26-Nov 30, Jan 7-11, Feb 18-22, Apr 1-5, May 13-17, Jun 24-28, Aug 5-9, 2019

MENU NUMBER BREAKFAST LUNCH SUPPLEMENT 26 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Whole Wheat French Chicken Salad Sandwiches Wheat Crackers Toast or Whole on Whole Wheat Bread Wheat Pancakes Cheesy Potatoes Diced Tropical Fruit Rosy Red Applesauce

27 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Yogurt Cup Cheese Toast on Whole Whole Wheat Spaghetti w/ Banana or Fruit Wheat Bread Meat Sauce Tossed Salad or Mix Vegetable Diced Fruit Cocktail

28 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Toasted Oats Chicken & Dumplings Animal Crackers Diced Pears Beets or Sweet Peas Applesauce

29 1% Unflavored Milk 1% Unflavored Milk Water Whole Milk Whole Milk Apples Slices & Cream of Wheat Hamburger Stew Peanut Butter Diced Peaches Cheese Slice Oranges Saltines or Cornbread

30 1% Unflavored Milk 1% Unflavored Milk 1% Unflavored Milk Whole Milk Whole Milk Whole Milk Whole Wheat Turkey Ham Zucchini Bread Cinnamon Toast Yams or Mashed Potatoes Pineapple Tidbits Green Beans Whole Wheat Roll or Bread

This institution is an equal opportunity provider. Item U Page 1 of 8 8 U U of 1 Item Item Page Page Item U Page 2 of 8 8 U U of 2 Item Item Page Page Item U Page 3 of 8 8 U U of 3 Item Item Page Page Item U Page 4 of 8 8 U U of 4 Item Item Page Page Item U Page 5 of 8 8 U U of 5 Item Item Page Page Item U Page 6 of 8 8 U U of 6 Item Item Page Page Item U Page 7 of 8 8 U U of 7 Item Item Page Page Item U Page 8 of 8 8 U U of 8 Item Item Page Page Item V Page 1 of 3 Little Dixie C.A.A., Inc. Head Start/Early Head Start/Early Head Start-Child Care Policy Council 400 South “K” Street Hugo, OK 74743

July 17, 2018 MINUTES

The Little Dixie Community Action Agency’s Head Start/Early Head Start/EHS-CC Policy Council met on Tuesday, July 17, 2018 at 10:30 a.m. at 400 S. “K” Street in Hugo, Oklahoma. Notice of time, place and agenda of meeting was posted within prominent view at 400 S. “K” Street, Hugo, Oklahoma twenty-four (24) hours prior to the meeting.

The meeting was called to order at 10:34 a.m. by Cathrine Oliva, Chairperson. Members present were: Elizabeth Berry, Antlers EHS; Cathrine Oliva, Boswell II; Breanna Pemberton, Ft. Towson; Chris Laman, Hugo IV; Haley Jimenez, Idabel EHS; Jordyn Guest, Valliant II; Linda Bray, Turner Learning Center; Harolynn Wofford, Jessica Bozeman and Toni Love, Community Representatives.

HS/EHS/EHS-CC staff present included: Darla Galyon, HS/EHS/EHS-CC Director; Jordan Mack, HS/EHS Assistant Director; Dena Brown, EHS-CC Assistant Director; Lori Henry, Program Secretary; Marsha Zulkey, Health Specialist; Ronda Spear, Assistant Health Specialist; Susie Mashburn, ECE & CC Specialist; Katelyn Nelms, Nutrition Specialist; Johonna House, Nutrition Assistant; Mattie Ferguson, Professional Development Specialist; Zachary Turner, ERSEA/ Professional Development Assistant; and Rita Burke, Disability/Mental Health Specialist.

Consideration and Vote to accept the Minutes from the June 19, 2018 meeting: Jordyn Guest made a motion to approve the minutes as written and Harolynn Wofford seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Enter into Executive Session to Discuss the employment, transfer, hiring, appointment, promotion, demotion, or disciplining of employees. Darla Galyon explained the Executive Session process to the new members. There was no motion made to go into executive session.

Consideration, Discussion and Vote to Approve the employment of Kim Weatherford, transfer for EHS-CC Family Advocate to Assistant ERSEA/Professional Development Specialist; Jolinda Jamison, transfer from Substitute to Idabel EHS Caregiver; Misty Dill, transfer from Substitute to Hugo II Certified Teacher; Amanda Brewer, transfer from Broken Bow III Cook to Broken Bow III Teacher Assistant; Jonnalyn Trotter, transfer from Substitute to Antlers EHS Caregiver Aide; Abby Virden, Antlers EHS Caregiver; and Zachary Turner, transfer from Assistant ERSEA/Professional Development Specialist to AmeriCorps Planning and Development Specialist pursuant to LDCAA Okla. Stat. title 25, § 307(B)(1): Toni Love made a motion to approve and Jordyn Guest seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the 2017-2018 Self-Assessment Report: Darla Galyon, HS/EHS/EHS-CC Director provided copies and an overview of the report and answered all questions the council members had. Harolynn Wofford made a motion to approve and Haley Jimenez seconded the motion. The motion carried.

Item V Page 2 of 3 Consideration, Discussion and Vote to Approve the 2018-2019 Transportation Waiver: Jordan Mack, Assistant HS/EHS Director explained to the council that this was an annual renewal for the mandated use of child restraint systems and the requirement that each bus have a least one bus monitor. This would be a waiver for Head Start’s compliance with these requirements. Without this waiver, it would result in a significant disruption to the program and wouldn’t be in the best interest of the children. Harolynn Wofford made a motion to approve and Elizabeth Berry seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve Darla Galyon (HS/EHS/EHS-CC Director) and Zachary Turner (AmeriCorps Planning and Development Specialist) as the E-Rate Purchasing Agents for the 2018-2019 School Year: Darla Galyon, HS/EHS/EHS-CC Director explained that this authorization for E-Rate allows herself and Zachary Turner, AmeriCorps Planning & Development Specialist to be the Purchasing Agents for E-Rate and to make changes where needed. Jessica Bozeman made a motion to approve and Chris Laman seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the 2018-2019 Pay Scale: Darla Galyon, HS/EHS/EHS-CC Director provided an overview of the pay scale that reflected the 2.6% COLA adjustment and answered questions that were asked by the council members present. Chris Laman made a motion to approve and Jessica Bozeman seconded the motion. The motion carried.

Consideration, Discussion and Vote to accept HS, EHS, SAF, Community Facilities, AmeriCorps, OECP, USDA, and Non-Fed May, 2018 Financial Statements and Credit Card Distribution Reports and Presentation of June, 2018 Financial Statements and Credit Card Distribution Reports: Darla Galyon reviewed the financial statements and Credit Card Distribution Report with the Council. It was recommended by Jessica Bozeman who made a motion to approve and Chris Laman seconded the motion. The motion carried.

HS/EHS/EHS-CC Child Outcomes/Assessment Results for Spring 2017-2018-Susie Mashburn, Education Specialist: Susie Mashburn provide a power point along with handouts and overview/discussion with members.

Policy Council Training: School Readiness and Transitioning-Susie Mashburn and Rita Burke: Susie Mashburn, Education Specialist provided a handout and overview of school readiness and answered questions from the council. Rita Burk, Disability/Mental Health Specialist provided a handout along with an overview of the transition process.

Other Reports/Announcements: i. Recruitment & Enrollment Update/Enrollment and Attendance Report – Jordan Mack, HS/EHS Assistant Director: Jordan Mack, HS/EHS Assistant Director stated that Head Start is at 295 children accepted for the 2018/2019 and that 429 is needed for the funded enrollment. Mrs. Mack stated that she is screening applications daily. Mrs. Mack reported that attendance for Head Start was. 85%. Early Head Start has 2 openings in Idabel and attendance is 77.07%, and Early Head Start-Child Care attendance is 85% and currently is full with 132 children enrolled. Mrs. Mack also stated that the program was actively recruiting and ask the council to help by spreading the word to family and friends. ii. Governing Board Report: Mrs. Wofford- Mrs. Wofford provided an overview of the Governing Board meeting items stating that all HS/EHS/EHS-CC items were approved. iii. USDA Meals and Snack Report-Katelyn Nelms, Nutrition Specialist provided a Item V Page 3 of 3 copy and an overview summary of meals and snacks served. iv. OHS Communications and Guidance-Darla Galyon-All OHS Communications and Guidance received since the last council meeting were provided and reviewed with council members. v. Program Summary Report-Darla Galyon presented the HS/EHS/EHS-CC Program Summary for the council to review.

There being no other business to come before the board, Jordyn Guest made a motion to adjourn and Harolynn Wofford seconded the motion. The motion carried and the meeting was adjourned.

______Catherine Oliva, Chairperson Chris Laman, Secretary Item W voting begins state farm august 15 th Neighborhood Assist

WE HAVE BEEN SELECTED!! LDCAA is in the top 10% of applicants for the State Farm Neighborhood Assist Grant. This grant is proposing to strengthen and improve the educational environment at the Broken Bow ELC by incorporating innovative approaches to learning. We are proposing to use these funds to purchase developmentally-appropriate technology solutions to improve educational achievement levels of children enrolled. Overall, the project will assist children in strengthening their foundation for school readiness and success.

Please follow the link below to vote for our proposal. Voting begins August 15th and ends August 24th. You will be receiving reminder emails throughout the next two weeks. If you have any questions, please contact Macy Self at [email protected] or (580) 326-3351

https://www.neighborhoodassist.com/entry/2012846

Top 10% of Applicants Item X Page 1 of 2 Item X Page 2 of 2 8/8/2018 What's New on the Early Childhood Learning and Knowledge Center (ECLKC) Item Z Page 1 of 29 View the web version Go to ECLKC

Explore the content posted to the Early Childhood Learning and Knowledge Center (ECLKC) last month. These resources and email announcements may be helpful for Head Start programs and other early childhood staff. Find tools and information related to your work with children and families. Select the links below to get started.

Links to several items have been corrected from the previous version of this email. News from the Office of Head Start

ACF-PI-HS-18-04 Full Enrollment Initiative Available in Spanish (español)

Introducing the Director of the Office of Head Start – Meet Dr. Deborah Bergeron (email) Available in Spanish (español) (email)

Program Information Report files Program Information Report 2017–2018 Form Program Information Report 2017–2018 Change Highlights Program Information Report 2017–2018 Performance Indicator Formulas Program Information Report 2017–2018 XML Import Format Program Information Report 2017–2018 Document Revision History

Celebrating Special Fathers Federal Register Alert: Applications for New Awards; Child Care Access Means Parents in School Program (email) Grants Notice: Center for Research on Hispanic Children and Families (email) Grant Notice: Child Care Access Means Parents in School (CCAMPIS) (email) T/TA Resources

Early Childhood Development, Teaching, and Learning:

Disabilities Newsletter Issue 15: Supporting Children Who Are Dual Language Learners (DLLs) with Disabilities or Suspected Delays (email) Exploring Your Curriculum: A Quick Guide for Teachers and Family Child Care Providers Home Visitor Series: Challenging Situations in Home Visiting (webinar)

Making It Work Webinar: Exploring the Guide for Implementing Cultural Learning Experiences in AIAN Settings (webinar) Serving Children with Disabilities and the 10 Percent Eligibility Requirement

Early Head Start-Child Care Partnerships:

Implementing and Sustaining Successful Early Head Start-Child Care Partnerships (webinar)

Health:

Brush Up on Oral Health: Babies and Pacifier Use http://hsicc.cmail19.com/t/ViewEmail/j/B9AB2D1BA6D271392540EF23F30FEDED/07389D11AC7F23417EEA1DAE616D4B3C 1/3 8/8/2018 What's New on the Early Childhood Learning and Knowledge Center (ECLKC) Item Z Responsive Feeding Page 2 of 29 Supporting Healthy Eating at Home Responsive Feeding: What to Know Before You Go Responsive Feeding: During the Visit Responsive Feeding: For Expectant Families Responsive Feeding Webinar Series Parent Provides. Child Decides. Family Mealtime Building Healthy Mealtime Habits

Tips for Keeping Children Safe on the Playground Available in Spanish (español)

In Spanish: Active Supervision on Buses Healthy Children Are Ready to Learn Keeping Children Safe in Vehicles: A Guide for Families and Caregivers Preparing for Tornado Season

Parent, Family, and Community Engagement:

Building Foundations for Economic Mobility Newsletter: June 2018 (email) Celebrating What Fathers Do Every Day: Wall Posters Available in Spanish (español)

Engaging Fathers Fatherhood Connection E-Resource Flash: No. 8 (email)

Professional Development:

Early Childhood Credential Planning and Implementation Guide Healthy Home Visiting Upcoming Events for July

July 10: Infant and Toddler Explorers: Building STEAM Skills from the Start July 12: WIC & Head Start Better Together: Lessons from Connecticut’s Project to Coordinate Family Services July 16–18: 2018 QRIS National Meeting July 17: Implementing Otoacoustic Emissions (OAE) Hearing Screening and Follow-up July 17: Live Chats with the Head Start Disabilities/Inclusion Network July 18: MyPeers Orientation July 18: Making the Most of MyPeers: Advanced Orientation Webinar July 19: Connecting to Community Health and Wellness Partners to Enhance Professional Development July 23: MyPeers Orientation July 25: Data: What Does It Mean for Coaches?

Stay Connected. Follow the Office of Head Start on Twitter, Facebook, and Google+. Visit the Family Room blog to learn more about the activities of the Administration for Children and Families (ACF).

Office of Head Start (OHS) | 330 C Street, SW | 4th Floor Mary E. Switzer Building | Washington, DC 20201 http://hsicc.cmail19.com/t/ViewEmail/j/B9AB2D1BA6D271392540EF23F30FEDED/07389D11AC7F23417EEA1DAE616D4B3C 2/3 Item Z Page 3 of 29

Program Summary Head Start/Early Head Start/Early Head Start-Child Care August 14, 2018

Eligibility, Recruitment, Selection, Enrollment & Attendance

Children for the 2018 – 2019 school year are currently being enrolled into the program. Classes begin as soon as August 1st 2018 this school year. Openings are still available in all locations within the 3 county service area. Early Head Start and Early Head Start-Child Care are fully enrolled at this time. We are however actively working on the waiting list for these programs.

Family & Community Engagement

For the month of July we had 9 parents that participated in the Parent Meeting (Head Start out for the summer). At the end of July, 2018 we have 526 out of 571 families in HS/EHS/EHS-CC, of those there is 92 % participation in the FPA process. In the Parent Ready to Read in July we had 31 with a total of 687 year to date. The Love and Logic parenting curriculum is slowly doing well and I’m very optimistic that we are going to have more parents participate; we will start Love and Logic classes for Head Start parents starting in August. We will be offering it more often this year in hope to increase parent participation. Books Building Bridges Initiative for Head Start will pick back up in September.

Father Involvement

The activities for the month of July were making an American flag out of construction paper. We had fathers/grandfather/uncles and other adults that were there for Dad’s Day. For the month of July the total was 12 with 5 being male figure. There were also 10 dads/father figures that participated in July parent meetings.

Nutrition

Preparations for the 2018-2019 school year have been completed. Early Head Start and Early Head Start – Child Care Folder checks are under way for the 3rd Quarter. 1st Semester Folder Check for Head Start has begun as well as the 1st round of Child and Adult Care Food Program On-Site Monitor visits. During the 1st semester Head Start folder checks the Nutrition Specialist and Assistant will address any special diets that require accommodations and also assess the growth assessment for child regarding their BMI. New Menus for the 2018-2019 school year have been disbursed to each center within Head Start, Early Head Start, and Early Head Start-Child Care. The Nutrition component is also working on the renewal of the Child and Adult Food Care Program Application that is due by October 2018.

Education

July offers great challenges as the 2018-19 school year is upon us. School supplies and materials are being ordered to place in classrooms. A presentation of Final Outcomes has been presented to the Item Z Page 4 of 29

Governing Board and Policy Council. Pre-Service has been accomplished. New teaching staff are being placed in classrooms. As students enroll, Teaching Strategies GOLD and Ages & Stages Questionnaires will be updated for the coming year.

AmeriCorps Program

The Little Dixie School Readiness AmeriCorps Program is gearing up for a successful 2018-2019 school year. We have begun recruiting members and have started scheduling interviews. Zach Turner attended a recruitment event at the Kiamichi Technology Center in Idabel. We continue to receive inquiries and applications daily, but if you know of someone who may be interested, please have them call Zach Turner at 580-326-7581 for more information and an application.

Health

During the month of July we have been purchasing supplies and delivering to the Early Head Start Centers. We have also been purchasing school supplies for all Head Start centers to begin school. Pre- Service has been completed and we are ready to start screening the childen for hearing, vision and speech.

Professional Development

The month of July is always busy for Professional Development as we are preparing for Pre-Service. This year Pre-Service was held July 23-26 at the Kiamichi Technology Center in Hugo. Staff from both Head Start and Early Head Start was in attendance along with staff from our Partnership sites. Pre- Service training kicks off the year for our Head Start staff that has been on summer break.

A variety of training topics were covered including several classroom education presentations by the Education/Curriculum Coach. Nutrition topics and the promotion of family style dining were reiterated as well. HS/EHS received breakout trainings specific to their position with the Nutrition Specialist and Assistant. Family and Community Engagement encouraged staff to have parents actively involved in their child’s classroom and educational goals. Training from Zen Gee with Zen Gee Counseling relating to working with children who display challenging behaviors was presented along with raising staff awareness for autism. All classroom staff in attendance created Professional Development Plans which outline their professional goals for the year. Staff was trained on several health and safety topics including medication administration and workplace safety presented by the agency risk manager W.F. Grammer.

Disabilities/Mental Health/Transition

Currently, we have 15 Early Head Start-Child Care children that have been identified by Sooner start as eligible for services. They are receiving services at the EHS-CC centers. Seven other EHS-CC children are in the referral process to Sooner Start. Sooner Start Staff are also providing services to five Early Head Start children. In Head Start, we have 51 students on IEPs that are receiving services from the public schools. Screenings are being done in the areas of vision, hearing, speech, and the Item Z Page 5 of 29

developmental areas of motor skills, communication, problem solving, personal-social and social- emotional skills.

The Mental Health Consultant will provide classroom observations in every classroom the first semester of the 2018-19 school year. Parents are able to request services and referrals can be made for evaluation and counseling for those children. The Mental Health Consultant provided training to the Little Dixie staff on behavior challenges and issues during pre-service on July 26. Each staff member received “A Behavior Action Guide” for use in the classroom.

At the Early Head Start-Child Care Centers and the Early Head Start Centers, staff have been providing transition activities for children ages 2 ½ to 3 years old to promote a smoother transition to the next level of child care.

Item Z Page 6 of 29

MEALS SERVED TO CHILDREN LITTLE DIXIE HEAD START/EHS 12 Month Summary

Children that eat 2 meals and a snack at Little Dixie Head Start/ EHS receives 1/2 to 2/3 of their daily nutritional needs.

Month Breakfast Lunch Snack Monthly Total July-17 586 624 594 1804 August-17 4170 4190 5031 13391 September-17 5121 5136 6111 16368 October-17 5218 5196 6641 17055 November-17 4362 4417 5412 14191 December-17 2968 2999 3592 9559 January-18 4488 4524 5829 14841 February-18 4363 4412 5590 14365 March-18 4320 4353 5312 13985 April-18 4640 4689 5971 15300 May-18 3381 3384 3935 10700 June-18 531 604 533 1668

YEARLY TOTALS 44148 44528 54551 143227 Item Z June 2018 EHS Time and Attendance Page 7 of 29 As of 6/30/18 ENROLLED DROPPED ATTENDANCE Previously Monthly YTD Previously Monthly YTD Currently 30 Day Date Kid Monthly CENTER Enrolled Enrolled Enrolled Dropped Drop Drop Enrolled AI Count Dropped Days ADA Antlers 36 3 39 13 7 20 19 1 7 6/22/2018 20 73.88% Hugo 17 0 17 5 2 7 10 0 2 6/10/2018 20 79.62% Idabel 22 0 22 10 1 11 11 0 1 6/4/2018 20 75.68%

TOTALS 75 0 78 28 10 38 40 1 10 75.86% Page 7 Item of 29 Z Item Z Page 8 of 29

EHS Attendance Analysis June 2018

Upon reviewing attendance for the month of June 2018 it was determined processes implemented in May 2018 were showing results in improvement in families just keeping their children at home to spend the day with them. The reasons for absences were a majority of sick children. The new attendance agreement form has been developed to instill a sense of collaborative responsibility between teaching staff and families to maintain an 85% attendance rate which seems to be making an impact in the reason families are reporting children are absent. These processes will continue to be focused on within the daily processes. Item Z Page 9 of 29

2018 June EHS-CC Time and Attendance As of 6/30/18 ENROLLED DROPPED ATTENDANCE Previously Monthly YTD Previously Monthly YTD Currently 30 Day Date Kid Monthly CENTER Enrolled Enrolled Enrolled Dropped Drop Drop Enrolled AI Count Dropped Days ADA ELC-Antlers 17 0 17 9 0 9 8 0 20 91.25% ELC-Broken Bow 43 1 44 19 1 20 24 1 1 6/27/2018 20 85.83% ELC-Hugo 20 1 21 8 1 9 12 0 1 6/1/2018 20 80.44% ELC-Idabel 31 2 33 16 1 17 16 3 1 6/6/2018 20 89.69% ELC-Swink 12 1 13 6 0 6 7 4 20 78.40% Giggle Time 22 0 22 10 1 11 11 0 1 6/28/2018 21 80.88% The LearningTree 82 2 84 42 2 44 40 1 2 6/18/2018 21 85.87% Turner Learning 19 0 19 7 0 7 12 5 21 92.46%

TOTALS 246 253 117 123 130 14 6 85.95% Page 9 Item of 29 Z Item Z Page 10 of 29

dliiltiiHti&raurLIES Office * of Head Start I R6gion Vl | 1301 Young St. Suite 937, Dallas, TX 75202 | www.oclkc.ohs.acf.hhs.gov

July 24,2018

Mr. Brent Franks, Board Chairperson Little Dixie Community Action Agency, lnc. 209 North 4th Skeet Hugo, OK 74743-3809

Re: Grant Number 06CH7099

Dear Mr. Franks,

This letter is in response to the July 18, 2018 request to waive provisions of 45 C.F.R. Part 1303 pursuant to the criteria defined in 45 C.F.R. $ 1303.70(c).

Your request is consistent with the regulatory requirements, and waivers are approved for the following provisions:

45 C.F.R. S 1303.71(d) and $ 1303.72(a)(1) - Child Restraint Systems 45 C.F.R. S 1303.72(aX4) - Bus Monitors

This waiver is effective for the 2018-2019 program year.

Please be advised that requests for a waiver must be approved annually.

Please contact Kaleigh Rigdon, assigned Program Specialist at (2141767-8857 or [email protected] if you have further questions on this matter. --'uhlSincerely,

Region Vl Management Office of Head Start

cc: Darla Galyon, Executive Director Rebecca Reynolds, Head StarUEarly Head Start Director Catherine Oliva, Policy Council Chair Item Z Page 11 of 29

July 5, 2018

Ms. Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Re: Contracts: 16778 CSBG Discretionary 16 (Captain); 16590 CSBG 16; 16669 SAF/CAA 17; 16677 SAF/CAA-HS 17; 16580 DHS 15; 16857 DHS 16; 16638 DOE 16

Dear Ms. Reynolds:

Our office has received your June 28, 2018, response to the agency’s August 1-9, 2017, monitoring visit. As noted in your response, Requirement #2 and Corrective Action #3 remain open and will be addressed by September 30, 2018. Since your 2018 monitoring review will be conducted prior to the corrective action target date, ODOC will incorporate the remaining two correctives actions into your 2018 report.

Your 2017 Technical Assistance Plan (TAP) shows the two remaining Organization Standards, 7.1, and 7.2, as being addressed by September 30, 2018. To avoid showing them as unmet again for 2018, LDCAA must provide ODOC with documentation showing they have been met by September 30, 2018. As a reminder, all Organizational Standard documentation must be uploaded to the new tracking system by October 1, 2018. Please note that multiple instances of unmet target dates can result in further action by ODOC.

This letter closes your 2017 monitoring review. If you have questions please contact Sarah Rodefeld at (405) 243-0312 or by email at [email protected].

Sincerely,

Alicia Hibbets, Director of Programs – Monitoring Community Development Services

Item Z Page 12 of 29 Item Z Page 13 of 29 Item Z Page 14 of 29 Page 14 Item of 29 Z Item Z Page 15 of 29

July 19, 2018

Ms. Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Re: Contracts: 17024 CSBG Discretionary 17 (Captain); 16874 CSBG 17; 16927 SAF/CAA 18; 16950 SAF/CAA-HS 18; 17101 DHS 17; 16895 DOE 17

Dear Ms. Reynolds:

The monitoring of the above contracts administered through the Oklahoma Department of Commerce was conducted July 10-17, 2018. The onsite visit included a review of your financial records and documentation on program accomplishments. The monitoring also consisted of a review of human resource documentation, By-Laws, Affirmative Action policies, applicant (client) appeals procedures, the chart of accounts, Captain/ROMA, cash receipts journal, cash disbursements journal, and general ledger for each contract.

The enclosed monitoring report details the monitoring observations and results for the monitoring visit. Please respond to the corrective actions on or before August 20, 2018.

We extend our thanks and appreciation to your agency Board, Management, and Staff for their cooperation and assistance during the review. If you have any questions, please contact Sarah Rodefeld at (405) 243-0312 or by email at [email protected].

Sincerely,

Alicia Hibbets, Director of Programs – Monitoring Community Development Services

Item Z Page 16 of 29

MONITORING REPORT OKLAHOMA DEPARTMENT OF COMMERCE

Little Dixie Community Action Agency Hugo, Oklahoma

Dates July 10-13, 2018 July 16-17, 2018

ODOC Liaison Sarah Rodefeld

Agency Overview Little Dixie Community Action Agency (LDCAA) serves low-income individuals and families living in Pushmataha, Choctaw and McCurtain Counties in Southeast Oklahoma. In 2017, LDCAA received funds through the Office of Community Development/Citizen Empowerment Team for the CSBG, DOE, DHS, SAF/CAA, SAF/CAA-HS and CSBG Discretionary Fund (Captain) contracts.

In total for 2017, Little Dixie Community Action Agency provided the following agency-wide services to residents in their service area: -2,072 Families -1,280 children -82,077 volunteer hours -402 community partners

The agency’s Head Start program serves three- and four-year-old children within 29 classrooms in Choctaw, Pushmataha and McCurtain Counties. Early Head start serves children from six weeks to three years in three centers throughout their three counties. The Early Head Start Child Care program that was implemented in 2015 serves children six weeks to three years in eight childcare collaborations. Last year, 503 Head Start, 61 Early Head Start, and 184 Early Head Start-Child Care children were served.

Under the AmeriCorps program, members serve as tutors for the Head Start and Early Head Start classrooms that are located in McCurtain, Choctaw and Pushmataha counties. In 2017, members provided 900 hours of individualized support to more than 625 children. In return for their service, members receive a living allowance while serving and an education award upon completion of their hours. The educational award can be used at any Title IV college or vocational school and can be used to pay for student loans.

LDCAA’s Youth First program utilizes the “Strengthening Families Program.” The program provides intervention and case management services to at-risk youth ages 10-17 who reside in LDCAA’s three county service area. In 2017, the program served 30 at-risk youth and their families.

Little Dixie is the lead entity of one of ten communities designated nationally as a Rural IMPACT (Integrated Models for Parents and Children to Thrive) demonstration site. The program works to reduce child poverty by leveraging technology, creating partnerships, and exploring new models of program delivery to ensure that all children have an opportunity to succeed. This demonstration is administered by the US Department of Health and Human Services and is being implemented in collaboration with numerous federal agencies that include the US Departments of Agriculture, Education and Labor and the Item Z Page 17 of 29

Corporation for National and Community Service. LDCAA’s primary partner locally is the Choctaw Nation of Oklahoma, Workforce and Department of Rehabilitation Services.

Through nutritional specialists, the agency’s Child and Adult Food Care Program (CACFP), provides guidance on nutrition and record keeping to daycare home providers with an incentive to serve nutritious meals through a reimbursement program. In 2017, the program, funded by the USDA and administered through the Oklahoma Department of Education, served 100 children and had a participation of 160 Day Care homes.

Little Dixie’s Court Appointed Special Advocate (CASA) program provides advocates to children who have been declared as abused, neglected, or abandoned. CASA volunteers advocate for these children to ensure they are not lost in the legal system and generally stay with the child until they are placed in a safe and permanent home. In 2017, 49 volunteers served 118 children.

LDCAA’s Mentoring Program is funded through the Office of Juvenile Justice and Delinquency Prevention through a sub grant from the Mid-Atlantic Network of Youth and Family Services (MANY). MANY is a national network designed to strengthen outcomes for youth and young adults at risk for delinquency or victimization. In 2017, 110 youth were served through a group of 100 volunteers.

Little Dixie’s Victims Advocacy Services, funded by VOCA, started in July 2015. The program provides services to victims that include assisting primary and secondary victims of crime with the stabilization of their lives after victimization. They also assist victims in understanding the criminal justice system; provide assistance with compensation and restitution forms as well as to respond to the basic emotional and physical needs of the victim. In 2017, 414 victims were served in LDCAA’s three county service area.

The Drug-Free Communities (DFC) program, funded by the Substance Abuse and Mental Health Services Administration completed its fifth year in 2017. The program targets adults and youth in grades 6-12 and helps to reduce substance use and strengthen community collaboration. The agency is in the process of re- applying for this program for another five-year period.

LDCAA’s Healthy Start Tri-County Program started in 2014 through a grant from the Department of Health and Human Services. The goal of the program is to reduce and and/or prevent infant mortality rates in high-risk areas. The initiative also seeks to address issues/causes surrounding low birth weight, preterm birth, maternal mortality and maternal morbidity. The program reaches out and connects pregnant women and new mothers with health care and other resources to help improve women’s health before, during and after pregnancy. In 2017, the program has served 769 clients, up from 748 total participants in 2016. Of those served, 235 were pregnant, 193 were inter-conceptual along with 9 newborns and 243 children.

The Early Childhood Comprehensive Systems Impact Grant began in late 2016 and employs three staff members. The program works to improve the outcomes in population-based children’s developmental health and family well-being in the tri-county area. The overall aim of the program is to see a 25 percent increase in age-appropriate developmental skills among three-year old children within five years.

The Retired Senior Volunteer Program (RSVP) is funded by the Corporation for National and Community Services and OKDHS Older American Volunteer Program. Through this program, community volunteers over the age of 55, volunteer hours to programs of their choice based on interest, experience and the amount of time they have to serve. In 2017, 338 volunteers (including 21 new recruits) in 58 volunteer stations provided $1,563,374.40 in in-kind services in LDCAA’s tri-county service area.

The agency’s Self-Help housing program is funded by USDA Rural Development. Since its inception in 1972, the program has completed 1,840 homes. The program is designed to help low-income families realize the dream of home ownership through actual involvement with constructing their own homes as Item Z Page 18 of 29

well as working on other participant’s homes. The program operates in Atoka, Bryan, Carter, Choctaw, Love, Marshall, McCurtain and Pushmataha Counties.

The USDA Rural Development also funds LDCAA’s Technical and Management Assistance Program. This program provides Technical and Management Assistance (T&MA) to Self Help Housing grantees located in Region II of the United States. LDCAA is one of four T&MA contractors in the United States. Through the program, assistance with grant application/preparation, program planning and operational management training to new and operating grantee staff are provided. Since 1980, 100 grantees have been assisted, nine grantees refunded, and training to 24 grantees has been completed.

LDCAA’s Multi-family housing program provide housing to 49 senior residents and 103 families in Choctaw, McCurtain and Pushmataha Counties. Little Dixie owns and operates seven multi-family units and manages three HUD 202 Senior Supportive Housing complexes which provide housing choices with supportive services for low-income senior citizens.

Through Neighborworks and the USDA Rural Development, Little Dixie’s Intermediary Program allows LDCAA to act as an Intermediary for 502 Direct Loan Packagers within Oklahoma, Kansas, Nebraska and Arkansas. The purpose of the program is to use qualified intermediaries to review loan application packages to ensure the eligibility and completeness prior to their submittal to the USDA/Rural Development’s Rural Housing Services Division. This improves the efficiency and helps to speed up the loan process for the homebuyer. USDA Rural Development’s Section 502 Direct Loan Program provides a path to homeownership for low and very low-income families living in rural areas. Loan packaging fees generate revenue to help further additional housing opportunities in LDCAA’s service area.

Through LDCAA’s Residential Lending and Business Lending/Technical Assistance, Little Dixie is able to provide assistance with residential loans, down payment/closing assistance and home improvements to local residents and commercial loans to residents in Choctaw, McCurtain and Pushmataha Counties for securing capital for a small business start-up or expansion. In 2017, 18 commercial loans equating to more than $320,000 were granted to local entrepreneurs. Through the residential lending program, eight families obtained or maintained homeownership.

Under Little Dixie’s Housing Purchase/Rehab/Resale program, LDCAA purchases homes at a reasonable rate (generally through foreclosure), and rehabs them using in-house crews. This process allows LDCAA to save money and pass on those savings to the homeowner. The Speculative Housing Construction program involves the building of homes on speculation that a buyer will be ready to purchase the home. The agency’s goal is to build one home every other year. In 2017, LDCAA celebrated its 20th year as a chartered member of the Neighborworks America Network. The anniversary was celebrated with the groundbreaking of a site for a future speculative home.

The Homebuyer Education program provided services to 38 families in eight counties in 2017. In addition, 28 families received their homebuyer education certificate via an online course. Homebuyer education counselors are trained at Neighborworks Training Institutes and receive accreditations through the national industry standards for Homeownership Education and Counseling.

In 2017, LDCAA’s Housing Counselors provided housing counseling to 269 families in Atoka, Bryan, Carter, Choctaw, Love, Marshall, McCurtain, and Pushmataha Counties. This service provides families with knowledge, guidance, tools and resources for building credit as well as guidance in establishing and setting household budgeting goals. In addition to Housing Counseling, LDCAA also provides Foreclosure Counseling. The counselors provided one-on-one counseling services to six families in 2017 and through their Home Equity Conversion Mortgage Counseling, provided reverse mortgage assistance to 109 homeowners. Item Z Page 19 of 29

Through locations in their three-county service area, LDCAA’s Volunteer Income Tax Assistance Program processed 280 tax returns that totaled $289,673 in refunds to taxpayers.

Through funds provided by the Department of Commerce and funded through KiBois Community Action Foundation, Little Dixie provided prescription assistance through the RX for Oklahoma Program to low- income, uninsured or underinsured residents in their service area. In 2017, LDCAA achieved $59,247 in savings. Twenty-six new clients were served and 156 new prescriptions were filled.

In 2016, Little Dixie began acting as the lead in the service role of the local Salvation Army Unit. In total, 18 families in crisis were served through funds raised during the Red Kettle campaign.

The Navigator Consortium is funded through the US Department of Health and Human Services and provides trained navigators to help consumers navigate the health insurance system to find the most affordable coverage to meet their needs. In 2017, Little Dixie was again the lead entity responsible for the provision of technical and training services for all partners in 68 of Oklahoma’s 77 counties as well as for providing direct client services. Across the State, 140,184 consumers purchased plans in the State Insurance Exchange during the open enrollment period of November 1, 2017 - December 15, 2017.

Little Dixie’s transit program, which is funded by the FTA’s 5311 formula grant for rural areas, has a fleet of 61 passenger vehicles. The program provides demand/response transportation services to residents within the city limits of Antlers, Broken Bow, Clayton, Hugo and Idabel. In 2017, the agency logged 779,945 revenue miles, 110,412 passenger trips, 16,589 elderly trips, 18,383 trips for passengers with disabilities, 16,594 elderly passengers with disabilities, and 14,014 SoonerRides.

As part of their economic development plan, LDCAA operates four State Parks – Clayton Lake, Raymond Gary, Beavers Bend Group Camps and Hugo Lake State Park. During 2017, nearly 300,000 individuals enjoyed the numerous outdoor activities that the State Parks offer. In addition to economic development, making the State parks accessible in all communities is a critical strategy for increasing physical activity and preventing obesity.

Board of Directors – ODOC Requirement 113 and OS Sections 4 and 5 The agency’s most recent By-Laws, dated June 12, 2018, were last reviewed by an attorney on June 4, 2018. The By-Laws call for a 27-member board with each sector having an exact 1/3 requirement. At the time of monitoring 26 seats were filled. One seat has been vacant since May 22, 2018. Because this seat/vacancy addresses the Head Start attorney requirement, the agency is actively working to locate an attorney to fill this position.

Interviews were conducted with one Board member from each of the three sectors. All three members were found to be dedicated to the mission and goals of the agency and fully understood their duties as Board members. During the monitoring review, ODOC staff attended a monthly Board meeting. The Board members were found to be active and engaged throughout the meeting.

All Board members had a signed statement showing that they have received new Board member training and all were within the required six-month deadline (OS 5.7). All files had signed documentation from each Board member indicating they have receive a copy of the By-Laws and have signed a conflict of interest statement within the past two years (OS 5.4 and OS 5.6). As a reminder, because new By-Laws were provided to the Board at the July 2018 Board meeting, new acknowledgments must be uploaded to the new system by the October 1, 2018, deadline.

Item Z Page 20 of 29

All seated members have had the required ROMA Board training. While the Board is aware of ROMA and has had the required training, it is suggested that staff provide an overview of ROMA that uses Little Dixie data and procedures. By tailoring the training to Little Dixie, the ROMA process will be easier to understand and the Board will know what the ROMA process means for actual agency programs and outcomes.

Nine meetings within a 12-month calendar year are required. Since the last monitoring review, the agency has met the meeting requirement. The agency’s Executive Director has had Open Meeting Act training. The Board schedule was then filed with the County Clerk’s office on December 11, 2018. Agendas are posted at the agency’s administrative offices and the Home Ownership Center where the meetings are held 24 hours in advance. The Board is posting the agendas to their website as required by the Open Meetings Act.

Every two years the Board conducts a self-assessment that each member completes regarding the Board and its functions. The most recent assessment was conducted during the time of December 2016 through February 2017 with the results shared with the Board in March 2017.

The agency’s March 14, 2017, Board minutes/documents outlined the process and documentation that will be used to orient new Board members (OS 5.7). Per the January 2018 minutes, the Board was provided training on their duties and responsibilities by the agency’s Executive Director (OS 5.8). This training is based on the duties outlined in their job descriptions. Each officer has their own job description and the Board members each have one standardized job description. Staff also provide the Board with training on various aspects of the agency’s programs throughout the year.

No problems were noted.

Administration/Human Resources/Programmatic - ODOC Requirement 102, 103, 104, 117 and OS Section 7

The agency’s current personnel policies are dated August 11, 2015. At the time of monitoring, the agency was still working on updates/corrective actions to their personnel policies and procedures that were noted in their 2017 report. Because of this, ODOC was unable to review the most current polices for compliance with ODOC requirements. Once the document has been submitted, ODOC will review the policies to ensure all corrective actions from 2017 have been addressed and to ensure any changes made since last year fall within ODOC requirements. Please note: Because the new policies and procedures were not ready to review during the monitoring, ODOC will review them for compliance when submitted with LDCAA’s monitoring response. After the review has taken place, any areas of non-compliance will be addressed with corrective action within ODOC’s response.

Sixteen personnel files from all ODOC contracts were reviewed. All required items were found in the files. All new staff members had signed acknowledgements in their file indicating they have received new employee training within 60 days of hire (OS 7.8). LDCAA has no pending litigations against the agency.

While the Organizational Standards are not being monitored during the review, they must be addressed by October 2018 to ensure the standards have been met. The following items were noted during the review.

1. OS 7.1 – Personnel Policy Review by an attorney – This OS is pending from 2017. 2. OS 7.2 – This OS is pending from 2017. Employees do not have handbook acknowledgements in their personnel file; however, since last year’s monitoring, employees have signed paper acknowledgements for when a particular policy has changed. The Executive Director noted that the Board at their August 2018 Board meeting would approve the new personnel policies. ODOC Item Z Page 21 of 29

will review staff acknowledgements during the 2018 SAF/CAA-HS site review visit in mid to late fall of 2018. Little Dixie has purchased an online HR management system to track this standard but at the time of monitoring it has not been rolled out to all agency employees. Once this system is up and running, employees will be able to acknowledge document updates online.

3. OS 7.9 – Documentation of trainings/staff development activities could not be found in employee’s personnel files. Little Dixie provides training opportunities to the staff members (OS 7.9); however, certifications have not typically been maintained in their files, but rather by each employee. A sampling of Head Start training documentation was provided during the review. The Executive Director also shared her training file. Starting on August 2018, staff will begin to provide the Human Resource office with training documentation that each staff attend.

The agency’s SAF/CAA funds are utilized to support the agency’s Business Loan Program that allows residents in the tri-county area to obtain loans for business start-up or expansion and to obtain technical assistance aimed at improving their success with their startup/expansion. Contract funds were expended as outlined in LDCAA’s budget/RFA.

As outlined in their RFA, the agency uses its SAF/CAA-HS funds to pay a portion of teacher and family advocate salaries. Head Start Teachers provide direct services to three- and four-year-old children in center- based programs. Family Advocates work directly with families to increase their self-sufficiency. Contract funds were expended as outlined in LDCAA’s budget/RFA.

All but $19,765.20 (which is the agency’s Indirect Cost amount) of the Agency’s CSBG funds support operational/programmatic functions within the agency. Funds were budgeted for a portion of the salary for the Housing Director, Loan Officer, Outreach Coordinator, outreach workers, three weatherization carpenters, the housing receptionist and the ROMA coordinator. The rest of the budget supports specific program operations/support.

Four client files from Little Dixie’s VITA program were reviewed. All clients served were found to have income within CSBG/Program guidelines.

The following problems were noted:

Carryover Corrective Actions from 2017

2017 - Requirement #2 – On February 16, 2017, agencies were notified that the mileage rate would now following provisions outlined in House Bill 2619 as established by OMES. Policy 900 in LDCAA’s Personnel Policies and Procedures state “The employee will be reimbursed at the approved Federal rate per mile…” The agency policy must be updated to note this change. Once the policy has been revised and approved by the Board, provide ODOC with a copy of the updated policy. Agency Target Date: September 30, 2018

2017 - Corrective Action #3 – Review of Personnel Polices to reflect one review at 90-days and again on their anniversary. Once the policy has been updated to reflect the timeline, provide ODOC with an updated copy of the policy. Agency Target Date: September 30, 2018

Requirement #1 – While the agency does have a policy in place for the regular written evaluation of employees (OS 7.6), four of the 14 personnel files show evaluations were conducted four to six Item Z Page 22 of 29

months after the due date. One additional employee evaluation had not been conducted since 8/2014. Provide ODOC with the steps that will be put in place to ensure all personnel evaluations are conducted in a timely manner.

Financial – ODOC Requirements 108, 109, 115, 116, 117

Contract # Contract Name/Year Contract Amount Amount Spent* Closeout Date 16874 CSBG 17 $228,347 $218,119.45 N/A at Monitoring 17024 CSBG Disc. 17 (Captain) $6,830.12 $5,496.78 N/A at Monitoring 16927 SAF/CAA 18 $11,631 $10,661.75 N/A at Monitoring 16950 SAF/CAA-HS 18 $71,753 $65,677.20 N/A at Monitoring 17101 DHS 17 $55,708 $53,568.73 N/A at Monitoring 16895 DOE 17 $87,531.82 $87,531.82 5/10/18 *Through May 2018

The agency financial policies and procedures were reviewed; tests were conducted to ensure consistencies in practices performed by the agency, including a review of the systems utilized in the performance of transactions. The agency’s most recent Financial Policies and Procedures, which includes the Procurement Policy, were updated and approved by the Board on September 12, 2017. has a federally approved indirect cost rate of 23 percent that is effective from January 1, 2017 through December 31, 2019. The cognizant agency is Department of Health and Human Services (DHHS). The IDC Rate is entered into the Payroll module and is calculated each time payroll is run. The payroll/accounts payable process produces a check for all indirect costs that are collected that is then deposited into the Admin Account – Fund 100. Two employee payroll allocations were tested and reconciled with the approved 23 percent Indirect Cost rate (OS 8.12).

Little Dixie’s fiscal year is from January 1 to December 31. As of June 2018, the agency’s unrestricted fund balance was $4,315,726, which is up from $3,524,000 in 2016. This increase is due to the agency’s Technical and Management Assistance program. The bank balance was $7,628,160.65 which almost the same as $7,681,122.76 in last year’s report. The 2017 Annual Report shows total revenues of $23,616,512 up from $23,077,824 in 2016, total expenses of $23,157,787 which is slightly down from $23,394,694 in 2016 and $15,194,204 in total net assets which is up from $14,517,555 noted in last year’s report. Because LDCAA exceeds FDIC limits, the agency has a letter of credit from First United Bank and Trust and First Bank.

The allow ability of transactions/costs, security of financial documents and maintenance of payroll/time sheets/leave approval documents were also reviewed. All expensed transactions reported to ODOC were reviewed to ensure they were consistent with the agency’s records. All payments and ledgers reconciled with reports submitted to ODOC and adequate documentation was provided for each expense. As a reminder, general ledgers should be placed in the files regardless if there are expenses incurred for the month or not. This was typically noted early in contracts for weatherization.

The agency is timely on reporting and closing out contracts. The CSBG Detail Budget Page in OKGrants was compared with the agency’s CSBG payroll. All staff paid under the contract were listed on the CSBG Detail Budget Page in OKGrants. Staff paid with SAF/CAA and SAF/CAA-HS reconciled with the budget pages.

Time sheets for eight employees for three months were reviewed and all were found to contain employee and supervisor signatures. Leave requests reconciled with the time sheets and all contained supervisor approvals. Board approvals were found on the Executive Director’s time and leave sheets. Five different staff positions play a role in the entry, processing and review of timesheets during the payroll process. Item Z Page 23 of 29

A journal entry was tested on the CSBG contract for a $20,000 RSVP support expense. All supporting documentation could be provided. Approximately 80-100 entries are conducted each month for the transfer of funds between programs (such as CSBG’s support of agency programs), payroll adjustments and correcting entries when needed. Journal entries are maintained in binders in the fiscal office.

In the absence of a contract, the agency charges funds to their non-federal account. Expenses are never charged to a contract until the contract has been fully executed. Travel advances are allowed by policy but are charged to the agency’s non-federal account. Once reconciled, the charges are then expensed to the appropriate contract.

The agency verifies the status of their contractors on a yearly basis to ensure they are not debarred or suspended from federal programs or participation. Staff last checked the list in March 29, 2018 and check each new vendor as they are added. Little Dixie will be required to add a policy to their Fiscal Policies and Procedures that outline the SAM verification process. This is further discussed below.

During the review of DOE/DHS expenses, a large item purchase of an insulation blower that was split between contract funds was reviewed and compared with the agency’s inventory list. The blower was found on the list and viewed during a test of inventory items. All required information for both contracts was noted on the list.

The agency’s General Liability, Professional Liability, Director’s and Officer’s, and employee dishonesty insurance policies were provided and found to be current. The Workers Compensation Policy is valid through May 1, 2019. The agency is current on State/Federal payroll taxes.

In reviewing the agency’s internal controls, the delineation of duties was widespread among 15 different positions. The Chief Financial Officer and Accounting Supervisor each maintain detailed procedures on their job duties to ensure all functions can be continued in their absences. Training is also provided, and is ongoing among financial staff members. The procurement process and the monthly closeout process were fully discussed.

The agency provided monitoring reports from other funding sources that revealed no significant issues. In reviewing travel claims, the agency is currently paying the federal rate for mileage to the employees but only charging the required $.47 mileage rate as established by HB2619/OMES. While this is allowable, staff must ensure that the amounts are clearly delineated and charged accordingly. One travel charge under the Captain contract had a mileage reimbursement for the full federal amount charged which was $31.35 over the allowable OMES/HB2619 rate. Staff fixed the problem prior to the end of monitoring with a journal entry that will be reported in July’s expenditure report. This is further discussed below. Little Dixie does not have a line of credit nor do they utilize signature stamps within the agency.

The agency’s inventory list was obtained and reviewed and all new requirements outlined in Requirement 108 and 2CFR were found on then inventory list. The agency last completed their inventory review process in October 2017. Multiple staff members are involved in the process. The Accounting Supervisor maintains the inventory list and agency bookkeepers do the actual physical inventory. Seven items were selected from the list and all seven items could be found. As a reminder, when any item is added or deleted (with permission from ODOC), an updated list must be submitted to ODOC for placement in the CONFAX.

The following problem was noted:

Problem #1 – DOE – Check #139836/$208.93 – The back-up documentation for the expenses indicates the charges were for mileage to an OWHAC meeting in Oklahoma City. Instead of charging them to the T/TA line item, they were charged to local mileage.

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Corrective Action #1 – LDCAA will reimburse ODOC for $208.93. One the contract has been re-opened; LDCAA will then submit a negative payment request for $208.93 and a revised final expenditure report showing a $208.93 credit to the Travel/Transportation line item.

Requirement #2 – Over the past two years, the agency has consistently checked the SAM database each year and as new vendors are added. LDCAA will be required to add this process to their Financial Policies and Procedures. The policy must also include a non-flexible date/month that this check will occur in. Once completed, provide ODOC with a copy of the updated policies and procedures.

Audit and 990s – 2 CFR and ODOC Requirements 109 and 117 Little Dixie’s most recent audit is for the period ending December 31, 2017 and 2016, and was submitted on time on June 26, 2018. The major programs tested during the audit were: 1. CFDA# 93.332 - Navigator 2. CFDA# 93.600 – Head Start/Early Head Start

The unmodified audit showed no prior year Financial Statement Findings/Questioned Costs or Federal Award Findings/Questioned costs. The current audit also revealed no Financial Statement Findings/Questioned Costs or Federal Award Findings/Questioned costs. No material weaknesses or significant deficiencies over financial reporting were identified under internal controls over financial reporting or under Federal awards. The agency’s audit was sent to bid in 2015 for a one-year period and renewable for up to four years.

The Auditor will present the audit to the Board for approval at the August 14, 2018, meeting (OS 8.3 and OS 8.4). The audit was submitted to ODOC on June 26, 2017, and submitted to the clearinghouse on June 25, 2017. The discrepancy in the timelines is due to submission requirements for the Agency’s Indirect Cost Rate proposal to the Department of Health and Human Services. The agency’s Board Finance/Loan committee did receive the audit for review prior to the submission of the documents to the required agencies.

The same auditor had been with the agency since 1999. Because of the complexity of the agency and the number of different programs it administers, it is difficult to find options for auditors and since the current auditor has the capacity to address all programs, they are consistently awarded the audit contract by the agency’s Board.

The agency completes their 990s annually. The most recent 990 has been signed and submitted on July 10, 2018 (OS 8.6). Staff provided ODOC with a copy of the document during the monitoring review.

No problems were noted.

Weatherization – ODOC Requirements 301-310 Contract Planned Homes Actual Homes ACPU 17101 DHS 17 7 7 (through May 2018) $6,455.95 16895 DOE 17 8 9 $6,199.61

Quality Assurance Reviews Under the 2017 contract, the following two quality assurance reviews were conducted: 1. M.G. – Hugo, Oklahoma – December 4, 2017 - No corrective actions noted. 2. K.H. – Idabel, Oklahoma –December 4, 2017 - No corrective actions noted.

Little Dixie has three weatherization crew members (one Weatherization Inspector/Carpenter who is the agency’s QCI and auditor, and two crew members) and three county-level staff who maintain and complete Item Z Page 25 of 29

the client’s weatherization file. LDCAA also provides weatherization services for INCA Community Action Agency’s four county area.

Eleven files representing the DOE 17 and DHS 17 Weatherization contracts were reviewed. Production met the schedule outlined in the management plan and all counties were served under the contract. The file contained all required forms and all clients served fell within program income guidelines. Photos were present in all files.

In reviewing files, the following items were noted and discussed with staff: 1. It is strongly suggested that the agency take better Pre- photos to fully document the initial status of the home. 2. While none of the homes reviewed, fell within SHPO or LSW guideline requirements, staff must still determine and document date of home. The area to document this is on the bottom half of Form 39. 3. When something is not compatible on the home and it was recommended by the NEAT audit, staff should make sure it is documented on the audit deviations form. 4. When insulating attics, staff will ensure that photos of the rulers/flagging are taken during the final assessment. 5. When a home is split between contracts, staff should report only full measures to a contract to ensure correct savings are reported by measure by contract.

Staff explained the process used to ensure that all eligible clients are served under the DOE and DHS contracts. Ineligible clients are informed in writing.

The agency uses an inventory system for many commonly purchased weatherization items. The initial purchase is made with non-federal housing funds and then charged to the contract via an inventory form once the item is installed in the home. A test of costs associated with the ASHRAE fans found that the agency is charging only the amount of the initial purchase.

The agency has updated their library measure costs for the DOE 18 contract. The list is also updated as needed. Measures turned off in NEAT were consistent with Requirement 309. MHEA was also reviewed and had all required measures turned off. New set-up libraries are created each year.

In reviewing the NEAT/MHEA audit recommendations, no inconsistencies were noted. BWRs were compared against receipts in four files and all four could be reconciled. With the exception of a few items that were immediately corrected, all recommended measures were reported on the BWR. Little Dixie’s county office staff are responsible for the upkeep and maintenance of the weatherization client files. This helps alleviate the workload of the weatherization director/auditor.

In reviewing the MMBtu and MMBtu$ totals on the NEAT/MHEA audit, all measure totals reconciled with the savings reported on the BWRs. All measures installed to the home had an SIR of 1.0 or higher. The replacement of doors and windows was done under the appropriate measure – one instance of installation under air infiltration was noted and was done with an air infiltration of 1.5. As a reminder, pre-approval must be granted before installing doors/windows under the SIR 1.5 option. Evaluate All is being used when addressing windows.

As part of the 2018 application and oversight process for DOE, all agency staff trainings were discussed with ODOC. LDCAA will work with ODOC and the training center to ensure all required trainings are attended once available. Staff will make ODOC aware of any barriers in obtaining required trainings.

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MSDS information is maintained in the crew vehicles and both the crew and the Weatherization Director/QCI have copies of the SWS and field guides. Staff utilize the printed manuals over the electronic versions.

The agency provided their marketing materials. Because the document does not contain information that expires, no updates were necessary. Since the agency has an adequate pool of clients to pull from for both the DOE and DHS contracts in all counties, there has not been a need for significant marketing.

No problems were noted.

Head Start – Requirement 401 Because the agency’s Head Start/EHS program is closed for the summer, ODOC will schedule the onsite and programmatic review of the programs which will also include a site visit to centers. The financial review was conducted during the monitoring visit and no problems were noted. ODOC will contact Little Dixie to schedule that meeting early in the fall.

CONFAX – ODOC Requirement 114 Little Dixie’s CONFAX was reviewed for compliance with ODOC Requirement #114. The Articles of Incorporation, By-laws, Affirmative Action Plan, Organizational Chart, Approved Board Minutes, List of Satellite Offices, Client Appeals Procedures, and Financial Policies were also reviewed. The agency regularly emails ODOC with the link to the monthly Board meeting minutes/packets/agenda. As a reminder, whenever CONFAX documents are updated, staff must remember to provide copies of the revised documents to ODOC (noted with outdated Board Roster and inventory).

No problems were noted.

Captain/ROMA Implementation Plan (RIP)/ROMA/– ODOC Requirement 101 The staff and board of Little Dixie are committed to the full implementation of ROMA throughout the agency. The agency provided an update to their ROMA Implementation Plan that documented all ROMA training dates and target dates for Little Dixie Staff members.

LDCAA is currently tracking and reporting client outcomes for all ODOC and non-ODOC funded programs. At the time of monitoring, seven staff members located throughout their service area enter and manage data in Captain.

The agency’s CAPTAIN administrator and staff are proficient in data management & use of CAPTAIN software. Staff attend training as needed and/or required. In addition to the required Captain training, the agency has logged 8 ½ additional hours of training to meet the 15-hour training requirement.

Staff were fully able to describe their current process in place to ensure all outcomes and services are being tracked. Through an internal monitoring process, Captain management staff ensure that all data has been entered into the system by the 20th of each month. Numerous staff reviews are conducted each month to ensure the data entered is accurate. Little Dixie’s intake and follow up procedures were also discussed during the review.

Pre-assessment data is obtained by staff during the intake process. This data is used by programs such as their Rural Impact Program to ensure rural clients can be assisted. Captain staff have implemented data review system to ensure all data entered is accurate. Regular checks from captain staff, program directors and the executive director are conducted to ensure accuracy prior to the end of the year. Any issues noted can be immediately addressed when discrepancies are noted. Once data has been reviewed, reports are Item Z Page 27 of 29

provided to the Board. The IS/Annual Report document was submitted to ODOC on time with no problem noted.

Conclusion Little Dixie Community Action Agency is a visible, strong and respected advocate for the low-income in their service area. Through planning and partnerships, the agency facilitates and advocates for the low- income population on community issues. The agency also provides and participates in numerous economic development opportunities in their tri-county area.

The Board is dedicated to the mission and the goals of the agency and are a strong advocate for the poor. The Board sets the direction for the agency and is kept well informed of the programs and their outcomes. Through Board interviews and observation during a Board meeting, it was apparent that the Board understands their roles and responsibilities.

LDCAA has a diverse financial base and a significant reserve that has continue to grow over the past year. The agency’s numerous financial staff are well trained in their duties and are cross-trained in the duties of others. This allows for strong internal controls. As in past years, no findings or questioned costs were noted in the yearly audit. Reports and other required documents are consistently submitted in a timely manner. Monitoring reports from other funding sources reflect successful program management.

Little Dixie is led by a strong Executive Director and dedicated program staff. Agency programs are innovative and address the needs of the communities. Improvement is constantly sought and best practices are implemented across the agency. A regular review of outcomes ensure the success of programs. Staff have worked to fully implement ROMA in the agency as well as in addressing the requirements outlined in the Organizational Standards. The agency must continue their work to ensure that all Organizational Standards are met each year and to manage the numerous deadlines associated with the standards. Item Z Page 28 of 29 Item Z Page 29 of 29