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Board of Directors Meeting Little Dixie Community Action Agency, Inc. Board of Directors Meeting D E C E M B E R 1 1 , 2 0 1 8 • 1 0 : 0 0 A M H O M E O W N E R S H I P C E N T E R 5 0 0 E A S T R O S E W O O D - H U G O , O K L A H O M A Our Mission: To improve the lives of low-income individuals and families through service and collaboration leading to self-sufficiency. Item A Page 1 of 3 Little Dixie Community Action Agency, Inc. Board of Directors and/or Executive Committee Meeting 10:00 a.m. Tuesday, December 11, 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. Recognition of Clinton Crawley as the Elected Representative for Washington Community Center, a Low-Income Entity on the Little Dixie Community Action Agency, Inc. Board of Directors (Entity to Expire 12/31/2021) D. Recognition of Trilla Frazier as the Elected Representative for Kiamichi Family Medical Center, a Low-Income Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) E. Recognition of 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 12/31/2021) F. Consideration, Discussion, and Vote to Accept Jim Freeny as the Appointed Representative for the McCurtain County Board of Commissioners, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) G. Consideration, Discussion, and Vote to Accept David Hawkins as the Appointed Representative for Wright City Schools, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) H. Consideration, Discussion, and Vote to Accept Andrea Henkel as the Appointed Representative for the Broken Bow Ministers Fellowship, a Private Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) I. Consideration, Discussion, and Vote to Accept Leah Savage as the Appointed Representative for the City of Hugo, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) J. Consideration, Discussion, and Vote to Accept Wade Scott as the Appointed Representative for Hugo Rotary Club, a Private Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) K. Consideration, Discussion, and Vote to Accept Randy Springfield as the Appointed Representative for the Choctaw County Board of Commissioners, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) L. Finance/Audit/Loan Committee Report 1 Item A Page 2 of 3 Consent Docket - The following items of business indicated by brackets (M and N, O, P) 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 or withdrawn from the Consent Docket and handled individually in order immediately following the completion of the Consent Docket. M. Consideration, Discussion, and Vote to Approve November 2018 Regular Meeting Minutes (Organizational Standards – Category 5, Standard 5.5) N. Consideration, Discussion, and Vote to Approve October 2018 Financial Reports; Distribution of November 2018 Financials for January 2019 Consideration and Vote (Organizational Standards – Category 8, Standard 8.7) O. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $528,500 1. Round I Capital Grant Application (Lending) to NeighborWorks® America - $100,000 2. Round I Expendable Grant Application (Organizational Underwriting) to NeighborWorks® America - $250,000 3. 2019 AmeriCorps Grant Application to the Corporation for National and Community Service, Oklahoma Community Service Commission - $178,000 4. One-Time Criminal History Check Surge Grant Augmentation to CNCS - $500 P. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $1,341,007.53 1. FY 2019 Base Grant Award from the Oklahoma Court Appointed Special Advocates Association - $31,214 2. FY 2019 Small Marketing/Awareness Grant Award from OCASAA - $5,000 3. FY 2019 Invitational Grant – Priority Area Marketing Award from OCASAA - $28,100 4. CASA Program Matching Donation from the Antlers Masonic Lodge #39 Charity Foundation - $838.17 5. Mentoring Program Matching Donation from the Antlers Masonic Lodge #39 Charity Foundation - $400 6. Child and Adult Care Food Program Award from the Oklahoma Department of Education - $1,275,455.36 (Program Operations – $171,455.36; Daycare Home Meal Reimbursement – Up to $1,104,000) Q. Consideration, Discussion, and Vote to Approve 2019 Agency-Wide Budget (Organizational Standards – Category 8, Standard 8.9) R. Review and Discussion over Year-to-Date Housing Production as Reported to NeighborWorks® America (Organizational Standards – Category 5, Standard 5.9) S. Head Start/Early Head Start/EHS-Child Care Policy Council Report (Organizational Standards – Category 2, Standard 2.1; Category 5, Standard 5.9) T. Board Training/Programmatic Report: HS/EHS/EHS-CC School Readiness/Child Outcomes Results for Fall 2018-2019 (Organizational Standards – Category 5, Standard 5.9) U. Recognition of December Employee of the Month: Stacy Teague – Loan Officer, LDCAA Loan Program V. Recognition of 2018 LDCAA Employee of the Year 2 Item A Page 3 of 3 W. Recognition of Service Awards: Twenty Years: Rhonda Teague – Planning Director, LDCAA Administration X. Other Reports/Announcements/Correspondence: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; HS/EHS/EHS-CC Enrollment/Attendance Report; Notice of 2018 Community Services Block Grant Monitoring Review Closure Y. 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) Z. Consideration, Discussion, and Vote to Adjourn Posted: _________________________ Date: __________________ Time: __________ 3 Item M Page 1 of 8 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. 209 NORTH 4TH STREET HUGO, OKLAHOMA 74743 MINUTES BOARD OF DIRECTORS MEETING November 13, 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, November 13, 2018 at 10:10 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 Chairman Brent Franks. The Invocation was given by Vice Chair, David Hawkins. Roll Call was taken and a quorum was established (15 members present, 10 absent). The following members were present:, James Branam, Kevin Cory, Clinton Crawley, Melissa Cress, Tina Foshee-Thomas, Brent Franks Trilla Frazier, Walt Frey, David Hawkins, Andrea Henkel, Vickie Leathers, William Smith, Randy Springfield Vicky Wade, and Harolynn Wofford. The following members were absent: Jimmy Brandon, Brad Burgett, Jim Freeny, Sharon Jernigan, Sandra Meeks, Cathrine Oliva, Dwight Satterfield, Leah Savage, Wade Scott, and David Smith. In addition, the following LDCAA employees and visitors were present: DeeDee Atwood, Stella Dennis, Sheree Ensley, Mattie Ferguson, Darla Galyon, W.F. Grammar, Regina Hill, James Jackson, Dawn McDaniel, Jordan Mack, Johnny Moffitt, Sharon Pennell, Frances Pierce, Sheila Pierce, Myrl Redman, Rebecca Reynolds, Macy Self, and Rhonda Teague. William Smith, Secretary/Treasurer, provided the Board with the Finance/Audit/Loan Committee Report. The Finance/Audit/Loan Committee met on November 13, 2018 at 9:10 a.m. The Committee received a status report on all active loans; there were no new loan applications to consider. The Committee approved the agency's Financial Reports for September 2018, and recommended approval of the Financial Reports by the Governing Board. Additionally, the Committee reported that field work for the 403(b) Retirement Plan Audit was complete and there were no issues found. 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. Brent Franks, Chairman, requested the Board's consideration, discussion, and vote to approve the October 2018 Regular Meeting Minutes and the September 2018 Financial Reports; the October 2018 Financials were distributed for consideration and vote at the December 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 Tina Foshee-Thomas to approve the 1 Item M Page 2 of 8 October 2018 Regular Meeting Minutes and the September 2018 Financial Reports. The roll call vote was as follows: Yes 13; No 0; Abstain 2. The motion carried. The Voting Record is attached (Items D & E). CONSIDER SUBMISSION OF RESOLUTIONS AND/OR GRANT APPLICATIONS 1. Section 5339(b) Funding Request to the Oklahoma Department of Transportation in the amount of $449,204; if awarded, these funds will be used to purchase 10 ADA six- passenger mini vans to replace high mileage units in the existing fleet which are approaching or have exceeded 200,000 odometer miles. 2. Child and Adult Care Food Program Application (Head Start/Early Head Start) to the Oklahoma Department of Education in the amount of $490,877.21; if awarded, these funds, up to $490,877.21, will be used to provide children with the adequate nutritional meals appropriate to their age group. Meals include breakfast, snack and lunch. Funds also support food-related supplies and salaries for the cooks. 3. Child and Adult Care Food Program Application (Early Learning Centers) to the Oklahoma Department of Education in the amount of $157,000; if awarded, these funds, up to $157,000, will be used to provide breakfast, lunch and snacks to students of the Early Learning Centers in Antlers, Broken Bow, Hugo, Idabel, and Swink.
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