Little Dixie Community Action Agency, Inc

Little Dixie Community Action Agency, Inc.

Board of Directors Meeting

may 12, 2020 10:00 a.m. administration building 209 north 4th - hugo, oklahoma

Our Mission: To improve the lives of low-income individuals and families through service and collaboration leading to self-sufficiency. Board of Directors and/or Executive Committee Meeting Little Dixie Community Action Agency, Inc. Tuesday, May 12, 2020  10:00 a.m. Administration Office  209 N. 4th Street  Hugo, Oklahoma

AGENDA

This meeting will include videoconferencing or teleconferencing but there will be parties present at the LDCAA Administration Office Building, 209 N. 4th St., Hugo, OK 74743.

The following Board Members will be present by videoconference or teleconference: Stacy Akard will appear remotely via Zoom Jimmy Brandon will appear remotely via Zoom Brad Burgett will appear remotely via Zoom Melissa Cress will appear remotely via Zoom Earl Dalke will appear remotely via Zoom Brent Franks, Vice-Chairman, will appear remotely via Zoom Selena Franks will appear remotely via Zoom Trilla Frazier, Secretary/Treasurer, will appear remotely via Zoom Jim Freeny will appear remotely via Zoom Walter Frey will appear remotely via Zoom Andrea Henkel will appear remotely via Zoom Sharon Jernigan will appear remotely via Zoom Vickie Leathers will appear remotely via Zoom Sandra Meeks will appear remotely via Zoom Patricia Morgan will appear remotely via Zoom Dwight Satterfield will appear remotely via Zoom Leah Savage will appear remotely via Zoom Wade Scott will appear remotely via Zoom David Smith will appear remotely via Zoom Randy Springfield will appear remotely via Zoom Vicky Wade will appear remotely via Zoom Marcia Wright will appear remotely via Zoom Craig Young will appear remotely via Zoom

The following Board Members will be present at the meeting site: Clinton Crawley William Smith, Chairman

Public view and access: https://zoom.us/j/7337464865, Meeting ID: 733-746-4865

A. Call to Order and Invocation

B. Opening of Board Meeting – Roll Call, Introduction of Guests, Information from the Chairman

C. Recognition of Patricia Morgan as 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 12/31/2022)

D. Appointment of Mentor for New Board Member (Organizational Standard 5.7)

E. Finance/Audit/Loan Committee Report

Consent Docket - The following items of business indicated by brackets (F and G, H, I) 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.

F. Consideration, Discussion, and Vote to Approve April 2020 Regular Meeting Minutes (O.S. 5.5)

G. Consideration, Discussion, and Vote to Approve March 2020 Financial Reports; Distribution of April 2020 Financials for June 2020 Consideration and Vote (O.S. 8.7)

H. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $1,848,919 1. PY 2020 Department of Energy Weatherization Assistance Program Grant Application to the Oklahoma Department of Commerce/Community Development - $110,048 2. Open-At-Large Grant Request to Tyson Foods Corporate Giving Program - $5,000 3. Older Americans Act Funding Applicant to KEDDO Area Agency on Aging for Transportation Services - $68,343 4. FY2020 Coronavirus Aid, Relief and Economic Security Act (CARES Act) Grant Application to the State of Oklahoma Department of Transportation - $1,665,528

I. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $3,191,858.84 1. PY 2020 Department of Energy Weatherization Assistance Program Grant Application to the Oklahoma Department of Commerce/Community Development - $110,048 2. Technical and Management Assistance Contract Award – Region 2 (Option Year 2) from the U.S. Department of Agriculture, Rural Development - $1,411,282.84 3. FY2020 Coronavirus Aid, Relief and Economic Security Act (CARES Act) Grant Application to the State of Oklahoma Department of Transportation - $1,665,528

J. Consideration, Discussion, and Vote to Re-Adopt a Resolution to Establish a Formal Process for Low-Income Beneficiaries to Advise LDCAA as a CHDO in All Decisions Regarding the Design, Siting, Development, and Management of HOME-Assisted Affordable Housing Projects

K. Consideration, Discussion, and Vote to Approve Closing of Two Accounts at BancFirst and Moving of Money to First United Bank Accounts

L. Consideration, Discussion, and Vote to Approve or Disapprove Resolution for Schools and Libraries Universal Services (E-Rate) for 2020-21 (This Resolution authorizes filing of the Form 471 application(s) for funding year 2020-2021 and the payment of the applicant’s share upon approval of funding and receipt of services.)

M. Consideration, Discussion, and Vote to Approve Early Head Start-Child Care Partnership Training and Technical Assistance Plan

N. Consideration, Discussion, and Vote to Approve Signing of Proclamation Recognizing May as National Community Action Month

O. LDCAA Governing Board Self-Assessment for the Head Start/Early Head Start/EHS-Child Care Programs

P. Update on Southeast Oklahoma Community Development Corporation’s Status

Q. Update on Agency Activities Due to the COVID-19 Pandemic

R. Board Training/Programmatic Report: Quarterly Housing Production (1/1/2020 – 3/31/2020) as Reported to NeighborWorks® America (O.S. 5.7, 5.9)

S. Head Start/Early Head Start/EHS-Child Care Policy Council Report (O.S. 2.1, 5.7 & 5.9)

T. Recognition of May 2020 Employee of the Month: Sheree Ensley, Accounting Supervisor – Administration

U. Recognition of Service Awards: Fifteen Years: Kyle White, Program Director – T&MA Contractor

V. 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; HS/EHS/EHS-CC Data Analysis Report (O.S. 5.7, 5.9)

W. 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)

X. Consideration, Discussion, and Vote to Adjourn

Posted: ______Date: ______Time: ______

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

MINUTES BOARD OF DIRECTORS MEETING April 14, 2020 LDCAA Administration Office - Hugo, Oklahoma

The Board of Directors of Little Dixie Community Action Agency, Inc. met in a regular meeting session on Tuesday, April 14, 2020 at 10:04 a.m. The meeting was held at the LDCAA Administration Office, located at 209 N. 4th Street in Hugo, Oklahoma. In accordance with the Oklahoma Open Meeting Act, as Amended, written notice of this change in location was given to the County Clerk not less than ten days prior to the regularly-scheduled meeting. The notice of time, place, a link to the videoconference (to allow public view and access), and an agenda for the meeting were posted 24 hours prior within prominent view at the meeting site (LDCAA Administration Office – 209 N. 4th Street, Hugo, Oklahoma) as well as online at https://littledixie.org/board/.

The meeting was called to order by Chairman William Smith.

The Invocation was given by Vice-Chairman Brent Franks.

Roll Call was taken and a quorum was established (16 Board Members present, 9 absent). The following Board Member was present at the meeting site: William Smith. The following members were present by videoconference or teleconference, appearing remotely via the Zoom communications platform: Jimmy Brandon, Brad Burgett, Melissa Cress, Earl Dalke, Brent Franks, Trilla Frazier, Andrea Henkel, Vickie Leathers, Sandra Meeks, Dwight Satterfield, Wade Scott, David Smith, Randy Springfield, Vicky Wade, and Craig Young. The following members were absent: Stacy Akard, Kevin Cory, Clinton Crawley, Selena Franks, Jim Freeny, Walt Frey, Sharon Jernigan, Leah Savage, and Marcia Wright. LDCAA employees present at the meeting site were: Macy Self and Rebecca Reynolds. LDCAA employees and visitors present, appearing remotely via the Zoom communications platform included: Sharon Pennell, Dawn McDaniel, Amber Duncan, Sheree Ensley, Kathy James, Darla Galyon, Rhonda Teague, and Susie Mashburn.

William Smith, Chairman, provided the Board with the Finance/Audit/Loan Committee Report. The Finance/Audit/Loan Committee met on April 14, 2020 at 9:13 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 February 2020, and recommended approval of the Financial Reports by the Governing Board. The Audit submission deadline has been extended and the agency is currently undergoing a remote Audit. A Paycheck Protection Program loan application in the amount of $1,597,100 has been submitted to First United Bank to help with qualified expenses over the next two months. The Committee also received a status report on properties; the purchase of land from My Brother’s Place (located in Hugo, Oklahoma) closed on April 1, 2020. The land and existing buildings will be used for workshop and storage

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purposes by the Multifamily Maintenance Technician. The renovation of the building located on 5th Street in Hugo has been completed, and all that is lacking is installation of telephone and internet service.

CONSENT DOCKET ITEMS In order to be in compliance with the Open Meeting Act (Title 25, Oklahoma Statutes §§ 301-314), 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.

William Smith, Chairman, requested the Board’s consideration, discussion, and vote to approve the March 2020 Regular Meeting Minutes and the February 2020 Financial Reports; the March 2020 Financials were distributed for consideration and vote at the May 2020 Board Meeting (Organizational Standards 5.5 and 8.7). A motion was made by Andrea Henkel and seconded by Brent Franks to approve the March 2020 Regular Meeting Minutes and the February 2020 Financial Reports. The roll call vote was as follows: Yes 14; No 0; Abstain 0. The motion carried. The Voting Record is attached (Items D & E).

CONSIDER SUBMISSION OF RESOLUTIONS/GRANT APPLICATIONS 1. Emergency Funds Request to the American Electric Power Foundation in the amount of $5,000; if awarded, these funds will be used to purchase staple food items and toiletries for distribution to help meet the basic needs of residents in Choctaw, McCurtain, and Pushmataha Counties during the COVID-19 Pandemic. 2. FY 2020 Community Services Block Grant Application (2nd & 3rd Allocations) to the Oklahoma Department of Commerce/Community Development Services in the amount of $195,542; if awarded, these funding allocations will be used for operational support of agency programs. 3. Supplemental Funding Grant Request (Emergency Operating Support—COVID-19) to NeighborWorks® America in the amount of $20,000; if awarded, these funds will be used for emergency operating support in responding to organizational and/or community needs related to the COVID-19 Pandemic. 4. 2020 Charitable Giving Program Grant Application to ITC Holdings Corporation in the amount of $15,000; if awarded, these funds will be used to support operations of the Choctaw County Drug-Free Communities Program and assist in meeting the 1:1 match requirements of the Federal Grant funding. 5. Drug-Free Communities Support Program Grant Application (Continuation, Year 7) to the Centers for Disease Control and Prevention in the amount of $125,000; if awarded, this funding will be used to support the Drug-Free Communities Program during the second year of the five-year continuation grant period. During the grant year, staff will work closely with the Choctaw County Coalition, community, and local agencies to prevent and reduce substance use/abuse among youth in Choctaw County. 6. 2020 HOME Investment Partnerships Program Grant Application to the Oklahoma Housing Finance Agency in the amount of $231,000 (Triplex Construction: $210,000, Community Housing Development Organization Operating: $21,000); if awarded, these funds would be used to build a triplex housing unit in Hugo, Oklahoma (total cost: $210,000), as well as provide CHDO operating support in the amount of $21,000 for staff salaries, fringe, and other costs linked to the construction project.

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7. Oklahoma Early Childhood Program Grant Application to CAP Tulsa in the amount of $181,239.68 (with $90,812.94 Match) and Signing of the Provider Agreement for Year 15 (7/1/2020-6/30/2021); if awarded, a total of $272,052.62 in funding (grant award plus match) would be used to support personnel costs within Early Head Start and the Early Learning Centers, as well as other associated operating costs. 8. Early Childhood Comprehensive Systems Impact Grant Application (Continuation, Year 5) to the U.S. Department of Health and Human Services, Health Resources and Services Administration in the amount of $426,600; if awarded, this allocation of funds will fully support the fifth year of project operations within the five-year grant cycle. Funds will 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. 9. FY 2020 Head Start/Early Head Start Supplement Grant Application (Cost-of-Living Adjustment/Quality Improvement) and Non-Federal Share Waiver Request to DHHS, Administration for Children and Families in the amount of $206,143; if awarded, this funding would be used to provide LDCAA’s Head Start/Early Head Start staff with a 2% COLA increase (Budget Period: 12/1/2019–11/30/2020). The proposed COLA would serve to increase salaries and fringe benefits in an effort to ensure retention of experienced, qualified staff and maintain overall program quality. The COLA funds would be divided between Personnel Salaries, Fringe Benefits and Indirect Costs associated with staff salaries. The 2% COLA will reflect an increase in the hourly rate of pay for each employee and a permanent increase of 2% in the Head Start/EHS/EHS-Child Care pay scale. Any balance remaining after providing the COLA increase in the hourly rate of staff pay will be used to offset increased operating costs. The Quality Improvement funding will be used to invest in program efforts/activities to improve quality and better incorporate a trauma- informed approach to support children, families, and staff impacted by adverse experiences. Included with the application will be the request for a Waiver for the Non- Federal Share associated with the Federal Request in the amount of $51,536. 10. FY 2020 Early Head Start-Child Care Partnership Supplement Grant Application (COLA/ Quality Improvement) and Non-Federal Share Waiver Request to DHHS, Administration for Children and Families in the amount of $91,814; if awarded, this funding would be used to provide LDCAA’s EHS-CC staff with a 2% COLA increase (Budget Period: 8/1/2020–7/31/2021). The proposed COLA would serve to increase salaries and fringe benefits in an effort to ensure retention of experienced, qualified staff and maintain overall program quality. The COLA funds would be divided between Personnel Salaries, Fringe Benefits and Indirect Costs associated with staff salaries. The 2% COLA will reflect an increase in the hourly rate of pay for each employee and a permanent increase of 2% in the Head Start/EHS/EHS-CC pay scale. Any balance remaining after providing the COLA increase in the hourly rate of staff pay will be used to offset increased operating costs. The Quality Improvement funding will be used to invest in program efforts/activities to improve quality and better incorporate a trauma-informed approach to support children, families, and staff impacted by adverse experiences. Included with the application will be the request for a Waiver for the Non-Federal Share associated with the Federal Request in the amount of $22,954.

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11. Rural Communities Opioid Response Program-Implementation Grant Application to DHHS, Health Resources and Services Administration in the amount of $1,000,000; if awarded, these funds will be used over a three-year period to implement evidence-based interventions and promising practice models to expand access to, and strengthen the quality of, Substance Use Disorder and Opioid Use Disorder prevention, treatment, and recovery services in Choctaw, McCurtain, and Pushmataha Counties.

After discussion and Board Member input with regards to the applications presented, a motion was made by Brad Burgett and seconded by David Smith to approve the submission of resolutions and/or grant applications in the amount of $2,497,338.68 presented as listed on the Consent Docket. The roll call vote was as follows: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item F).

CONSIDER ACCEPTANCE OF GRANTS/CONTRACTS/AWARDS 1. Healthy Start Initiative – Eliminating Racial/Ethnic Disparities Grant Award (Year 2) from DHHS, Health Resources and Services Administration in the amount $1,122,899; these funds will be utilized during the second year (4/1/2020–3/31/2021) of the five-year grant period. Funding will be used to improve access to quality health care and services for women, infants, children, and families through outreach, care coordination, health education and linkage to health insurance; strengthening the health workforce, specifically those individuals responsible for providing direct services; building healthy communities and ensuring ongoing, coordinated, comprehensive services are provided in the most efficient manner through effective service delivery; and promoting and improving health equity by connecting with appropriate organizations. Funding will also be used to provide direct clinical services (well-woman and maternity care) for high-risk Healthy Start Program participants. 2. Adoption of Resolution and Community Facilities Grant Program Award (Upgrade Information Technology) from the U.S. Department of Agriculture, Rural Development in the amount of $42,200; by approving the Resolution as presented, the agency executes and adopts the terms and conditions of the Community Facilities Grant Agreement. These funds will be used to upgrade technology/systems at three LDCAA locations—the Agency Administrative Office, the Head Start/Early Head Start/EHS-Child Care Administrative Office, and Hugo Homeownership Center. 3. Supplemental Funding Grant Award (Priority 1 - Terry Hill Apartments Capital Improvement) from NeighborWorks® America in the amount of $25,000; these funds will be used to replace sidewalks at the Terry Hill Apartment Complex located in Hugo, Oklahoma. 4. Supplemental Funding Grant Award (Emergency Operating Support—COVID-19) from NeighborWorks® America in the amount of $20,000; these funds will be used for emergency operating support in responding to organizational and/or community needs related to the COVID-19 Pandemic. 5. Emergency Funds Grant Award from the AEP Foundation in the amount of $5,000; these funds will be used to purchase staple food items and toiletries for distribution to help meet the basic needs of residents in Choctaw, McCurtain, and Pushmataha Counties during the COVID-19 Pandemic. 6. FY 2020 Retired and Senior Volunteer Program Grant Award (Continuation, Year 2) from

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the Corporation for National and Community Service in the amount of $61,799; these funds will be used to continue operations of the RSVP Program during Year 2 of the three-year grant project. 7. FY 2020 Head Start/Early Head Start Program Grant Award (Balance of Funds) from DHHS, Administration for Children and Families in the amount of $1,891,158; this grant action awards the balance of funding for operations and training/technical assistance for the current grant year (ending 11/30/2020) to support the Head Start/EHS Programs in serving 429 Head Start children and 48 infants and toddlers, all through center-based program options. 8. FY 2020 Community Services Block Grant Award (2nd and 3rd Allocations) from the Oklahoma Department of Commerce/Community Development Services in the amount of $195,542; these funds represent the core funding source to support Community Action Agencies and other CSBG-funded organizations whose primary mission is to address and alleviate poverty within their communities. This second and third allocation of funds will provide salary and operational support for various agency programs. To date, the total amount of CSBG funding awarded for FY 2020 is $228,735.

A motion was made by David Smith and seconded by Brent Franks to approve acceptance of grants, contracts, and awards in the amount of $3,363,598 as presented and listed on the Consent Docket. The roll call vote was: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item G).

Rebecca Reynolds, Executive Director, requested the Board’s consideration, discussion, and vote to approve revisions to the LDCAA Personnel Policy Manual (Organizational Standards 7.1 and 7.2). Reynolds explained that revisions to the Manual were necessary for compliance with our various funders to institute changes in practice or clarify current procedures, and helps to ensure our employees continue to be paid under the current unexpected and extraordinary circumstances due to the COVID-19 Pandemic. The revisions, drafted by LDCAA leadership, serve to provide guidance regarding employee leave, telework, and emergency preparedness and are effective March 1, 2020. Reynolds reviewed the policy revisions and manual additions in detail with the Board. Specifically, revisions were made to Policy Nos. 210 (Hours of Work and Paydays), 313 (Sick Leave), and 314 (Administrative Leave), and two new policies were added (Nos. 40 Telework and 720 Emergency Preparedness). Policy No. 40 Telework is a completely new policy developed to respond to current circumstances (due to the COVID-19 Pandemic) and the need for employees to social distance, self-isolate, or quarantine in keeping with stay-at-home recommendations. It was also necessary to have such a policy in place in order to continue to pay employees who had to move to telework. A corresponding Telework Agreement, which sets forth the terms and expectations of remote work for the agency, was also created for employees who would be teleworking. Policy No. 720 Emergency Preparedness is a completely new policy developed to provide guidance with regards to unexpected or extraordinary circumstances, including a state or national emergency (health or otherwise, such as an infectious disease outbreak or pandemic). The policy outlines procedures the agency will undertake in response to such circumstances or emergencies to ensure clients and staff are kept safe. Once approved, agency staff will be notified of the Personnel Policy Manual revisions by their supervisor and via email announcement. Agency staff will receive a copy of the revised and new policies by email, and the revised Personnel Policy Manual will be accessible via the online Employee Portal. Each employee

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will sign an acknowledgement of receipt of the revised Personnel Policy Manual. A motion was made by Andrea Henkel and seconded by Jimmy Brandon to approve revisions to the LDCAA Personnel Policy Manual. The roll call vote was: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item H).

Rebecca Reynolds, Executive Director, requested the Board’s consideration, discussion, and vote to approve submission of a Paycheck Protection Program Application to the U.S. Small Business Administration. The Coronavirus Aid, Relief and Economic Security Act (or CARES Act), signed into law on March 27, 2020, offers various forms of aid to nonprofits whose operations have been impacted by the COVID-19 outbreak. Paycheck Protection Program loans, available only to 501(c)(3) tax-exempt organizations with fewer than 500 employees, are fully forgivable if spent for qualifying purposes, including payroll costs, mortgage interest, rent, and utilities. Reynolds reported that a Paycheck Protection Program loan application has been submitted to the U.S. Small Business Administration through First United Bank to cover payroll expenses for programs unable to have staff telework during the COVID-19 Pandemic. The amount requested through the Paycheck Protection Program loan application was $1,597,100, which, if approved, would be spent over a period of eight weeks. A motion was made by Wade Scott and seconded by Earl Dalke to approve submission of a Paycheck Protection Program Application to the U.S. Small Business Administration. The roll call vote was: Yes 13; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item I).

Rebecca Reynolds, Executive Director, requested the Board’s consideration, discussion, and vote to approve signing of a Proclamation recognizing April as Fair Housing Month. National Fair Housing Month celebrates the passage of the Fair Housing Act in April 1968, a national law that prohibits discrimination in the sale, rental and financing of housing based on race, color, national origin, religion, and gender. The Act was later amended to include protections for people with disabilities and families with children. National Fair Housing Month works to increase efforts to end housing discrimination and raises awareness of fair housing rights. A motion was made by Brent Franks and seconded by Brad Burgett to approve signing of a Proclamation recognizing April as Fair Housing Month. The roll call vote was as follows: Yes 14; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item J).

Darla Galyon, Head Start/Early Head Start/EHS-Child Care Director, requested the Board’s consideration, discussion, and vote to approve the HS/EHS/EHS-CC Cost Allocation Plan. The Cost Allocation Plan represents only those expenses that require cost allocation and are distributed between the Head Start/EHS/EHS-Child Care Programs. The Plan was developed to ensure that each program is only paying its fair share of the costs used in common, and that no program is subsidizing another. The Cost Allocation Plan proposed is based on current operations of the three programs. A motion was made by Randy Springfield and seconded by Jimmy Brandon to approve the Head Start/Early Head Start/Early Head Start-Child Care Cost Allocation Plan. The roll call vote was as follows: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item K).

Darla Galyon, Head Start/Early Head Start/EHS-Child Care Director, requested the Board’s consideration, discussion, and vote to approve the HS/EHS/EHS-CC Organizational Chart. Changes to the Organizational Chart were needed to reflect the current staffing and

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supervisory structure for the three programs. A motion was made by Brad Burgett and seconded by Dwight Satterfield to approve the Head Start/Early Head Start/Early Head Start-Child Care Organizational Chart. The roll call vote was as follows: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item L).

Darla Galyon, Head Start/Early Head Start/EHS-Child Care Director, requested the Board’s consideration, discussion, and vote to approve the updated HS/EHS/EHS-CC Pay Scale based on the 2.00% Cost-of-Living Adjustment Allowance proposed through applications to be submitted to the Administration for Children and Families, Office of Head Start. 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/Quality Improvement Grants are received. A motion was made by Brent Franks and seconded by David Smith to approve the updated Head Start/Early Head Start/EHS- Child Care Pay Scale based on the 2.00% COLA allowance. The roll call vote was as follows: Yes 15; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item M).

Rebecca Reynolds, Executive Director, provided the Board with an update on the Southeast Oklahoma Community Development Corporation’s Community Development Financial Institution (CDFI) status. The Southeast Oklahoma CDC’s Articles of Incorporation and By-Laws have been approved by its Board, which is comprised of all six members of LDCAA’s Finance/Audit/Loan Committee (Brent Franks, Trilla Frazier, Sandra Meeks, Wade Scott, David Smith, and William Smith), as well as one community member (Shawn Francis). A technical assistance grant application to the U.S. Department of the Treasury is currently in process. If approved, the grant will provide seed funding for the CDC with which to begin mortgage lending, with the intent to serve Self-Help Housing Program clients and those who do not typically qualify for loans initially.

Rebecca Reynolds, Executive Director, provided the Board with an update on agency activities due to the COVID-19 Pandemic. At this time, many agency services are being performed remotely, with staff teleworking. Some offices are still open, and the agency is complying with State and Federal guidelines including prevention measures. Buildings that remain open (9 a.m. to 3 p.m. during the week) are closed to the public (or by appointment only), and there are less than 10 employees present at any given time. Many employees are rotating between telework and working on-site, communicating with clients via phone, social media, and email. Critical community services such as Transit, Emergency Assistance, and Victim Assistance programming are still providing direct services (though there has been a decrease in customer traffic), while taking all necessary precautions to maintain client and staff safety. Agency multifamily and senior housing complexes remain open, but with limited/emergency maintenance being performed. Volunteer Income Tax Assistance services have been postponed until May 1, 2020. With funding provided by the AEP Foundation, the agency distributed food provisions to the elderly and those in need. Agency staff volunteers bagged up rice, beans and canned goods for distribution in the service area; these provisions provided approximately a weeks’ worth of food, and the agency was able to serve 632 individuals/families through this service.

Susie Mashburn, Early Childhood Development and Curriculum Coach, provided a Board Training/Programmatic Report over Fall/Winter 2019-2020 Child Outcomes/Assessment results for the Head Start, EHS, and EHS-Child Care Programs (Organizational Standards 5.7 and 5.9).

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Darla Galyon, Head Start/Early Head Start/EHS-Child Care Director, stated there was no Policy Council Report to provide as the March 17, 2020 meeting was cancelled due to the COVID- 19 Pandemic and prevention/safety precautions taken regarding meetings of large groups.

Rebecca Reynolds, Executive Director, recognized Johnny Driggers (Weatherization Carpenter, Housing Programs) and Billy Bates (Weatherization Carpenter Helper, Housing Programs) as the April 2020 Employees of the Month.

Rebecca Reynolds, Executive Director, recognized the following Service Award recipients: Twenty Years – Gary Teague (Multifamily Maintenance Technician, Housing Programs) and Gayla Vaughan (Group Worker, Self-Help Housing Program).

Other Reports/Announcements/Correspondence were presented as follows: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; HS/EHS/EHS-CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report; Sexual Assault Awareness Month; Child Abuse Awareness Month; and notification of Exemplary Organizational Health Tracking System Assessment Rating from NeighborWorks® America (Organizational Standards 5.7 and 5.9).

There being no other business to come before the Board, a motion was made by David Smith and seconded by Brad Burgett to adjourn the regular meeting. The roll call vote was as follows: Yes 14; No 0; Abstain 0. The motion carried. Voting record is attached (Item V).

The Regular Meeting adjourned at 11:13 a.m.

______Trilla Frazier, Secretary/Treasurer

Item F Page 9 of 10 Item F Page 10 of 10 Item G Page 1 of 20 Item G Page 2 of 20 Item G Page 3 of 20 Item G Page 4 of 20 Item G Page 5 of 20 Item G Page 6 of 20 Item G Page 7 of 20 Item G Page 8 of 20 Item G Page 9 of 20 Item G Page 10 of 20 Item G Page 11 of 20 Item G Page 12 of 20 Item G Page 13 of 20 Item G Page 14 of 20 Item G Page 15 of 20 Item G Page 16 of 20 Item G Page 17 of 20 Item G Page 18 of 20 Item G Page 19 of 20 Item G Page 20 of 20 Item H1 Page 1 of 2 900 N. Stiles Avenue Oklahoma City, OK 73104, USA 405-815-5251 | Toll Free 800-588-5959 OKCOMMERCE.GOV

April 13, 2020

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 your PY’20 Department of Energy Weatherization Assistance Program (DOE WAP) funds are now available. The approved DOE WAP 2020 State Plan is available upon request.

Currently, ODOC is awarding your agency’s full PY20 formula allocation award, along with a base amount of Training and Technical Assistance Funds. Additional PY20 funds will be awarded after all PY19 contracts have closed out. Additional Training and Technical Assistance Funds will also be awarded, after each Subgrantee Recipient has submitted a Training Plan. The Training Plan will be submitted through a separate process (not through the application). An ODOC Weatherization Program Notice to review ODOC’s new Training Plan form and new Training Requirements will be released soon.

Starting with Program Year 2020, ODOC will no longer be awarding funds by county. Your agency may allocate Program funds by county based on need and available resources. Although it is not required to serve every county every year, every county must be served over a period of time (for example, every 2 or 3 years). Any counties your agency decides not to serve this program year must be listed in the Justification box along with the next year it is anticipated they will be served.

PY’20 Award Year to Date

Admin Amount $11,613.00 Training and Technical $6,000.00 Assistance Remaining Amount for $92,435.00 Program Support, Materials, Insurance, and Health & Safety TOTAL AWARD $110,048.00

For PY 2020, Health and Safety funds may not be initially budgeted higher than 14% of Program Operation expenditures (Materials and Program Support), nor the Average Cost Per Unit (ACPU) of $7,669. As needed, later in the program year, you may request ODOC permission to exceed either the H&S or ACPU threshold. Item H1 Page 2 of 2

Please proceed to OKGrants https://grants.ok.gov to apply for DOE WAP funds and complete the following required forms: 1. Applicant Information 2. Management Plan 3. Detailed Line Item Budget 4. Uploads 5. Audit

The following documents must be uploaded in OKGrants:

1. Agency Quality Control Inspector Building Performance Institute Certification(s) 2. Energy Auditor Building Performance Institute Certification(s) (optional) 3. Waiting Lists 4. List of COVID -19 deferred homes (may be submitted separately or as part of waiting list) 5. MOUs with third party subcontractors (for any retrofit installer, crew leader, quality control inspector, or energy audit work that is subcontracted, whether in or out of network). This does not include HVAC, electrical, or plumbing contractors.

Initiation and submission of this application will begin the process for the preparation and execution of an ODOC contract, which will have the contract period of April 1, 2020 – March 31, 2021. Application should be initiated and completed no later than June 12, 2020.

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 2020 (in Contract Part II). No management plans will be accepted with homes scheduled to be completed in March 2021. ODOC will reevaluate this determination in the third quarter of the program year should it be necessary.

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

Sincerely,

Marshall Vogts, Director Community Development

Item H2 Page 1 of 1

Funding Entity: Tyson Foods Funding Opportunity: Open-At-Large-Grants Amount Requested: $5,000

Little Dixie CAA is requesting the Board’s approval to submit an application for $5,000 to Tyson Foods for their Corporate Giving “Open-At-Large” Funding opportunity. Tyson Foods accepts proposals from IRS-registered nonprofit organizations such as Little Dixie C.A.A. to help with implementing programs and improve the quality of life in Tyson communities.

This opportunity was extended to LDCAA in light of increased emergency requests/needs occurring in our service area due to the coronavirus pandemic. Ensuring families have access to meet immediate needs is critical towards addressing self-sufficiency and sustainability which directly addresses the mission of the agency.

Approximately 30 percent of the area population lives below the federal poverty and level and therefore does not likely have a "rainy day fund" as they live paycheck to paycheck. An unexpected event such as is occurring with the COVID-19 pandemic can send these families into a downward spiral as they are unable to meet their financial obligations. Since the pandemic hit, requests for emergency funding for utilities and other critical needs have more than doubled. These funds from Tyson will help these families with those expenses. Our area has many families who depend upon propane for cooking and heating fuel. This fuel (propane) is purchased by local providers as tanks get low, much like buying fuel for a vehicle. So, without support, these families will have no fuel for cooking, heating water, etc. These funds will help those families and many others who have been hit hard by this pandemic.

These funds will be placed in the LDCAA emergency fund and will be targeted to Tyson employees, their children and other family members per the funder’s criteria. Item H3 Page 1 of 1

Funding Entity: KEDDO (Kiamichi Economic Development District of Oklahoma)

Funding Opportunity: KEDDO AAA (Area Agency on Aging) Older Americans Act Title III Program – Transportation Services

Amount Requested: $68,343

Project Timeline: 12 months (July 1, 2020 – June 30, 2021)

Little Dixie Community Action Agency’s Transit Program is requesting the Board’s Approval to apply to KEDDO’s Area Agency on Aging program for a Title III grant in the amount of $68,343 in order to expand transportation services to older individuals (60 and over).

The Older Americans Act of 1965, as amended, provides grant funding for the development of comprehensive and coordinated service systems for older individuals. The KEDDO Area Agency on Aging administers Older Americans Act funding in the counties of Choctaw, Haskell, Latimer, LeFlore, McCurtain, Pittsburg, and Pushmataha. It is the Area Agency on Aging’s responsibility to assess the needs of older individuals in the planning and service area and to fund (or advocate for) services to meet the identified needs. Older individuals are defined as all persons 60 years of age and over. Services must be targeted to older individuals who are in greatest social and economic need, with particular attention to low-income minority individuals and older individuals residing in rural areas.

If awarded, Funds will be used by LDCAA, Inc. to administer and operate a Title III program to provide public transportation for eligible participants residing in Choctaw, McCurtain and Pushmataha counties within the KEDDO district. The program will provide transportation services, assisted transportation services, and caregiver transportation supplemental services to eligible older Americans and their eligible caregivers.

Item H4 Page 1 of 1

Funding Program: Coronavirus Aid, Relief and Economic Security Act (CARES Act) Funding Entity: State of Oklahoma Department of Transportation Funding Amount: $1,665,528.00 Project Period: 5/1/2020 – 4/30/2022

Section 5311 of title 49, United States Code authorizes the apportionment of funds for public mass transportation in rural areas to enhance access in those areas for purposes such as health care, shopping, education, recreation, public services and employment by encouraging the maintenance, development, improvement and use of passenger transportation systems and provides further that funds be made available through the State of Oklahoma. Little Dixie Community Action Agency, Inc. is requesting the Board’s approval to submit an application to the State of Oklahoma Department of Transportation (DOT) for the Coronavirus Aid, Relief and Economic Security Act (CARES Act) to aid in operating and capital expenses associated with the Agency’s response to COVID-19 in the amount of $1,665,528.00 In addition to operating and capital expenses, monies will be utilized the purchase of equipment and vehicles as needed, camera systems onboard all active vehicles, update camera systems at each facility, improve internet connectivity and phase in tablets in place of smart phones for the transit drivers. Item I1 Page 1 of 2 900 N. Stiles Avenue Oklahoma City, OK 73104, USA 405-815-5251 | Toll Free 800-588-5959 OKCOMMERCE.GOV

April 13, 2020

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

Dear Ms. Reynolds:

PY’20 Award Year to Date

Admin Amount $11,613.00 Training and Technical $6,000.00 Assistance Remaining Amount for $92,435.00 Program Support, Materials, Insurance, and Health & Safety TOTAL AWARD $110,048.00

The following documents must be uploaded in OKGrants:

Sincerely,

Marshall Vogts, Director Community Development

Item I2 Page 1 of 2 Item I2 Page 2 of 2 Item I3 Page 1 of 5

STATE OF OKLAHOMA DEPARTMENT OF TRANSPORTATION CORONAVIRUS AID, RELIEF, AND ECONOMIC SECURITY ACT(CARES ACT) FEDERAL FISCAL 2020 FUNDING, 2020 PROGRAM YEAR PROJECT NO: FTA5311-CARE(411), JOB PIECE NO: 34799(16) CFDA #20.509 CHOCTAW COUNTY AGREEMENT NO: CARE2020-12

This Agreement is entered into between the Oklahoma Department of Transportation, hereinafter called the “DEPARTMENT”, acting for and on behalf of the State of Oklahoma, the Governor’s designee for the administration of 49 United States Code (U.S.C.) § 5311 formula grants for rural areas, and the LITTLE DIXIE COMMUNITY ACTION AGENCY, INC, hereinafter referred to as “CONTRACTOR” for the purpose of providing public transportation service to be known as Little Dixie Transit hereinafter referred to as "TRANSIT AGENCY", and subject to the following terms and conditions:

WITNESSETH: WHEREAS, Public Law H.R. 748 cited as the Coronavirus Aid, Relief, and Economic Security Act (CARES Act) provides funding to remain available until expended, to prevent prepare for, and respond to the coronavirus. The Act appropriated funds under Section 5311 of title 49, United States Code; and

WHEREAS, Section 5311 authorizes the apportionment of funds for public mass transportation in rural areas to enhance access in those areas for purposes such as health care, shopping, education, recreation, public services and employment by encouraging the maintenance, development, improvement and use of passenger transportation systems, and provides further that funds be made available through the State of Oklahoma to the TRANSIT AGENCY approved by the Federal Transit Administration, hereinafter referred to as "FTA"; and,

WHEREAS, the DEPARTMENT has been designated to administer the Section 5311 Program within the State of Oklahoma; and,

WHEREAS, the CONTRACTOR is an approved subrecipient of funds for implementing a Section 5311 Program and as further defined under the CARES Act and FTA’s “Frequently Asked Questions from FTA Grantees Regarding Coronavirus Disease 2019(COVID-19)” as amended hereinafter referred to as CARES Act; and,

WHEREAS, the DEPARTMENT is charged with the duty of administering and coordinating the approved program with the subrecipient agency, it is therefore deemed necessary to enter into an Agreement with the subrecipient agency to provide for the operation of a public transportation system in the designated areas.

NOW THEREFORE, for and in consideration of the mutual covenants herein contained, the parties hereto agree as follows: Item I3 Page 2 of 5

SECTION 1: PURPOSE OF AGREEMENT

The purpose of this Agreement is to state the terms, conditions and mutual understanding of the parties as to the manner in which the CONTRACTOR will provide transportation services to the general public under FTA’ Section 5311 Program and as further defined in the CARES Act.

SECTION 2: PROGRAM SCOPE In addition to the terms and conditions as set forth in this Agreement, the CONTRACTOR shall use available CARES Act funds for operating and capital expenses associated with the transit agency’s response to a coronavirus (COVID-19) public health pandemic beginning on January 20, 2020. The CONTRACTOR will undertake and complete the program as specified in the Coronavirus Aid, Relief, and Economic Security Act, in accordance with the rules and regulations of the Section 5311 program, and the CONTRACTOR’s executed 2020 Certification and Assurances filed with the DEPARTMENT on MARCH 17, 2020.

SECTION 3: TIME FOR PERFORMANCE

Time is considered of the essence in the performance of the services required by this Agreement and as further defined in the “EXHIBIT B”. The CONTRACTOR will commence and complete contracted services through the TRANSIT AGENCY with all practicable dispatch, in a sound, economical and efficient manner for the duration of the Agreement period, to commence on the notice to proceed date issued by the DEPARTMENT and be in effect for two years from the notice to proceed date. Unused contract balances will carry over to the CONTRACTOR in subsequent CARES Act agreements with an associated notice to proceed and timeline. Activities by the CONTRACTOR or the CONTRACTOR’S Subcontractor prior to January 20, 2020 are not eligible for reimbursement unless prior written approval is provided by the FTA or DEPARTMENT. Grant balances unable to be used at the end of all phases of the CARES Act contractual periods will go into a general fund to be reallocated to eligible subrecipients.

It is understood and agreed between the parties hereto that the DEPARTMENT is subject to certain funding restrictions which prevent the DEPARTMENT from making a commitment that obligates the DEPARTMENT to pay any funds beyond the aforementioned Agreement period. The DEPARTMENT will initiate the closeout of this agreement within (ninety) 90 days after all funds are expended, all work activities for the project are completed, or at the end of the agreement period as defined. The parties hereto may, by supplemental Agreement, extend the contracted services for additional one (1) year period(s). Any supplemental Agreement shall provide for such amendments to the terms of this Agreement as required and shall be executed with the same formality as this Agreement.

SECTION 4: COMPENSATION

This Agreement is subject to a federal aid financial assistance agreement between the DEPARTMENT and the US Department of Transportation. It is mutually understood the Item I3 Page 3 of 5

DEPARTMENT is performing an administrative function as an agent of the Federal government under the Section 5311 Program and the CARES Act. No State funds are available for use by the CONTRACTOR for cost overruns or any item set forth in this Agreement.

SECTION 5: COST OF PROGRAM

The DEPARTMENT agrees to receive and dispense to the CONTRACTOR available federal funds for services performed by the TRANSIT AGENCY, in an amount not to exceed $1,665,528.00 (ONE MILLION SIX HUNDRED SIXTY FIVE THOUSAND FIVE HUNDRED TWENTY EIGHT) for eligible CARES Act activities administered through the Section 5311 Program in response to the COVID-19 pandemic. Non-eligible activities as defined by the CARES Act, and Section 5311 program are not eligible for available funds provided in the agreement.

This Agreement authorizes the expenditure of funds in phases as described in Section 5.1. This Agreement authorizes expenditure of Phase 1 funds only in an amount not to exceed $832,764 (EIGHT HUNDRED THIRTY-TWO THOUSAND SEVEN HUNDRED SIXTY- FOUR DOLLARS). Phase 2 funds, in an amount not to exceed $832,764 (EIGHT HUNDRED THIRTY-TWO THOUSAND SEVEN HUNDRED SIXTY-FOUR DOLLARS), will be authorized in a supplemental agreement to be provided within twenty (20) business days of written request by the CONTRACTOR and valid documentation of 90% of Phase 1 funds expended on eligible CARES Act activities

5.1 The DEPARTMENT will make available CARES Act funds available in two phases as follows:

Phase

a. Twenty five percent (25%) of each TRANSIT AGENCY’S total CARES Act apportionment will be made available in a Lump Sum claim process for operating and administration expenses only. It is agreed between the parties that monthly non-reimbursement claims with all associated documentation shall be uploaded and processed in MYleonet until such time the non-reimbursement claims equal the twenty five percent (25%) Lump Sum apportionment provided. It is understood and agreed that no additional claims will be processed until all appropriate supporting documentation have been submitted for the lump sum funding made available. Additionally, the purchase of rolling stock and construction projects are not eligible expenses utilizing Phase 1a funding, unless authorized in advance in writing and coordinated through the DEPARTMENT.

b. Twenty five percent (25%) of each TRANSIT AGENCY’s total CARES Act apportionment will be made available through a reimbursable claim process after 90% of the funds in Phase 1a has been spent and documentation has been provided. It is agreed between the parties that reimbursement claims with all associated documentation shall be submitted in MYleonet for payment. Reimbursement for capital expenses in excess of $25,000.00 will be accepted for Item I3 Page 4 of 5

processing on a weekly basis for Phase 1b activities. Claim reimbursement will be made by the DEPARTMENT within twenty (20) days of the receipt of the CONTRACTOR claim.

Phase 2

a. It is agreed between the parties that reimbursement claims with all associated documentation shall be submitted in MYleonet for payment. Reimbursement for capital expenses in excess of $25,000.00 will be accepted for processing on a weekly basis in Phase 2. Claim reimbursement will be made by the DEPARTMENT within twenty (20) days of the receipt of the CONTRACTOR claim.

Eligible CARES Act pre-approved activities will be reimbursed to the TRANSIT AGENCY by the DEPARTMENT. Compensation for services performed under this Agreement will be based on direct and indirect actual accountable costs incurred by the TRANSIT AGENCY with a maximum federal participation of:

• One hundred percent (100%) for capital acquisitions; • One hundred percent (100%) for the acquisition of vehicles and associated accessories for purposes of complying with or maintaining compliance with American with Disabilities Act of 1990 (ADA) or the Clean Air Act (CCA) • One hundred percent (100%) for net operating expenditures as defined by FTA Circular 9040.1(as amended) and further defined in the CARES Act • One hundred percent (100%) for project administration expenditures Costs shall not exceed limits set by State law and shall conform to the U.S. DOT regulations, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,” 2 C.F.R. part 200. Private “For-Profit” entities may obtain indirect cost rates from the Defense Contract Audit Agency (DCAA) web-site at: http://www.dcaa.mil Monies made available from fares charged by the TRANSIT AGENCY shall be applied to the operating costs prior to computing the one hundred percent (100%) federal share. The CONTRACTOR shall apply all profits generated by any business or activity, which has been established pursuant to the TRANSIT AGENCY, toward promoting, enhancing, or otherwise improving their services. Such business or activities include, but are not limited to, charter services and advertising. Deficits incurred by such businesses or activities shall not be eligible for CARES Act reimbursement. The CONTRACTOR hereby certifies that all items included in direct costs have been excluded from the indirect, and that indirect costs are certified annually and direct costs are part of the contractor’s cost allocation plan. The CONTRACTOR shall initiate and complete all actions necessary to provide supporting documents, at or prior to, the time that such documents are needed to meet program requirements costs, to prevent delays in claim reimbursement. The DEPARTMENT will make reimbursement payments based upon properly prepared and executed Claim Forms supplied by the DEPARTMENT. The claim is to be accompanied by a summary sheet tabulating all costs by classification (budget line item) Item I3 Page 5 of 5

showing current month’s expense, cumulative expense, budgeted amount, budgeted balance and totals along with supporting documents. All costs must be reasonable and identifiable. Claims are to be submitted on a monthly basis. The CONTRACTOR shall submit a final billing within thirty (30) calendar days of the close of the TRANSIT AGENCY’S project year. No reimbursement will be made for claims incurred outside of the contractual time frame. Prior to final payment, an audit of the records supporting the costs claimed by the CONTRACTOR shall be made by the DEPARTMENT’S auditors in accordance with generally accepted audit principles. The CONTRACTOR shall bear the responsibility for all funds determined to be ineligible for Federal reimbursement and shall refund any such overpayment of federal funds to the State.

SECTION 6: PROGRAM EQUIPMENT PROCUREMENT

All TRANSIT AGENCY vehicles and associated equipment financed in whole or in part pursuant to this Agreement shall be purchased by, and in the name of, the CONTRACTOR in accordance with applicable State law and standards set forth in the U.S. Department of Transportation (DOT) regulations, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,” 2 C.F.R. part 200 and FTA Circular 4220.1, as amended. TRANSIT AGENCY equipment shall be purchased in conformity with the latest approved TRANSIT AGENCY budget, as contained within Section D, “Project Budget” of the program year 2020 CARES Act application. The CONTRACTOR will be required, unless otherwise authorized in writing by the DEPARTMENT, to utilize the Department of Central Services, State Purchasing Division for procurement of vehicles and other TRANSIT AGENCY equipment with the exception of “Start Up” costs for items such as vehicle signage, tax, title and miscellaneous items costing ONE HUNDRED DOLLARS ($100.00) or less. Unauthorized procurements will not be reimbursed by the DEPARTMENT. Bid specifications will be developed by the DEPARTMENT for various types of vehicles and other equipment as requested.

Examples Include:

1) Advertising on buses, 2) At bus shelters, or 3) At transit centers

These must be awarded on a competitive basis, and income derived from such contracts must be used to offset program costs approved by the DEPARTMENT.

All PROGRAM equipment, materials and services financed in whole or in part pursuant to this agreement shall be purchased by, and in the name of, the CONTRACTOR in accordance with applicable State law and standards set forth in standards set forth in the U.S. DOT regulations, “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,” 2 C.F.R. part 200 and (FTA Circular 4220.1F, as amended). PROGRAM equipment, materials and services shall be purchased in conformity with the latest approved PROGRAM budget, and stated within in the PROGRAM Application.

Item J Page 1 of 2

RESOLUTION

Little Dixie Community Action Agency, Inc/Community Housing Development Organization Section R-12-Low Income Input

WHEREAS, the Little Dixie Community Action Agency, Inc., is a designated Community Housing Development Organization with a vital interest in addressing and improving the housing conditions in Choctaw, McCurtain and Pushmataha Counties of Oklahoma; and

WHEREAS, it is the goal of Little Dixie Community Action Agency, Inc. to seek out advice and input from the beneficiaries/potential beneficiaries of the agency’s housing programs, especially low-income beneficiaries; and

WHEREAS, it is the intention and responsibility of Little Dixie Community Action Agency, Inc. to comply with the HOME program guidelines as outlined in Section R-12 as set forth by the U.S. Department of Housing and Urban Development.

NOW THEREFORE, be it resolved, that the Governing Board of Directors of Little Dixie Community Action Agency, Inc. hereby adopts Section R-12.-Low Income Input which is attached hereto as “Attachment A” and made a part hereof.

BE IT FURHTER RESOLVED, That Little Dixie Community Action Agency, Inc., agrees to abide and operate by those guidelines as set forth in Section R-12-Low Income Input and the Associated Policies/Processes as described in “Attachment A” –Little Dixie Community Action Agency, Inc./CHDO Section R-12 Low Income Input Policies” for the purpose of establishing a formal process for low-income beneficiaries/potential beneficiaries to advise Little Dixie Community Action Agency, Inc. in all of its’ decisions regarding the design, siting, development, and management of all HOME-assisted affordable housing projects within the counties of Choctaw, McCurtain and Pushmataha located in Southeast Oklahoma.

ADOPTED this, the _____ day of ______2020.

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC./CHDO

ATTEST:

______William Smith, Board Chair Rebecca Reynolds, Executive Director Item J Page 2 of 2

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC/CHDO SECTION R-12 LOW INCOME INPUT POLICIES

POLICY PURPOSE: To establish a formal process for low-income beneficiaries to advise Little Dixie Community Action Agency, Inc. in all of its’ decisions regarding the design, siting, development, and management of all HOME-assisted affordable housing projects as evidenced by:

PROCESS: LITTLE DIXIE COMMUNITY ACTION AGENCY, INC./CHDO WILL:

 Hold public input sessions annually (one per county) in Choctaw, McCurtain and Pushmataha Counties of Southeast Oklahoma to: 1. Educate the community, especially low-income beneficiaries/potential beneficiaries about the HOME program and allowable/expected/anticipated/existing HOME activities of and by LDCAA/CHDO 2. Provide a platform for low-income beneficiaries/potential beneficiaries to advise the agency on the design, siting, development, and management of all HOME- assisted affordable housing projects.  Recruit and encourage participation from the low-income community which will be accomplished by implementing the following strategies: 1. Personal contact (telephone call/mailed invitations) made to identified low-income families that are on file on the agency’s waiting lists for programs i.e. Weatherization, LIHEAP, Head Start, Early Head Start, Early Head Start-Child Care and any/all other internal programs. 2. Advertisement of input sessions utilizing posters, handouts, etc. at targeted locations utilized by low-income individuals/families including area Nutrition Centers, Food Banks, local DHS offices, Health Departments, Choctaw Nation Social Service centers, and LDCAA office locations (this list is not all-inclusive). 3. Marketing of input sessions utilizing area newspapers, web page, radio, social media and/or flyers/brochures.  Provide for sufficient notice and access to meetings: 1. Marketing/Recruitment activities to begin no less than two weeks prior to each scheduled input session. 2. Hold three separate meetings (one per county) to reduce travel burden and encourage attendance. 3. Meetings will be held, when feasible, at LDCAA sites with sufficient seating/parking to accommodate large groups. 4. Ensure all marketing/recruitment materials include pertinent information i.e. time, address, and contacts (telephone and email) for obtaining additional information. Item L Page 1 of 2

RESOLUTION

Be it resolved that the governing board for LITTLE DIXIE C.A.A. HEAD START

1. Authorizes the filing of FCC Form 471, Schools and Libraries Universal Service Program Services Ordered and Certification Form for the services and/or products as detailed in the attached report, "E-Rate Requests, FY 2020", for the fiscal year 07/01/2020-06/30/2021.

2. Authorizes payment of the applicant's share subject to the following conditions: (1) approval of funding of the discounted portion by the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC) and (2) receipt of services during the fiscal year 07/01/2020-06/30/2021.

Pre-Discount E-Rate Applicant's Application # Amount Amount Share 201038429 $20,067.36 $18,060.62 $2,006.74 Totals $20,067.36 $18,060.62 $2,006.74

Signature: ______Date: ______

Printed Name: ______Title: ______Item L Page 2 of 2

E-Rate Requests, FY 2020 (07/01/2020-06/30/2021)

Applicant Name:LITTLE DIXIE C.A.A. HEAD START Billed Entity #:16038069

Pre-Disct Requested Applicant 471 App # FRN Service Provider SPIN Category Amount Disct Amount Share 201038429 2099070991 Southwestern Bell Telephone 143004611 Data Transmission 6,720.00 90% 6,048.00 672.00 Company And/or Internet Access

2099071778 Valliant Telephone Company 143002402 Data Transmission 479.40 90% 431.46 47.94 And/or Internet Access

2099076653 Pine Telephone Co. Inc. 143002394 Data Transmission 1,619.40 90% 1,457.46 161.94 And/or Internet Access

2099076718 AT&T Corp. 143001192 Data Transmission 8,860.56 90% 7,974.50 886.06 And/or Internet Access

2099076749 Pine Telephone Co. Inc. 143002394 Data Transmission 2,388.00 90% 2,149.20 238.80 And/or Internet Access

Totals for 471 App # 201038429: 20,067.36 18,060.62 2,006.74

Totals for Billed Entity # 16038069: 20,067.36 18,060.62 2,006.74

05/07/2020 03:34 PM © Kellogg & Sovereign Consulting, LLC Acct Mgr: MW Page 1 Item M Page 1 of 3

Training and Technical Assistance Plan Early Head Start-Child Care Partnership Program Little Dixie Community Action Agency, Inc. August 1, 2020 – July 31, 2021

Partnership Staff Training

Trainer/ Content Area Training Strategies Date Cost Outcome Evaluation Responsible Staff All Content Partnership staff will be provided All Specialists/ June 2020 $1,000 + Partnership staff will obtain Ongoing Areas with information relating to Applicable $464 + greater age appropriate monitoring Performance Standards, Early Head Trainers $420 = knowledge and increase their throughout the Start Curriculum, Disabilities/Mental $1,884 skill level in working with year by Health referrals, Family Engagement, children and families. component area Nutrition, Professional Development, specialists. and Health and Safety during In- Service Training.

All Content Partnership staff will be presented All Specialists/ July 2020 $2,000 + Partnership staff will grow Ongoing Areas with information pertaining to Applicable $928 + their knowledgeable with monitoring HS/EHS Standards as well as all Trainers $840 = HS/EHS Standards and throughout the component areas; Education, ERSEA, $3,768 regulations, Licensing year by Disabilities and Mental Health, requirements, curriculum, component area Professional Development, Nutrition, ERSEA, Disabilities and specialists. Health and Safety, and Family and Mental Health, Nutrition, Community Engagement throughout Health and Safety, and Family a two-day Pre-Service Training. and Community Engagement.

All Content Newly hired partnership staff will All Specialists Ongoing $486 Partnership staff will be Specialists will Areas complete a one-day orientation day provided clear expectations of observe where HS/EHS Performance program requirement and partnership staff Standards are outlined. Each standards. during site visits. Specialist will also present an overview of their component area.

Item M Page 2 of 3

Staff Partnership staff will be provided Professional Ongoing $3,000 Partnership staff will keep PD Specialist will Education with training and necessary materials Development education credentials and/or track and monitor pertaining to obtaining and keeping Specialist certificates current at all times. degrees, all degrees, credentials, and certifications, and certifications current. credentials to ensure compliance.

Health and Partnership staff will be provided Health Specialists Ongoing $750 Partnership staff will ensure Health Specialist Safety with CPR/First Aid training as newly CPR/First Aid credentials are will monitor and hired/as needed to maintain current at all time to meet track all compliance. requirements. certifications to remain in compliance at all times.

Center Directors will be provided with All Specialists Ongoing $2,024 + Center Directors will become Center Directors All Areas trainings as necessary to comply with $1,951 = more knowledgeable on will provide program requirements and facilitate $3,975 HS/EHS Standards to ensure routine best practices within performance program compliance as well monitoring. standards, these can include CLASS, as any other necessary training Specialists will ITERS, PITC, etc. to ensure program success. monitor compliance during site visits.

Partnership staff will receive training Education Ongoing $1,687 + Partnership staff will become Education Education on the best practices to implement Specialists, $2,813 = more knowledgeable on the Specialist will program curriculum within their Mentor Coaches $4,500 use of curriculum in the monitor classroom classroom. Partnership staff will also classroom, the importance of activities when be provided with appropriate lesson planning, setting and making site visits; coaching relating to skill level, monitoring goals, as well as Performance education, experience, self- other various aspects relating Evaluations; Self- assessments, performance evaluations, to curriculum in the Assessment. and personal growth reflections. classroom. Partnership staff will also obtain increased knowledge of classroom management, organization, CLASS, ITERS, child development, and school readiness outcomes.

Item M Page 3 of 3

Education Partnership staff will receive training Education Ongoing $6,000 + Partnership staff will have an Education related to using materials to enhance Specialists/ $1,500 = increases knowledge base of Specialist will the classroom environment in the Contract Trainers $7,500 using materials in the monitor educational domains: social as applicable classroom to support partnership staff emotional, physical, language/literacy, educational domains. incorporating cognitive, and mathematics. materials into lesson plans.

All Areas Partnership staff will take part in Essential Fall 2020 $17,000 Partnership staff will be given Facility Checks CLASS and ITERS observations to Elements techniques to help achieve along with help enhance best practices. best practices within their observations when classrooms for the children Specialist are in they serve. classrooms for folder checks, facility checks, etc.

Policy Council and Governing Board Training

Trainer/ Training Strategies Date Cost Outcome Evaluation Content Area Responsible Staff Administration The Governing Board and Policy Director, Monthly $0 Governing Board and Policy Self-Assessment 1301.2 Council will receive periodic training Assistant Council will be able to carry (programmatic, regulations, Directors and All out their program policies/procedures, Specialists responsibilities effectively. responsibilities/duties, etc.) through lecture, PowerPoint, handouts and Board training/resource manual.

Training and Technical Assistance Total: $42,863

Item N Page 1 of 1 PROCLAMATION

WHEREAS, Community Action has made essential contributions to individuals and families across this Nation by creating economic opportunities and strengthening communities; and

WHEREAS, Community Action is a robust state and local force connecting people to life-changing services and creating pathways to prosperity in 99% of all American counties; and

WHEREAS, Community Action builds and promotes economic stability as an essential aspect of enabling and enhancing stronger communities and stable homes; and

WHEREAS, Community Action promotes community-wide solutions to challenges throughout our cities, suburbs, and rural areas; and

WHEREAS, Community Action delivers innovate services and supports that create greater opportunities for families and children to succeed; and

WHEREAS, Community Action insists on community participation and involvement ensuring that all sectors of the community have a voice and will be heard; and

WHEREAS, Community Action is celebrating 56 years of innovation, impact and providing proven results for Americans.

NOW, THEREFORE, I, William Smith, Chairman of the Board of Directors for Little Dixie Community Action Agency, Inc., do hereby proclaim May 2020 as COMMUNITY ACTION MONTH in recognition of the hard work and dedication of all Community Action Agencies.

IN TESTIMONY WHEREOF, I have hereunto set my hand and caused to be affixed the Seal of Little Dixie Community Action Agency, Inc. on this 12th day of May, 2020.

______William Smith Chairman, Board of Directors Item O Page 1 of 1

SURVEY: Board of Directors

1. What do you believe are the major strengths of your local community?

2. What do you believe are the major issues and challenges facing your local community?

3. Please let us know anything that will assist us in making programming decisions to even better serve the Head Start and Early Head Start child and families in our community. Item R Page 1 of 4 Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency January 1 - March 31 2020 Midwest Region

Total Reported Investment $1,511,719.17

Homeowners Created - Customers 11

Preserved Homeownership - Customers 2

Rental Homes Constructed, Acquired, and 0 Preserved Created and Preserved Homes and 13 Customers Owner Occupied Repairs - Homes 3

Rental Homes, Repaired 0

Total Repaired - Homes 3

All Group Education - Customers 7

Other Counseling - Customers 63

Foreclosure Mitigation Counseling, Home Not 0 Retained - Customers All Counseling and Education - Customers 70

Foreclosure Mitigation Counseling Intake - 0 Customers Financial Capability - Customers

Rental Homes Portfolio, Owned and/or 121 Managed

'Total Reported Investment' and 'Created and Preserved Homes and Customers' are the two measures that NeighborWorks America uses to demonstrate and evaluate the strength and impact of network organizations. Item R Page 2 of 4 Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency January 1 - March 31 2020 Midwest Region

I. Clients & Homeowners Created Financing NWO Constructs New NWO Sells a Unit it Directly Provides Self- Plays Intermediary Counselor and/or Total Homeowners Unit for New Home Had Purchased (with Help Housing for New Role in Providing Self- Broker/Lender ONLY Created Owner or without rehab) to Home Owner Help Housing for New for New Home Owner New Home Owner Home Owner Investment $0.00 $0.00 $390,615.00 $662,904.00 $409,362.00 $1,462,881.00

Homes 0 0 3 5 3 11

Customers 0 0 3 5 3 11

Preserved Homeownership

Owner Occupied Rehab Refinance not foreclosure Reverse mortgage Replacement Foreclosure Mitigation Total Preserved Counseling (home retained) Homeownership Investment $3,067.17 $40,618.00 $0.00 $0.00 $0.00 $43,685.17 Homes 1 1 0 0 0 2 Customers 1 1 0 0 0 2

II. Projects & Rental Homes Summary Owner- For-Sale Homes Development Constructed and Rehabilitated Repaired Commercial Commecial Special Projects Occupied Developed Services Purchased and Refinanced Development Lending Repairs Investment $3,153.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $2,000.00 $0.00

Homes 3 * 0 0 0 0 0

*Units reported under For-Sale Homes Developed do not count towards Total Production, Investment does count toward Total Investment. Item R Page 3 of 4 Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency January 1 - March 31 2020 Midwest Region

III. Rental Homes Portfolio IV. Commercial Development Portfolio V. Group Education Customers a. Owned 121 Number of Projects 0 a. Number of households that completed pre-purchase homebuyer 7 education workshop b. Managed not Owned 0 Square Footage 0 b. Number of households that completed financial literacy 0 workshop, including home financing budgeting and/or credit repair c. Section 8 Place-based homes 0 c. Number of households that completed resolving or preventing 0 d. Section 8 Tenant-based homes 17 mortgage delinquency workshop d. Number of households that completed non-delinquency post- 0 e. USDA Rental Assistance Place-based homes 0 purchase workshop, including home maintenance and/or financial management for homeowners f. USDA Rental Assistance Tenant-based homes 0 e. Number of households that completed fair housing workshop 0

f. Number of households that completed predatoring lending 0 workshop Total Group Education 7

VI. Counseling Results - Customers

Preserved Homeownership, Foreclosure Mitigation Foreclosure Mitigation Counseling, Home Not Other Counseling - Customers - Customers Retained - Customers Number of households that received Reverse Mortgage one-on-one 13 a. Mortgage refinanced 0 a.Executed a deed-in-lieu 0 counseling Number of households that received Pre-Purchase/Homebuying one-on- 49 b. Brought mortgage current 0 b. Sold property/chose alternative 0 one counseling housing solution c. Mortgage modified 0 Number of households that received Home Maintenance and Financial 0 c.Pre-foreclosure sale 0 Management for Homeowners (Non-Delinquency Post-Purchase) one-on- one counseling d. Received second mortgage 0 d.Mortgage Foreclosed 0 Number of households that received Resolving or Preventing Mortgage 1 e. Initiated forebearance 0 e.Bankruptcy 0 Delinquency or Default one-on-one counseling agreement/repayment plan Other Counseling - Customers (Total) 63 f. Obtained partial claim loan from FHA 0 f. Entered debt management 0 lender g. Counseled and referred for legal 0 Preserved Homeownership, 0 assistance Foreclosure Mitigation - Customers (Total) h. Other (final result not listed above) 0

Foreclosure Mitigation Counseling, 0 Home Not Retained - Customers (Total) Item R Page 4 of 4 Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency January 1 - March 31 2020 Midwest Region

VII. Revolving Loan Fund (RLF), Excluding Forgivable and Deferred

First Mortgages Subordinate Mortgages Revolving Loan Fund (RLF), Non Amortized a. Total outstanding number of RLF loans 5 j. Total outstanding number of RLF loans 0 a. Total number of outstanding non-amortized 0 loans (excluding forgivable) b. Total outstanding value RLF loans $182,945.00 k. Total outstanding value of RLF loans $0.00 b. Total value of outstanding non-amortized loans $0.00 (excluding forgivable) c. Number currently 30-59 days delinquent 0 l. Number currently 30-59 days delinquent 0 d. Value currently 30-59 days delinquent $0.00 m. Value currently 30-59 days delinquent $0.00 e. Number currently 60-89 days delinquent 2 n. Number currently 60-89 days delinquent 0 f. Value currently 60-89 days delinquent $28,662.00 o. Value currently 60-89 days delinquent $0.00 g. Number currently 90 days or more delinquent 0 p. Number currently 90 days or more delinquent 0 h. Value currently 90 days or more delinquent $0.00 q. Value currently 90 days or more delinquent $0.00 i. Delinquency Rate (90 days or more) 0.00 % i. Delinquency Rate (90 days or more) 0.00 %

VIII. Inventory For-Sale / Days on the Market IX. Volunteers

Inventory For-Sale Homes Days on the Market for For-Sale Homes in Inventory Volunteer Hours 10,006

Units Held in Portfolio at End of Quarter 1 For sale less than 120 days 0

Units moved to rental portfolio or lease 0 For sale between 120-180 days 0 purchase program # of Unimproved Owned Buildings 0 For sale greater than 180 days 1

# of Owned Undeveloped Lot 0

# of Units Under Construction 0

# of Units Sold 0

X. Home Ownership Customers: Education and Counseling Hours

0 Hours >0 and <4 Hours =>4 and <8 Hours =>8 Hours # Clients % Total Clients # Clients % Total Clients # Clients % Total Clients # Clients % Total Clients 0 0 0 0 0 0 11 100.00 % Item S Page 1 of 5 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

April 21, 2020 MINUTES

Little Dixie Community Action Agency’s Head Start/Early Head Start/EHS-CC Policy Council met on Tuesday, April 21, 2020 at 10:30 a.m. at 104 North E street in Hugo, Oklahoma. Notice of time, place and agenda of meeting was posted within prominent view at 400 S. “K” Street and 104 North E Street, Hugo, Oklahoma twenty-four (24) hours prior to the meeting.

The meeting was called to order at 10:45 a.m. with a quorum by Darla Galyon, HS/EHS/EHS-CC Director. Members present by videoconference or teleconference remotely via the Zoom communications platform were Whitney Kos, Hugo II; Patricia Morgan, Horace Mann II; Crystal O’Dell, Valliant II; Sara Parsons, Rattan II & III; Jonna Reynolds, Soper I; and Sierra Westbrook, Battiest.

HS/EHS/EHS-CC staff present included: Darla Galyon, HS/EHS/EHS-CC Director; Jordan Mack, HS/EHS/EHS-CC Assistant Director; Mattie Ferguson, HS/EHS/EHS-CC Assistant Director; Lori Henry, HS/EHS Program Secretary; Paula Savoy, Health Specialist; Katelyn Nelms, Nutrition Specialist; Sara Moore, ERSEA Specialist, Susie Mashburn, ECE & CC Specialist; Rita Burke, Disability/Mental Health Specialist; Kacey Thomas, Professional Development Specialist; and Tori Crawford, Family & Community Engagement Specialist.

Consideration and Vote to accept the Minutes from the February 18, 2020 meeting: Crystal O’Dell made a motion to approve the minutes as written and Patricia Morgan seconded the motion. The motion carried.

Consideration, Discussion, and Vote to approve Suzanne Himes from Oklahoma Department of Human Services (DHS) as a community representative to replace the previous DHS representative who had completed her service time: Darla Galyon gave an overview of the position and duties that Suzanne Himes holds at DHS. Sierra Westbrook made a motion approve and Sara Parsons seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Enter in Executive Session to Discuss the employment, transfer, hiring, appointment, promotion, and demotion, or disciplining of Tayeh Shoals, Substitute; Courtney Price, Substitute; Ashley Parker, Substitute; Chelsea Womack, Substitute; Charolette Tuck, Substitute and Abby Worthey, Substitute pursuant to LDCAA Okla. Stat. title 25 § 307(B)(1): No Motion was made to enter into Executive Session.

Consideration, Discussion, and Vote to Adjourn Out of the Executive Session and the Regular Board Meeting Be Reconvened: Did not enter into Executive Session, no motion was needed.

Consideration, Discussion and Vote to Approve New Hires, Transfers and Terminations Recommended by the Personnel Committee: Crystal O’Dell made a motion to approve Patricia Morgan seconded the motion. The motion carried.

Item S Page 2 of 5 Consideration, Discussion and Vote to Submit the Early Head Start-Child Care Partnership Grant Application (Period 8/1/2020 – 7/31/2021) to the Administration for Children and Families, Office of Head Start in the Amount of $1,883,558: Darla Galyon stated that if awarded, this funding would provide support for program operations and training/technical assistance for the EHS-CC Program for a period of one year, serving 132 infants and toddlers in partnership with eight area child care centers. Sierra Wesbrook made a motion to submit and Crystal O’Dell seconded the motion. The motion carried.

Consideration, Nomination/Election and Vote to approve a Policy Council Governing Board Liaison for the remainder of the 2019-2020 School Year. Darla Galyon, HS/EHS/EHS- CC Director explained that the previous liaison could no longer serve therefore she had to resign. Darla Galyon then explained the role and responsibilities of the position and asked for volunteers/nominations. Patricia Morgan, Horace Mann II Policy Council Rep. volunteered and with there be no other volunteers/nominations Sara Parsons made a motion to approve and Sierra Westbrook seconded the motion. The motion carried.

Consideration, Discussion and Vote to approve the Oklahoma Early Childhood Program Grant Application to CAP Tulsa and Signing of the Provider Agreement (Year 15:7/1/2020 – 6/30/2021)- $181,239.68 (Match: $90,812.94). Darla Galyon, HS/EHS/EHS-CC Director stated that the Oklahoma Early Childhood Program grant is a supplemental funding source used to enhance the quality of Little Dixie Community Action Agency’s Early Head Start and Early Head Start-CC Programs. This grant provides the agency’s birth to age three programs the ability to raise the quality of existing classrooms in various aspects. The funding provides the resources needed to supplement staff salaries, heighten training opportunities that would otherwise be unobtainable, and raise classroom monitoring standards. In closing Darla stated that Little Dixie CAA is requesting funding that will provide enhancement to 12 classrooms and 80 slots in the following centers: Antlers Early Head Start-24 slots, Antlers Early Learning Center-8 slots, Broken Bow Early Learning Center-24 slots, Hugo Early Head Start-12 slots, Idabel Early Head Start- 12 slots. Sierra Westbrook made a motion to approve and Crystal O’Dell seconded the motion. The motion carried.

Consideration, Discussion, and Vote to approve the FY 2020 Head Start/Early Head Start Supplement Grant Application (Cost-of-Living Adjustment/Quality Improvement) and Non- Federal Share Waiver Request to DHHS, Administration for Children and Families-$206,143. Darla Galyon stated that Little Dixie Head Start/Early Head Start staff will receive a 2% COLA increase to increase salaries and fringe benefits in an effort to ensure retention of experienced, qualified staff and overall program quality. The 2% COLA reflects an increase in the hourly rate of pay for each employee and permanent increase of 2% in the Head Start/Early Head Start pay scale. Sara Parsons made a motion to approve and Patricia Morgan seconded the motion. The motion carried.

Consideration, Discussion and Vote to approve the FY 2020 Early Head Start-Child Care Partnership Supplement Grant Application (COLA/Quality Improvement) and Non-Federal Share Waiver Request to DHHS, Administration for Children and Families-$91,813. Darla Galyon stated that Little Dixie Early Head Start-Child Care Partnership staff will receive a 2% COLA increase to increase salaries and fringe benefits in an effort to ensure retention of experienced, qualified staff and overall program quality. The 2% COLA reflects an increase in the hourly rate of pay for each employee and permanent increase of 2% in the Head Start/Early Item S Page 3 of 5 Head Start pay scale. Crystal O’Dell made a motion to approve and Jonna Reynolds seconded the motion. The motion carried.

Consideration, Discussion and Vote to approve the FY 2020 Head Start/Early Head Start Program Grant Award (Balance of Funds) from DHHS, Administration for Children and Families-$1,891,158. Darla Galyon explained to the council that this action awards the balance of funds for Head Start and Early Head Start operations, Head Start training and technical assistance, and Early Head Start training and technical assistance for the 12/1/2019 – 11/30/2020 budget period. Sierra Westbrook made a motion to approve and Jonna Reynolds seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve Workplace Surveillance and Search Policy and Revisions to LDCAA Personnel Policy Manual (O.S. 7.1 & 7.2). Darla Galyon presented a copy of the Surveillance and Search Policy as well as copies of the Personnel Policy Manual updates. Darla Galyon explained that the Surveillance and Search Policy and Revisions was put in place in order to promote the safety of Little Dixie employees, program participants and authorized visitors, as well as safeguard the agency’s assets and promote a drug free workplace, Little Dixie reserves the right to conduct monitoring and surveillance activities. To further these purposes, Little Dixie may monitor and/or record work performance and conduct while on Little Dixie’s premises. Little Dixie may also monitor, record, and/or intercept conversations, comments and/or any other type of verbal utterance made on agency premises including, without limit, those made on or via a telephone, cellphone and/or any other communication device. Darla Galyon also presented an overview of the Personnel Policy changes to the following policies and answered all questions that were asked by members present via Zoom: Hours of Work and Paydays, Sick Leave, Paid Personal Time Off (Administrative Leave), Telework, and Emergency Preparedness. Jonna Reynolds made a motion to approve and Crystal O’Dell seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve HS/EHS/EHS-CC Cost Allocation Plan. Darla Galyon presented a copy of the plan stating that the plan was developed through careful consideration of the most appropriate cost allocation method for each expense category and employment position to ensure each program is charged the appropriate expenses and by using logical and rational methods to ensure that each program is paying only its fair share of the of an item used in common, and that no program is subsidizing another. The plan represents only those expenses that require cost allocation and are distributed between the head Start, EHS and EHS- CC programs. Jonna Reynolds made a motion to approve and Patricia Morgan seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve HS/EHS/EHS-CC Organizational Chart. Darla Galyon presented of copy of the Organizational Chart and explained that changes to the Organizational chart were needed to reflect the current staffing and supervisory structure for the Head Start/Early Head Start and Early Head Start-CC programs. Jonna Reynolds made a motion to approve and Patricia Morgan seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve Updated HS/EHS/EHS-CC Pay Scale Based on 2% COLA Allowance. Darla Galyon presented a copy of the Updated Pay Scale stating that the update was due to the 2% COLA Allowance. Sierra Westbrook made a motion to approve and Sara Parsons seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the HS, EHS, SAF, Community Facilities, AmeriCorps, OECP, USDA, and Non-Fed January, 2020 Financial Statements and Credit Card Distribution Reports and Presentation of February, 2020 Financial Statements and Item S Page 4 of 5 Credit Card Distribution Reports. Darla Galyon, HS/EHS,EHS-CC Director presented copies of and reviewed the financial statements and Credit Card Distribution Report along with an explanation of where non-fed monies come from. Jonna Reynolds made a motion to approve and Patricia Morgan seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the HS, EHS, SAF, Community Facilities, AmeriCorps, OECP, USDA, and Non-Fed February, 2020 Financial Statements and Credit Card Distribution Reports and Presentation of March, 2020 Financial Statements and Credit Card Distribution Reports. Darla Galyon, HS/EHS,EHS-CC Director presented copies of and reviewed the financial statements and Credit Card Distribution Report along with an explanation of where non-fed monies come from. Jonna Reynolds made a motion to approve and Patricia Morgan seconded the motion. The motion carried.

HS/EHS/EHS-CC Child Out Comes/Assessment Results for Fall/Winter 2019-2020- Susie Mashburn, ECE & CC Specialist: Susie Mashburn presented a PowerPoint along with an overview/discussion with members.

Head Start Program Performance Standards Training-Jordan Mack, HS/EHS/EHS-CC Assistant Director: Jordan Mack provided a slide with an overview/discussion on each HS/EHS/EHS-CC component area. Some of the items discussed were Governance; Govern Board & Policy Council, ERSEA (Eligibility, Recruitment, Selection, Enrollment, Attendance) ; points, Education; IDP, School Readiness, Health (Physical, Mental, Nutrition, Disabilities); IEP-10%, Physicals & Dentals, Family and Community Engagement; Family Goals, Communication, and Professional Development.

Other Reports/Announcements: i. Recruitment & Enrollment Update/Enrollment and Attendance Report – Sara Moore, ERSEA Specialist: Sara Moore reported that in March, 2020 Head Start was currently at 422 children enrolled and that attendance was 85.1%. Mrs. Moore reported that Early Head Start has 47 children currently enrolled, and attendance was 80.5%. Mrs. Moore also reported that EHS-CC currently has 123 children and attendance was 81.5%. Mrs. Moore stated that April, 2020 Head Start was currently at 407 children enrolled and that attendance was 86.2 %. Mrs. Moore reported that Early Head Start has 47 children currently enrolled, and attendance was 85.3%. Mrs. Moore also reported that EHS-CC currently has 123 children enrolled and that attendance was 87.1%. Mrs. Moore said that the program was actively recruiting and asked the council to help by spreading the word to family and friends. ii. Governing Board Report-Darla Galyon: provided an overview of the Governing Board meeting items stating that all HS/EHS/EHS-CC items were approved in addition to other agency reports and grants. Darla also encouraged everyone to please complete the 2020 Census if they haven’t already iii. USDA Meals and Snack Report Katelyn Nelms-Katelyn Nelms provided a copy and an overview summary of meals and snacks served for February & March, 2020. iv. Data Analysis Report-Jordan Mack-Jordan Mack presented a power point along with an overview for council members v. OHS Communications and Guidance-Darla Galyon-All OHS Communications and Guidance received since the last council meeting were presented and reviewed with council members. (March & April, 2020) vi. Program Summary Report-Darla Galyon presented the HS/EHS/EHS-CC Program Summary for the council to review. (March & April, 2020)

Consideration, Discussion, and Vote on New Business (Not known about or which could not Item S Page 5 of 5 have been reasonably foreseen prior to time of posting the Agenda. Okla. Stat. Title 25 § 311): Darla Galyon, HS/EHS/EHS-CC Director presented the optional supplemental Summer Program application. This application if awarded would provide additional transitioning service for the children going into kindergarten that were not available due to schools closing for the Covid-19 pandemic. Sierra Westbrook made a motion to approve submittal and Patricia Morgan seconded the motion. The motion carried.

There being no other business to come before the board, Crystal O’Dell made a motion to adjourn and Jonna Reynolds seconded the motion. The motion carried and the meeting was adjourned.

______Sara Parsons-Chairperson Misty Diaz-Vice-Chairperson Amber Tatum-Secretary Item T Page 1 of 2 Item T Page 2 of 2 Item V Page 1 of 15 View the web version Go to ECLKC

Partnering with Families to Improve Economic Stability During and After COVID-19

Many Head Start and Early Head Start families are affected with job loss and other community impacts related to coronavirus disease 2019 (COVID-19). Learn more about the steps programs can take, now and in the future, to improve families' financial stability. Tips to Support Family Economic Stability During COVID-19

Financial Capability

Help eligible families and staff in your program access a range of tax credits. You can help them claim money they are owed by increasing their awareness of these credits. Share information about free tax preparation services through the Internal Revenue Service's (IRS) Volunteer Income Tax Assistance (VITA) program. Assist families with direct deposit banking so they can receive stimulus checks and tax credits directly without having to wait too long. For more information about accessing stimulus checks, check out How Non- filers Can Get Their Stimulus Check. Reflect with families on how they want to use the stimulus money so they can spread it out and think about their future goals, including considerations for paying debt, saving for later, and budgeting for basic necessities.

Employment and Education

Engage families in conversations about their employment goals and aspirations. Consider online work and essential services with employers adhering to safe social distancing measures. These could be resume builders or stepping stones for future employment. Help families access benefits such as unemployment, food stamps, healthcare, and Temporary Assistance for Needy Families (TANF). Plan or strengthen community partnerships with local workforce investment boards and American Job Centers, community colleges, and apprenticeship providers. Summer Supplemental Programs

Employment and Education

Build partnerships with community colleges to support student parents staying with or beginning their degrees. Work with all families on education and employment goals, whether previously employed or not. One-time Activities to Support Family Employment and Education

Head Start and Early Head Start staff can use COVID-19 recovery funds to:

Assist families with employment and education goals Consider funds for technical and course fees for college, application fees, enrollment fees, and transcript fees related to education and income stability goals Item V Provide professional development for staff to build or enhance and improve Head Start families' accessPage to2 of 15 education, training, and employment services Hire a project-based coach consultant to work with local sector employers who can prioritize hiring of Head Start and Early Head Start families Consultants can work with families to both acquire, maintain, and progress in these jobs Additional Resources

Building Foundations for Economic Mobility (BFEM) Head Start and Early Head Start programs are well positioned to partner with families to achieve their goals. Explore this collection of resources from the BFEM Initiative to help families focus on their well-being and progress.

Economic Mobility Toolkit for Head Start and Early Head Start Explore this toolkit as a one-stop shop for everything programs need to know about financial capability services, education, and employment for Head Start and Early Head Start families.

Coronavirus Tax Relief and Economic Impact Payments Learn more about the IRS coronavirus response and discover tax help for taxpayers, businesses, tax-exempt organizations, and others—including health plans—affected by COVID-19.

Earned Income Tax Credit and Other Refundable Tax Credits Review information about the Earned Income Tax Credit (EITC) and child tax credits. These credits are among the largest IRS public benefits for low-income households. Head Start, Early Head Start, and child care staff can ensure families are informed about these credits and other financial tools. Use these resources to help determine eligibility and next steps.

Helping Parents Finance Their Education and Training Goals Learn about opportunities and challenges for families as they pursue their education and training goals. Find resources families can use to weigh their financial options, including savings, student loan comparisons, and budgeting.

Helping Staff and Families Understand and Use Credit to Achieve Financial Goals Learn about the work of the Consumer Financial Protection Bureau (CFPB) and the Office of Financial Empowerment. Discover how to access credit reports, submit a complaint to CFPB, and more.

Partnering with Community Colleges to Support Student Parents Find out how Head Start and Early Head Start programs can play a role in helping student parents identify higher education programs in their area. Learn ways to partner with community colleges to push for the creation of resources for student parents.

Partnering with Parents on Their Education and Training Goals Explore the range of goals and needs that families typically identify during family goal-setting activities. Discover effective strategies you can use to connect families to resources and opportunities through referrals and community partnerships. Stay Informed

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You are receiving this email because you are signed up for Office of Head Start communications. If you prefer not to receive emails of this sort in the future, you can unsubscribe here. You also may modify your ECLKC email subscriptions. Recipients Item V Page 3 of 15

Responding to COVID-19 eclkc.ohs.acf.hhs.gov/about-us/coronavirus/responding-covid-19 View the Latest Coronavirus Disease 2019 (COVID-19) Updates from the Office of Head Start »

Coronavirus disease 2019 (COVID-19) has deeply impacted Head Start and Early Head Start programs, enrolled children and families, and their communities. This section is regularly updated with guidance and resources from the Office of Head Start (OHS) to help all programs support staff, children, and families during this challenging time. Latest Updates

4/28/2020: COVID-19 Check-In

In this video, Dr. Bergeron shares the unique and creative ways Head Start staff are supporting children and families during the COVID-19 pandemic. She also delves into some Early Head Start program strategies and encourages staff to take care of themselves during this difficult time. Encouraging parent- child relationships is key, as well as communicating with simplicity and engaging in routine activities. Comfort, love, and support are the best remedies for children who might regress in achieving goals as a result of COVID-19. As always, Dr. B shares a love note to workers making a difference in the lives of babies and toddlers all over the country.

4/24/2020: Caring for Children in Group Settings During COVID-19 (Webinar)

Early care and education (ECE) programs have many questions about how to keep children and staff healthy during the COVID-19 pandemic. Guidance for open programs is now available from the U.S. Centers for Disease Control and Prevention (CDC) and the American Academy of Pediatrics (AAP) . This webinar also highlights the guidance and best practices in preventing the spread of disease from Caring for Our Children . Register again to view the webinar replay.

4/23/2020: ECLKC Resources to Support Professional Development for Education Staff (Email)

Discover resources on the Early Childhood Learning and Knowledge Center (ECLKC) that education staff can use to support their professional development during center closures and while social distancing.

4/23/2020: Supporting Emergency Child Care During the COVID-19 Crisis: How Head Start and Early Head Start Programs Can Help (Email)

1/4 Item V Page 4 of 15 Find clarification on how programs can support, when possible, the use of closed Head Start centers as temporary child care centers for medical personnel and essential workers. By law, Head Start funds can only be used to provide Head Start services to eligible children and families. However, Head Start facilities, equipment, materials, and supplies can be used to support emergency child care, subject to cost reimbursement or replacement. Head Start staff may also have the option to support emergency child care operations in addition to the work they are doing to continue Head Start services.

4/21/2020: Partnering with Families to Improve Economic Stability During and After COVID-19 (Email)

Many Head Start and Early Head Start families are affected with job loss and other community impacts related to COVID-19. Learn more about the steps programs can take, now and in the future, to improve families' financial stability.

4/20/2020: Full Enrollment Policy Questions and Answers (Q&As) (Email)

4/16/2020: Enrollment Q&As

OHS issues general guidance on enrollment inquiries related to COVID-19 program closures, as well as specific guidance and flexibilities related to grantees participating in the Full Enrollment Initiative.

4/14/2020: ACF-PI-HS-20-03 FY 2020 Supplemental Funds in Response to Coronavirus Disease 2019 (COVID-19)

This Program Instruction (PI) provides information about supplemental funds available for Head Start programs in response to COVID-19. It describes the purpose, eligibility, and application process for supplemental summer programs and one-time activities in response to COVID-19.

4/6/2020: Update to Wages and Benefits Flexibility During the COVID-19 Pandemic (Email)

In recognition of the unique circumstances associated with COVID-19, OHS is directing programs to continue to pay wages and provide benefits for staff unable to report to work during center closures necessary to address COVID-19. This directive does not apply to non-COVID-19 related program closures during which employees would not otherwise be paid, such as summer breaks.

This flexibility remains in effect through June 30, 2020 or the date upon which programs reopen for center-based services, and employees return to regularly scheduled onsite work, if sooner. OHS will continue to monitor program closures and may adjust the effective date of this flexibility as needed.

4/6/2020: CARES Act Funding to Support Head Start Children, Families, and Programs (Webinar)

Watch as OHS leadership discuss new funding to support needs related to COVID-19. They respond to questions about the purpose of these funds and how to apply.

4/2/2020: Responding to Grantee Questions on COVID-19: Updated March 31, 2020

2/4 Item V Page 5 of 15 Explore these questions and responses to common grantee concerns regarding program closure, staff pay and benefits, available flexibilities, and program monitoring.

4/1/2020: Serving Needs Beyond Head Start (Email)

Many grantees are asking questions and seeking approval for local decisions about operations. OHS is empowering grantee leadership to make decisions that support Head Start children and families first, and also help others in need.

3/31/2020: ACF Grant Flexibilities in Conducting Human Services Activities Related to or Affected By COVID-19 (Email)

With this email, the Administration for Children and Families is transmitting IM-ACF-OA-2020- 01 [PDF, 192KB] dealing with grant flexibilities in conducting human service activities related to or affected by COVID-19.

3/24/2020: MyPeers Can Support Virtual Work During COVID-19 (Webinar)

Watch this webinar to discover ways to minimize face-to-face contact and travel as your program responds to COVID-19.

3/24/2020: Temporarily Repurposing Head Start and Early Head Start Centers: Partnering to Support Emergency Child Care During the COVID-19 Crisis (Email)

OHS has received many inquiries about temporarily repurposing Head Start and Early Head Start centers closed due to COVID-19 to provide child care primarily for children of medical staff and others engaged in responding to the COVID-19 emergency. To support programs in their decision-making about taking on responsibilities beyond their Head Start population, OHS has developed a set of frequently asked questions, which address some regulatory issues, health and safety concerns, and matters of capacity and liability.

3/18/2020: MyPeers Can Support Virtual Work During COVID-19 (Email)

Discover ways to minimize face-to-face contact and travel as your program responds to COVID-19. MyPeers can help program management and staff work remotely by creating a private workgroup for your agency. Use it to hold group chats, share documents and resources, post questions, and even screenshare from the privacy of your own home. Members can access MyPeers via desktop or use the app on their smartphone or tablet.

3/17/2020: Supporting Grantee Leadership Regarding Coronavirus Disease 2019 (COVID- 19) (Webinar)

Hear from OHS leadership as they discuss the impacts of COVID-19 on grantee operations. They offer clarifying information and respond to questions from the Head Start community on recently published (at the time of the webinar) COVID-19 prevention and response information.

3/13/20: Child and Adult Care Food Program (CACFP) Flexibilities (Email)

3/4 Item V Page 6 of 15 The U.S. Department of Agriculture (USDA) has waived its group setting meal requirement for closed schools and authorized special flexibilities for many states. Grantees may work with their state CACFP agency to determine whether similar flexibilities that can support the ongoing availability of meals and snacks for enrolled children are available during Head Start and Early Head Start program closures.

3/13/2020: Managing Infectious Disease (Video blog)

Dr. Bergeron and Dr. Marco Beltran discuss strategies for managing infectious disease. Head Start programs can follow local guidance and use federal guidance to support their decision-making.

3/13/2020: COVID-19 Wages and Benefit (Email)

In addition to the general flexibilities in ACF-IM-HS-19-01, OHS is providing the additional flexibility regarding wage and benefits for employees impacted by COVID-19 closures.

3/12/20: Department of Health and Human Services (HHS) COVID-19 Funding and Guidance (Email)

A number of U.S. Department of Health and Human Services (HHS) divisions, including OHS, are releasing COVID-19-related information on funding and guidance. Review information on key issues to keep you up to date (at the time of release).

Topic: About Us

Keywords: COVID-19, Diseases

Last Updated: May 7, 2020

4/4 Item V Page 7 of 15

May Program Summary

Eligibility, Recruitment, Selection, Enrollment & Attendance:

Little Dixie Head Start is serving 3 and 4 year old children within the tri‐county service area with a current enrollment of 409 children. There are currently 48 children, aged birth to 3, enrolled among the 3 Early Head Start centers and 124 children enrolled in the Early Head Start‐Child Care locations. We are currently accepting applications for all 3 programs. During the month of April, we have been recruiting by posting various flyers, posters and other recruitment materials via online media posts due to the COVID‐19 pandemic. Partnering child care facilities are also actively recruiting children for the program. We will continue placing recruitment flyers, posters and other recruitment items online until we are able to go back to placing materials in and around various businesses within the tri‐county service area.

Family & Community Engagement

For March 2020, we had 76 parents that participated in the Parent Meeting. Family Advocates are working on FPA’s with families, with a current percentage of 85, these percentage will decrease as school is letting out in May. In the Parent Ready to Read for March we had 14 people volunteering to read to classrooms, the year to date total since August is 496. Love & Logic is still our current parenting curriculum.

Father Involvement: The activities for the month of March was making several different springtime crafts such as: making a caterpillar, birdhouse, bird feeder, planting seed. We had fathers/grandfather/uncles and other adults that were there for dad’s day, for the month of March we had a total of 42 with 24 being a male figure. There were also 7 dads/father figures that participated in March parent meetings. Since the beginning of the school year we have had 728 father figures that have participated in family engagement activities. All numbers are low due to the covid‐19 pandemic. Our centers did not go back to their classrooms after spring break and distance learning began.

Nutrition:

We are pleased to announce that we have completed the 2nd round of CACFP on‐site monitor visits, Head Start Folder Checks 2nd Semester, and 1st Quarter Early Head Start and Early Head Start‐Child Care Folder Checks. The 3rd round of CACFP on‐site monitor visits are in process as we get through this challenging times with the COVID‐19 Pandemic. Cooks have been preparing for the 2020‐2021 school year with menu adjustments and changes.

Health

During the month of April Community Partnership letters were mailed. Immunization records from OSIIS were printed for Transition packets to be mailed. Communications continue through emails, telephone and video conferences. Webinars were attended for educational purposes and to keep Item V Page 8 of 15

informed on changes being made to our programs due to COVID‐19 changes in our working environment. CPR classes have been discontinued until further notice with a waiver for requirement during this time with no classrooms in session. Teachers instructed to continue to educate parents and children on the importance of handwashing practices. Our home telework continues to include weekly contact by team leaders to center staff members with encouragement and instruction on researching information to pass on to parents and children during this time away from our normal daily activities, keeping the children informed with learning activities via telephonic, website and messaging.

Education:

During the month of April, LDCAA teaching staff have continued to send packets, ideas for activities to promote children’s learning, online teaching and reading of books. The methods of communication have varied phone calls, texts, FaceTime, Facebook, Google Classroom, and Splashlearn. Early Head Start and EHS‐Child Care staff are also teleworking. They continue to contact and assist families with activities for their young babies and toddlers. While watching a webinar from Conscious Discipline, one staff member compared the new “online teaching” to a teacher’s first year experience. Indeed, that statement is true. From our teleworking office, Nikki and I have been in contact with administrative staff, teachers, and classroom staff. We have participated in webinars and online meetings. It has been a learning curve for our entire staff.

Teaching Strategies GOLD fall and winter data was presented to the Governing Board and Policy Council. The results help the admin staff to focus on strengths and areas of improvement for our students. It is also used as a tool to plan staff development.

Professional Development

During the month of April, staff continued to telework from home. This was a great opportunity for our staff members who are working toward their CDA. They made amazing progress, and a few finished all of their books and are ready to start their portfolios. Management staff continued to keep in contact with their centers for updates and to keep the lines of communication as open as possible during this time.

Professional Development has been busy ensuring that all staff members are on track to meet any education requirements in the proper timeframe. Staff members have been making progress and are on track to be completed within requirement deadlines.

We have been working on ensuring all new staff meet requirements for the programs they work for including trainings as well. We strive for excellence and want to make the new staff as well a seasoned staff as informed as possible.

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Disabilities/Mental Health/Transition

Due to the COVID‐19 Pandemic, numbers have stayed the same. We still have 11 Early Head Start‐Child Care children that have been identified by Sooner start as eligible for services. Providers are in contact with parents during this time. Six other EHS‐CC children are in the referral process to Sooner Start and will be evaluated when the OSDE allows providers to determine a need for special services for these children. Sooner Start staff are also providing services to three Early Head Start children and have 2 referrals for Sooner Start evaluations. With new guidelines from the government, all referrals are on hold while social distancing is in effect.

In Head Start, we have 107 students on IEPs that have been receiving services from the public schools. There have been 9 other referrals made to the public schools from the screenings that have been done in the areas of vision, hearing, speech, and the developmental areas of motor skills, communication, problem solving, personal‐social and social‐emotional skills.

The Mental Health Consultant and staff have completed classroom observations. Teachers, staff and parents have the opportunity to make appointments and can be made at the discretion of the parents and staff. A classroom observation report from the mental health consultants include suggestions and resources to address the challenging behavior in the classroom. These resources can be shared with parents and staff.

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. With the temporary dismissal of children at the centers, staff have been in contact with parents. In, April, three children have turned three years old and due to the centers being closed, they may still be in the same placement.

At the Head Start centers, 185 children will be transitioning to Kindergarten. Packets have been mailed to the parents that include a copy of the child’s birth certificate and immunization record and a 3‐month calendar of activities for the parent and child to prepare for a smooth transition to Kindergarten. In addition, a copy of the child’s birth certificate and immunization records has been sent to each school district.

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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 April-19 5471 5672 7176 18319 May-19 3033 3026 3577 9636 June-19 629 713 622 1964 July-19 630 728 662 2020 August-19 3569 3576 4748 11893 September-19 4518 4563 5767 14848 October-19 4847 4928 6290 16065 November-19 3433 3475 4329 11237 December-20 3376 3511 4370 11257 January-20 4175 4237 5359 13771 February-20 4220 4241 5446 13907 March-20 2357 2427 3080 7864

YEARLY TOTALS 40258 41097 51426 132781 Item V March 2020 HEAD START TIME & ATTENDANCE REPORT Page 11 of 15 As of 3/31/2020 ENROLLED DROPPED ATTENDANCE Previously Monthly YTD Previously Monthly YTD Currently 30 Day Date Total Kid Monthly CENTER Enrolled Enrolled Enrolled Drop Drop Drop Enrolled Count Dropped Enrollment AI Days ADA Antlers 1 21 21 4 4 17 0 17 4 14 87.0% Antlers 2 21 21 2 2 19 0 19 2 14 93.2% Battiest 9 9 2 1 3 6 1 3/8/2020 7 3 14 84.1% Boswell 1 21 21 3 3 18 0 18 8 14 92.5% Boswell 2 19 19 0 19 0 19 6 14 93.6% Broken Bow 1 21 21 4 4 17 0 17 1 16 92.7% Broken Bow 3 18 18 3 1 4 14 1 3/8/2020 15 2 16 89.5% Clayton 1 6 6 0 6 0 6 3 14 85.7% Clayton 2 18 18 1 1 2 16 1 3/29/2020 17 5 14 96.6% Forest Grove 1 15 15 4 4 11 0 11 4 14 92.9% Forest Grove 2 18 18 5 5 13 0 13 5 14 94.4% Fort Towson 17 17 1 1 16 0 16 8 14 92.9% Haworth 16 16 2 2 14 0 14 4 14 90.3% Horace Mann 1 21 21 4 4 17 0 17 1 14 91.2% Horace Mann 2 20 20 3 3 17 0 17 1 14 86.1% Horace Mann 3 19 19 2 1 3 16 1 3/8/2020 17 2 14 90.8% Hugo 2 19 19 2 2 17 0 17 2 14 90.8% Hugo 4 21 1 22 6 6 16 0 16 0 14 70.7% Idabel 1 12 12 1 1 11 0 11 2 16 90.9% Idabel 2 23 23 7 7 16 0 16 2 16 89.1% Idabel 3 19 19 3 3 16 0 16 0 16 81.6% Rattan 1 16 16 2 2 14 0 14 5 14 96.4% Rattan 2 9 9 0 9 0 9 5 14 84.1% Rattan 3 8 8 0 8 0 8 4 14 78.6% Soper 1 17 17 0 17 0 17 5 14 91.6% Soper 2 20 20 2 2 18 0 18 8 14 86.1% Swink 0 0 0 0 0 0 0 0 0.0% Valliant 1 17 17 1 1 16 0 16 3 14 93.3% Valliant 2 19 19 4 4 15 0 15 8 14 86.8%

TOTALS 480 1 481 68 4 72 409 4 413 103 89.5% Item V Page 12 of 15 March 2020 Pre-K TIME & ATTENDANCE REPORT As of 3/31/20 ENROLLED DROPPED ATTENDANCE

Previously Monthly YTD Previously Monthly YTD Currently Kid Monthly CENTER Enrolled Enrolled Enrolled Drop Drop Drop Enrolled Days ADA Antlers 2 1 1 0 1 14 85.71% Battiest 4 4 1 1 3 14 97.6% Boswell 1 0 0 0 Boswell 2 1 1 0 1 14 100.0% Broken Bow 3 0 0 0 Clayton 2 0 0 0 Forest Grove 1 3 3 1 1 2 14 100.0% Horace Mann 2 0 0 0 Hugo 2 2 2 0 2 14 92.9% Hugo 4 3 3 0 3 14 85.7% Soper 2 0 0 0 Swink 0 0 0

TOTALS 14 0 14 2 0 2 12 94.1% Item V Page 13 of 15

March 2020 EHS-CC Time and Attendance As of 3/31/20 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 13 1 14 6 6 8 0 0 20 90.5% ELC-Broken Bow 36 36 16 16 20 2 0 20 79.0% ELC-Hugo 20 3 23 11 11 12 2 0 20 70.4% ELC-Idabel 25 25 9 1 10 15 1 1 3/10/2020 19 85.6% ELC-Swink 13 13 5 5 8 2 0 20 84.4% Cabbage Patch 25 25 15 1 16 9 1 1 3/2/2020 19 88.4% The LearningTree 55 55 15 15 40 2 0 84.9% Turner Learning 16 16 4 4 12 3 0 100.0%

TOTALS 203 4 207 81 2 83 124 13 2 84.8% Item V Page 14 of 15 Data Analysis Report Summary March 2020

Disabilities IEP/IFSP –

30%

25%25%25% 25% 23% 22% Aug-19 21%21% 20% Sep-19 Oct-19

15% 14% Nov-19 Dec-19

10% 8% 8%8%8% Jan-20 7% 6% 6% Feb-20 5% 5% 5% 4%4%4%4% 4%4% Mar-20 2%

0% Head Start EHS EHS-CC

Attendance

95 93.2

90.5 90.590.3 90 88.5 87.8 Aug-19 86.8 86.7 87.1 86.5 86.2 Sep-19 84.8 85.385.2 85.3 85.1 85.1 85 Oct-19 82.2 81.5 Nov-19 80.8 Dec-19 80 78.4 Jan-20 Feb-20 75 Mar-20

70 EHS EHS-CC Head Start

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Family & Community Engagement

Dad’s Day 300 259 247 250 Aug-19 198 200 Sep-19 175 177 180 Oct-19 143 150 Nov-19 116 Dec-19 99 104 103 92 Jan-20 100 80 65 Feb-20 43 50 Mar-20 25

0 Male Participation Total Participation

Parents Ready to Read

120

102 100 91 93 91 Aug-19 79 80 Sep-19 67 Oct-19

60 Nov-19 Dec-19 39 40 Jan-20 Feb-20

20 14 Mar-20

0 Volunteers