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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) 1 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 2 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: __________ 3 Item F Page 1 of 10 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 1 Item F Page 2 of 10 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).
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