Little Dixie Community Action Agency, Inc.

Board of Directors Meeting

S E P T E M B E R 8 , 2 0 2 0 • 1 0 : 0 0 A M H E A D S T A R T A D M I N I S T R A T I O N O F F I C E 1 0 0 5 S . 5 T H S T R E E T - H U G O , O K L A H O M A

Our Mission:

To improve the lives of low-income individuals and families through service and collaboration leading to self-sufficiency. Item A Page 1 of 3

Board of Directors and/or Executive Committee Meeting Little Dixie Community Action Agency, Inc. Tuesday, September 8, 2020  10:00 a.m. Head Start Administration Office  1005 S. 5th Street  Hugo, Oklahoma  74743

This meeting will include videoconferencing or teleconferencing but there will be parties present at the LDCAA Head Start Administration Office, located at 1005 S. 5th St., Hugo, OK 74743.

The following Board Members will appear remotely via Zoom videoconference or teleconference: Jimmy Brandon Sharon Jernigan Brad Burgett Vickie Leathers Kevin Cory Sandra Meeks Clinton Crawley Dwight Satterfield Melissa Cress Leah Savage Earl Dalke Wade Scott Brent Franks, Vice-Chairman David Smith Selena Franks William Smith, Chairman Trilla Frazier, Secretary/Treasurer Randy Springfield Patsy Guess Vicky Wade David Hawkins Craig Young Andrea Henkel

Public view and access: https://us02web.zoom.us/j/7337464865 or 1-346-248-7799 Meeting ID: 733 746 4865

AGENDA

A. Call to Order and Invocation

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

C. Moment of Silence to Honor Board Member Jim Freeny

D. Board Training: How to Interpret an Audit Report and Presentation of the 2019 LDCAA Audit (Organizational Standards 5.7, 5.9 & 8.3)

E. Consideration, Discussion, and Vote to Approve the 2019 LDCAA Audit (O.S. 8.1, 8.2 & 8.4)

F. Finance/Audit/Loan Committee Report

Consent Docket - The following items of business indicated by brackets (G and H, I, J) 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unless and except for any item which any one of the Board desires to have discussion about at the meeting or withdrawn from the Consent Docket and handled individually in order immediately following the completion of the Consent Docket.

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

H. Consideration, Discussion, and Vote to Approve July 2020 Financial Reports; Distribution of August 2020 Financials for October 2020 Consideration and Vote (O.S. 8.7)

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I. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $167,731 1. Letter of Inquiry (Choctaw County Drug Free Communities Program) to the Inasmuch Foundation - $10,000 2. Local Community Grant Program Application (Choctaw County DFC Program) to Walmart (Store 49 – Hugo, Oklahoma) - $5,000 3. FY 20 Lending Supplemental Grant Application to NeighborWorks® America - $75,000 4. Letter of Interest (Choctaw County DFC Program) to American Fidelity Foundation - $5,000 5. FY 2020 Community Services Block Grant Application (4th Allocation) to the Oklahoma Department of Commerce/Community Development Services - $2,231 6. FY 20 Advancing Comprehensive Community Development and Racial Equity Supplemental Grant Application to NeighborWorks® America - $50,000 7. Special Project Application (Choctaw County YouthBuild) to the RAM Foundation - $20,500

J. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $505,166 1. 2020 AmeriCorps Grant Award (Year 2) from the Corporation for National and Community Service, Oklahoma Community Service Commission - $179,914 2. SFY 2021 Community Action Agencies State Appropriated Funds Award from the Oklahoma Department of Commerce/Community Development - $10,050 3. SFY 2021 CAA State Appropriated Head Start Funds Award from ODOC - $79,432 4. FY 2020 CSBG Award (4th Allocation) from ODOC - $2,231 (Total Awarded: $230,966) 5. Local Community Grant Program Award (Choctaw County Drug Free Communities Program) from Walmart (Store 49 – Hugo, Oklahoma) - $2,500 6. FY 2020 Healthy Start Initiative – Eliminating Racial/Ethnic Disparities Grant Award from the U.S. Department of Health and Human Services, Health Resources and Services Administration - $21,222 (Total Awarded: $1,144,121) 7. Early Head Start-Child Care Partnership Supplement – COVID-19 One Time Grant Award and Non-Federal Share Waiver Approval (Period 8/1/2020 – 7/31/2021) from DHHS, Administration for Children and Families - $116,003 (Waiver Total: $29,001) 8. EHS-Child Care Partnership Supplement Grant Award (Cost-of-Living Adjustment/Quality Improvement) and Non-Federal Share Waiver Approval (Period 8/1/2020 – 7/31/2021) from DHHS, Administration for Children and Families - $91,814 (Waiver Total: $22,954) 9. Unrestricted Grant Award (Financial Capability Learning Lab Intensive Training) from NeighborWorks® America via JP Morgan Chase Bank - $2,000

K. Consideration, Discussion, and Vote to Approve Hiring of Kellogg & Sovereign® Consulting, LLC as the E-Rate Consultants for the 2021-2022 E-Rate Funding Year

L. Discussion Concerning Compliance with Children’s Internet Protection Act (CIPA) Cyberbullying Awareness

M. Consideration, Discussion, and Vote to Approve Darla Galyon (HS/EHS/EHS-CC Director) and Mattie Ferguson (HS/EHS/EHS-CC Assistant Director) as the E-Rate Purchasing Agents for the 2020-2021 School Year

N. Consideration, Discussion, and Vote to Approve Revised Head Start/Early Head Start/EHS- Child Care Management Team Cost Allocation Plan

O. Consideration, Discussion, and Vote to Approve Updated HS/EHS/EHS-CC Pay Scale Based on 2.00% COLA Allowance and Quality Improvement Funding

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Item A Page 3 of 3

P. Consideration, Discussion, and Vote to Approve HS/EHS/EHS-CC Organizational Chart

Q. Risk Assessment and Management Report

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

S. Recognition of September 2020 Employees of the Month: Accounting Department Staff

T. Recognition of Service Awards: Twenty Years: Jeannie McMillin, Director – Transit Program Johnny Moffitt, Associate Director – LDCAA Administration

U. Other Reports/Announcements/Correspondence: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; EHS/EHS-CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report; and 2020-2021 Transportation Waiver Approval for Head Start Program (O.S. 5.7, 5.9)

V. 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)

W. Consideration, Discussion, and Vote to Adjourn

Posted: ______Date: ______Time: ______

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Item C Provided by Bunch-Singleton Funeral Home Jim Bob Freeny August 22, 1938 ~ August 29, 2020 (age 82)

Jim Bob Freeny, 82, of Broken Bow, OK passed from this life Saturday evening August 29th, 2020 surrounded by family. Jim was born in Roff, OK to I.L. and Lillie Freeny on August 22, 1938. His dad moved the family from Roff to Clebit driving cattle along the way. Jim graduated high school from Broken Bow. He furthered his education by attending Oklahoma State University in Stillwater, OK where he obtained his master’s degree in Agricultural Education.

Jim proudly served his country in the United States Army Reserve Artillery Division in El Dorado Springs, Missouri. Jim taught Vo-Ag with his college friend David E. Allison, winning multiple top-honors for their agricultural department. After sixteen years of a successful teaching career Jim returned to Oklahoma to help his father with his cattle Services operation. GRAVESIDE SERVICE Jim enjoyed being County Commissioner for District 1, Farm Credit Saturday Services board member, Little Dixie Services board member, Sevier September 5, 2020 County Co-op board member, and President of the McCurtain County 10:00 AM Cattleman’s Association. Jim was proud to be a member of the Choctaw Crown Hill Cemetery Nation. He was a longtime member of the Broken Bow Church of Christ. Broken Bow, OK Jim was preceded in death by his mother and father, Lillie and I.L.; brother-in-law, Jack; high school friend, Hulan and college friend, David.

Jim is survived by his wife, Durf of forty-seven years, son, Chad L. and Fiancé, Stacy Dawn; two sisters, Joann and Judy; in-laws, Duwayne, Robert and Darlene; several cousins, nieces and nephews.

Graveside Services will be held at Crown Hill Cemetery, Broken Bow, OK on Saturday, September 5th, 2020 at 10:00 a.m. Please maintain social distancing.

Visitation to be held at a later date.

It has been said that Jim Freeny could play cards with anyone over the phone in the dark and would never cheat you. LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. REVENUES

16,000,000

13,430,566 14,000,000

12,000,000

10,000,000

8,000,000 2019 Dollars

6,000,000

4,000,000 3,251,781 3,128,477 1,367,907 2,000,000 584,770 496,785 8,504 90,786 132,322 0 Page 1 Item Categories of 13 D

1 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. REVENUES

Contribution Interest & Dividends 0.4% 0.6% Rental Misc. Match Rev. 2.6% 0.0% 6.1%

Recoveries from Prog. 13.9%

Program Fees/Contracts 14.5%

Federal Grants/Loans 59.7%

State Grants 2.2% Page 2 Item of 13 D 2 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. REVENUES

16,000,000

14,000,000

12,000,000

10,000,000 2019 2018 8,000,000 2017 DOLLARS

6,000,000

4,000,000

2,000,000

0

CATEGORIES Page 3 Item of 13 D 3 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXPENSES BY PROGRAM

12,000,000

10,262,018 10,000,000

8,000,000

6,000,000 2019 DOLLARS 3,679,848 4,000,000 3,226,397 3,483,999

1,828,181 2,000,000

821,579

0 Page 4 Item CATEGORIES of 13 D

4 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, EXPENSES BY PROGRAM

General Operating 15.0%

Economic Development 3.5%

Transportation 7.8% Head Start & Child Care 44.0%

Housing 15.8%

Community Services 13.8% Page 5 Item of 13 D 5 Audit Report Pg. 5 LITTLE DIXIE COMMMUNITY ACTION AGENCY, INC. EXPENSES BY PROGRAM

12,000,000

10,000,000

8,000,000 2019 2018 6,000,000 2017 DOLLARS 4,000,000

2,000,000

0 Page CATEGORIES 6 Item of 13 D 6 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXPENSES BY NATURAL CLASSIFICATION

9,000,000

8,000,000

7,000,000

6,000,000

5,000,000 2019 4,000,000 DOLLARS

3,000,000

2,000,000

1,000,000

0 Page 7 Item CATEGORIES of 13 D

7 Audit Report Pg. 8 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXPENSES BY NATURAL CLASSIFICAITON

Dep. & Amor. 1.5% Interest Other 0.0% 6.3% Match Exp. 5.9% R & M 2.2%

Insurance Salaries/Wages 6.6% 34.0%

Equip./Facil. 4.3%

Food 5.5%

Supplies 4.2%

Tele & Util 2.2% Fringe Benefits 9.8% Space Cost Indirect Costs 1.2% Travel & Transportation 7.0% 3.3% Consultant/Contractual Stipends 5.8% 0.4% Page 8 Item of 13 D 8 Audit Report Pg. 8 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXPENSES BY NATURAL CLASSIFICAITON

9,000,000

8,000,000

7,000,000

6,000,000

2019 5,000,000 2018 2017 DOLLARS 4,000,000

3,000,000

2,000,000

1,000,000

0

CATEGORIES Page 9 Item of 13 D 9 Audit Report Pg. 8 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXCESS/(DEFICIT) REVENUES

25,000,000 23,302,022 22,491,898

20,000,000

15,000,000

Revenues 10,000,000 Expenses

DOLLARS Excess/(Deficit)

5,000,000

0 Revenues Expenses Excess/(Deficit) (810,124)

(5,000,000) Page CATEGORIES 10 Item of 13 D 10 Audit Report Pg. 5 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXCESS/(DEFICIT) REVENUES

25,000,000

20,000,000

15,000,000

Revenues 10,000,000 Expenses Excess/(Deficit) DOLLARS

5,000,000

649,953 458,725 0 2019 2018 2017 (810,124)

(5,000,000) Page CATEGORIES 11 Item of 13 D 11 Audit Report Pg. 5 Item D Page 12 of 13 Little Dixie Community Action Agency, Inc. Graphical Analysis of Revenues and Expenditures

Revenues 2019 2018 2017 Contribution 90,786 115,157 65,663 Rental 584,770 580,933 557,992 Federal Grants/Loans 13,430,566 13,770,217 14,312,717 State Grants 496,785 460,413 466,675 Program Fees/Contracts 3,251,781 3,391,687 3,316,855 Recoveries from Prog. 3,128,477 3,046,892 3,163,928 Misc. 8,504 26,381 8,111 Match Rev. 1,367,907 1,341,273 1,628,242 Interest & Dividends 132,322 131,818 96,329 Total Revenue 22,491,898 22,864,771 23,616,512

Expenses by Program 2019 2018 2017 Head Start & Child Care 10,262,018 10,222,310 10,446,302 Community Services 3,226,397 2,542,806 3,047,766 Housing 3,679,848 3,185,209 3,206,585 Transportation 1,828,181 1,993,486 2,083,849 Economic Development 821,579 745,140 811,322 General Operating 3,483,999 3,525,867 3,561,963 Total Program Expenses 23,302,022 22,214,818 23,157,787

Expenses by Natural Classification 2019 2018 2017 Salaries/Wages 7,926,263 7,620,121 7,690,801 Fringe Benefits 2,285,170 2,198,718 2,311,115 Indirect Costs 1,621,258 1,537,320 1,525,343 Stipends 99,996 116,891 127,580 Consultant/Contractual 1,354,431 1,258,343 1,566,271 Travel & Transportation 770,722 704,247 791,381 Space Cost 291,200 315,258 1,028,629 Tele & Util 501,614 487,771 464,504 Supplies 969,068 939,926 800,804 Food 1,283,510 1,325,905 1,430,250 Equip./Facil. 998,240 724,560 378,145 Insurance 1,526,445 1,721,493 1,659,587 R & M 502,986 293,350 276,780 Other 1,457,994 1,328,933 1,099,995 Match Exp. 1,367,907 1,341,273 1,628,242 Dep. & Amor. 344,231 300,296 376,477 Interest 987 413 1,883 Total Expenses 23,302,022 22,214,818 23,157,787

2019 2018 2017 Revenues 22,491,898 22,864,771 23,616,512 Expenses 23,302,022 22,214,818 23,157,787 Excess/(Deficit) (810,124) 649,953 458,725 Item D Page 13 of 13

LDCAA Other Expenses

2019 2018 2017 Rehab/Renovation 0 0 0 Postage 16,627 14,730 14,913 Advertising/Promotion 85,428 128,971 95,187 Printing & Publication 35,494 37,484 60,290 Other 1,055,773 964,489 750,095 Training 105,855 47,538 20,117 Fees, License, Dues 132,593 120,366 140,305 Direct Services 26,224 18,461 18,286 Bad Debt Expense 0 (3,106) 802

0 0 0 1,457,994 1,328,933 1,099,995 Item G Page 1 of 12

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

MINUTES BOARD OF DIRECTORS MEETING August 11, 2020 Head Start Administration Office - Hugo, Oklahoma

The Board of Directors of Little Dixie Community Action Agency, Inc. met in a regular meeting session on Tuesday, August 11, 2020 at 10:05 a.m. The meeting was held at LDCAA’s Head Start Administration Office, located at 1005 S. 5th Street in Hugo, Oklahoma. In accordance with the Oklahoma Open Meeting Act, as Amended, written notice of this change in location was submitted to the County Clerk 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 (Head Start Administration Office – 1005 S. 5th 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 Board Member Kevin Cory.

Roll Call was taken and a quorum was established (18 Board Members present, 9 absent). The following Board Members were present at the meeting site: Brad Burgett, Kevin Cory, Clinton Crawley, Brent Franks, Selena Franks, Patsy Guess, Andrea Henkel, Dwight Satterfield, Leah Savage, Wade Scott, David Smith, William Smith, and Marcia Wright. The following members were present by videoconference or teleconference, appearing remotely via the Zoom communications platform: Melissa Cress, Earl Dalke, David Hawkins, Vickie Leathers, and Randy Springfield. The following members were absent: Stacy Akard, Jimmy Brandon, Trilla Frazier, Jim Freeny, Walter Frey, Sharon Jernigan, Sandra Meeks, Vicky Wade, and Craig Young. LDCAA employees present at the meeting site were: Sheila Pierce, Rhonda Teague, Johnny Moffitt, Corey Kraeger, Sharon Pennell, Sheree Ensley, Jordan Mack, Mattie Ferguson, Darla Galyon, Dawn McDaniel, Stella Dennis, W.F. Grammar, Tina Kitson, Macy Self, Andi Wright, Rebecca Reynolds, and Kathy James. LDCAA employees and/or visitors present, appearing remotely via the Zoom communications platform included: Amber Duncan.

The Board recognized Patsy Guess as the elected representative for the Head Start/Early Head Start/Early Head Start-Child Care Policy Council, a Low-Income Entity on the LDCAA Board of Directors (entity to expire 12/31/2022).

William Smith, Chairman, requested a volunteer to serve as Mentor for the new Board Member. Board Member Leah Savage volunteered and was appointed to serve as Board Mentor for Patsy Guess (Organizational Standard 5.7).

William Smith, Chairman, requested the Board’s consideration, discussion, and vote to accept David Hawkins as the appointed representative for Wright City Schools, a Public Entity on

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Item G Page 2 of 12

the LDCAA Board of Directors (entity to expire 12/31/2021). A motion was made by Brad Burgett and seconded by Brent Franks to accept David Hawkins as the appointed representative for Wright City Schools, a Public Entity on the LDCAA Board of Directors. The roll call vote was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item E).

Brad Burgett, Board Member, provided the Board with a report from the Committee for Nominations, who met prior to the meeting to determine the slate of LDCAA Officer Candidates for the upcoming year (2020-2021) in accordance with the agency’s By-Laws and requirements for the annual election of Officers. The Committee for Nominations recommended the existing Board Officers to serve over the next year: Chairman – William Smith (representing Choctaw County); Vice-Chairman – Brent Franks (representing Pushmataha County); and Secretary/Treasurer – Trilla Frazier (representing McCurtain County). The Committee for Nominations also recommended the existing members of the Executive and Personnel Committee to serve for 2020-2021.

William Smith, Chairman, requested the Board’s consideration, discussion, and vote to elect LDCAA Board of Directors Officers for 2020-2021, pursuant to LDCAA Amended By- Laws, Article VI, Section 2. Smith also opened the floor to other nominations. A motion was made by Brad Burgett and seconded by David Smith to retain the existing Board Officers as recommended by the Committee for Nominations, therefore electing the following to serve as LDCAA Board of Directors Officers for 2020-2021: Chairman – William Smith, Vice-Chairman – Brent Franks, and Secretary/Treasurer – Trilla Frazier. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item G).

William Smith, Chairman, requested the Board’s consideration, discussion, and vote to elect LDCAA Executive and Personnel Committee Members for 2020-2021, pursuant to LDCAA Amended By-Laws, Article VI, Section 2 and Article X, Section 1. As stipulated in the By-Laws, the composition of the committee shall consist of seven members total, comprised of the elected Officers of the Board and at least one Public sector, one Low-Income sector, and one Private sector member, to be elected by majority vote of the Board. Smith listed the current members of the Committee and then asked for any nominations. A motion was made by Wade Scott and seconded by Leah Savage to keep the same Committee members for the upcoming year as recommended by the Committee for Nominations and, in doing so, elect the following (in addition to the elected Officers) to the Executive and Personnel Committee: Kevin Cory (Low-Income Sector, Choctaw County), Jim Freeny (Public Sector, McCurtain County), Walt Frey (Private Sector, McCurtain County), and Vickie Leathers (Private Sector, Pushmataha County). The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item H).

Brent Franks, Vice-Chairman, provided the Board with the Finance/Audit/Loan Committee Report. The Finance/Audit/Loan Committee met on August 11, 2020 at 9:08 a.m. The Committee received a status report on all active loans; the agency also has a new Loan Officer, Jamie Stevenson. The Committee voted to recommend full Board approval of the agency’s Financial Reports for June 2020. The 2019 Form 990 is ready to file and the draft was distributed to the Board for review. The Committee recommended full Board approval of the 2019 Form 990 filing. The Committee received an update regarding the Request for Proposals process for the 2020 Audit; proposals will be accepted through the end of August and the Committee will meet in

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Item G Page 3 of 12

September to score the bids. The Committee also received an update on properties. On the night of July 30, 2020, the Transit building in Antlers, Oklahoma was damaged in a storm. Since the building has a Federal interest linked to it through the Oklahoma Department of Transportation, the agency is looking into possible options depending on the property valuation and the cost to repair/renovate.

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 July 2020 Regular Meeting Minutes and the June 2020 Financial Reports; the July 2020 Financials were distributed for consideration and vote at the September 2020 Board Meeting (Organizational Standards 5.5 and 8.7). A motion was made by Andrea Henkel and seconded by Wade Scott to approve the July 2020 Regular Meeting Minutes and the June 2020 Financial Reports. The roll call vote was as follows: Yes 13; No 0; Abstain 3. The motion carried. The Voting Record is attached (Items J & K).

CONSIDER SUBMISSION OF RESOLUTIONS/GRANT APPLICATIONS 1. FY 2021 Head Start/Early Head Start Program Grant Application to the U.S. Department of Health and Human Services, Administration for Children and Families in the amount of $3,988,459; if awarded, funding would provide support for program operations and training/technical assistance for the Head Start ($3,095,054) and EHS ($893,405) Programs for a period of one year (12/1/2020–11/30/2021), with a funded Federal enrollment of 477 children (429 Head Start, 48 EHS). 2. Community Facilities Direct Loan and Grant Program Application (Broken Bow Head Start 3 Playground) to the U.S. Department of Agriculture, Rural Development in the amount of $50,000; if awarded, these funds will be used to purchase and install new playground equipment at the Broken Bow 3 Head Start Center located in Broken Bow, Oklahoma. 3. Public Transit Revolving Fund Application to Oklahoma Department of Transportation in the amount of $130,352; if awarded, this operational subsidy will be used to offset the costs of vehicle insurance and fuel for LDCAA Transit. 4. SFY 2021 Community Action Agencies State Appropriated Funds Application to the Oklahoma Department of Commerce/Community Development in the amount of $10,050; if awarded, this one-time allocation will be used to provide partial salary support for the Agency’s Loan Officer. LDCAA’s Loan Program provides small business loans and technical assistance to potential and current borrowers. 5. SFY 2021 CAA State Appropriated Head Start Funds Application to ODOC in the amount of $79,432; if awarded, these funds will be used to offset Head Start/Early Head Start Teacher salaries and fringe benefits, and support a portion of the salaries/fringe benefits for Family Advocates who work with the programs.

After discussion and Board Member input with regards to the applications presented, a motion was made by Brad Burgett and seconded by Kevin Cory to approve the submission of

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Item G Page 4 of 12

resolutions and/or grant applications in the amount of $4,258,293 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 L).

CONSIDER ACCEPTANCE OF GRANTS/CONTRACTS/AWARDS 1. National Homeownership Programs and Lending – Community Development Financial Institution/Lending Capacity Building Grant Award from NeighborWorks® America in the amount of $10,000; these funds will support the establishment of a CDFI on behalf of the Southeast Oklahoma Community Development Corporation. 2. 2020 HOME Investment Partnerships Program Grant Award (Community Housing Development Organization Operating) from the Oklahoma Housing Finance Agency in the amount of $20,999; these funds will provide CHDO operating support for staff salaries, fringe, and other costs linked to the HOME construction project. 3. 2020 HOME Investment Partnerships Program Grant Award (Hugo Triplex Construction) from the Oklahoma Housing Finance Agency in the amount of $209,997; this funding will be used to build a triplex housing unit in Hugo, Oklahoma. 4. Improving Safety and Promoting Inclusion Capital Improvement Grant Award (Terry Hill Apartments Sidewalk Project) from the Sarkeys Foundation in the amount of $30,000; these funds will be used to complete sidewalk and walkway renovations at the Terry Hill Apartment Complex located in Hugo, Oklahoma, which is owned and managed by LDCAA. 5. Temporary Assistance for Needy Families Programs Contract Award (Transportation – Choctaw County) from the Oklahoma Department of Human Services in the amount of $2,500; these funds will be used for the provision of transportation services within Choctaw County, Oklahoma. 6. TANF Programs Contract Award (Transportation – McCurtain County) from the Oklahoma Department of Human Services in the amount of $2,500; these funds will be used for the provision of transportation services within McCurtain County, Oklahoma. 7. FY 2020 Supplement - COVID-19 One Time Grant Award (Head Start/Early Head Start) and Non-Federal Share Waiver Approval from the U.S. Department of Health and Human Services, Administration for Children and Families in the amount of $419,191 (Waiver Total: $104,798); these funds will be used by the Head Start and EHS Programs for one- time actions or activities to prevent, prepare for, and respond to COVID-19. The award also includes approval of a Non-Federal Share Waiver for the required match associated with the Federal funding. 8. FY 2020 Head Start/Early Head Start Supplement Grant Award (Cost-of-Living Adjustment/Quality Improvement) and Non-Federal Share Waiver Approval from the U.S. Department of Health and Human Services, Administration for Children and Families in the amount of $206,143 (Waiver Total: $51,536); this funding will 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 to help ensure retention of experienced, qualified staff. 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

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Item G Page 5 of 12

pay will be used to offset increased operating costs. The Quality Improvement funding will be used to invest in program efforts/activities, increasing the compensation of Head Start Teacher Assistants, EHS Teachers/Caregivers and Caregiver Aide, Cooks, Family Advocates, and other support staff in order to retain experienced, qualified staff and maintain overall program quality. The award also includes approval of a Non-Federal Share Waiver for the required match associated with the Federal funding. 9. FY 2020 Early Head Start-Child Care Partnership Continuation Grant Award and Non- Federal Share Waiver Approval from the U.S. Department of Health and Human Services, Administration for Children and Families in the amount of $1,883,558 (Waiver Total: $431,664); this funding will provide support for program operations and training/technical assistance for the EHS-CC Program for a period of one year (8/1/2020–7/31/2021), serving 132 infants and toddlers in partnership with eight area child care centers.

A motion was made by Andrea Henkel and seconded by Patsy Guess to approve acceptance of grants, contracts, and awards in the amount of $2,784,888 as presented and listed on the Consent Docket. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item M).

Rhonda Teague, Planning Director, requested the Board’s consideration, discussion, and vote to approve the conversion of $981,244.25 in Restricted Capital Funds from NeighborWorks® America to Unrestricted Funds. Teague explained that NeighborWorks® America has approved the agency’s request to convert (or reclassify) currently restricted capital to unrestricted. Converting these funds will be the equivalent of paying off a loan or having a loan forgiven. Through this Capital Conversion opportunity, LDCAA would be able to remove all restrictions on the funds, which would have a positive impact overall by improving the agency’s financial health. The majority of the Capital funds proposed for conversion are tied to buildings and land, with $18,623.40 in cash (for lending, improvements to assets, etc.). A motion was made by David Smith and seconded by Brad Burgett to approve the conversion of $981,244.25 in Restricted Capital Funds from NeighborWorks® America to Unrestricted Funds. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item N).

Sheree Ensley, Fiscal Officer, requested the Board’s consideration, discussion, and vote to approve filing of LDCAA’s 2019 Form 990 and Oklahoma Tax Returns (Organizational Standard 8.6). The drafts of the Federal and State Returns have been checked by agency staff, in addition to review (and subsequent approval to file) by the Finance/Audit/Loan Committee. Copies of the draft returns were also sent out to individual Board Members (via mail or email according to preference) for review prior to the meeting. A motion was made by Andrea Henkel and seconded by Wade Scott to approve filing of LDCAA’s 2019 Form 990 and Oklahoma Tax Returns. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item O).

Dawn McDaniel, Human Resources 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). McDaniel explained that revisions were needed within Employee Orientation Policy #30, Salary Program Administration Policy #120, and Standards of Conduct Policy #410. A Personnel Records page (1000.) and Personnel Records Policy #1010 were also

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proposed additions to the Manual, along with a revised Table of Contents to accommodate the changes. The proposed revisions are due primarily to Oklahoma Department of Commerce needs/requirements. McDaniel outlined all the proposed revisions to the Policies/Manual and fielded questions. Once approved, agency staff will be notified of the Personnel Policy Manual revisions by his/her supervisor and via email announcement. Agency staff will receive a copy of the revised Personnel Policy Manual, which will be accessible through the online Employee Portal. Each employee will sign an acknowledgement of receipt of the revised Personnel Policy Manual. A motion was made by Marcia Wright and seconded by Brad Burgett to approve revisions to the LDCAA Personnel Policy Manual. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item P).

Johnny Moffitt, Associate Director, requested the Board’s consideration, discussion, and vote to approve an Addendum to the Little Dixie Transit Facility Maintenance Plan. The Addendum will be effective in the event of a natural or man-made disaster, including any situation in which immediate action is needed to secure the safety or integrity of Transit personnel, facilities, vehicles, and equipment. The Addendum will guide staff actions in dealing with the Transit building in Antlers, Oklahoma, which was damaged during severe weather on July 30, 2020. A motion was made by Brad Burgett and seconded by David Smith to approve an Addendum to the Little Dixie Transit Facility Maintenance Plan. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item Q).

Darla Galyon, Head Start/Early Head Start/EHS-Child Care Program Director, requested the Board’s consideration, discussion, and vote to approve the 2020-2021 Mental Health Contract with Crossroads 1010, LLC. Galyon explained that Crossroads 1010, LLC was selected through a bid process in alignment with the agency’s financial and procurement policies. A motion was made by Andrea Henkel and seconded by Selena Franks to approve the 2020-2021 Mental Health Contract with Crossroads 1010, LLC. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item R).

Jordan Mack, HS/EHS/EHS-CC Assistant Director, requested the Board’s consideration, discussion, and vote to approve the Head Start and Early Head Start/EHS-Child Care Program Menus for the 2020-2021 School Year. The menus, which are on a six-week rotation, were reviewed and approved by a Registered Dietician, to ensure proper nutritional content and consistency with Child and Adult Care Food Program guidelines. A motion was made by Patsy Guess and seconded by Brent Franks to approve the Head Start and Early Head Start/EHS-Child Care Program Menus for the 2020-2021 School Year. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item S).

Jordan Mack, HS/EHS/EHS-CC Assistant Director, requested the Board’s consideration, discussion, and vote to approve updates to the 2018-2023 Head Start/Early Head Start/EHS-Child Care Strategic Plan. The Strategic Plan was developed to help guide the Head Start/Early Head Start/EHS-Child Care Programs during the five-year grant cycle. Each year, the plan is reviewed and updates are made as needed and to track progress made. Mack described the Goals set for the programs and reasoning behind each, along with the associated Objectives and anticipated Outcomes. The Strategic Plan has an outcomes-based focus to facilitate continuous improvement and monitoring of progress within the programs. A motion was made by Kevin Cory and seconded

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by Wade Scott to approve updates to the 2018-2023 Head Start/Early Head Start/EHS-Child Care Strategic Plan. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item T).

Mattie Ferguson, HS/EHS/EHS-CC Assistant Director, requested the Board’s consideration, discussion, and vote to approve the 2020-2021 Head Start/Early Head Start Training and Technical Assistance Plan. The provision of technical assistance and training for the Head Start/Early Head Start Programs serves to improve program quality. Head Start/Early Head Start staff receive a combination of Pre-service and In-service training as well as various other training opportunities. Trainings provided are based on staff needs, self-assessment, new best practices, training needs assessment, individual professional development plans, and Head Start Performance Standards. In addition to program staff, the Training and Technical Assistance Plan also includes development opportunities for the Policy Council and Board of Directors. A motion was made by Brad Burgett and seconded by Andrea Henkel to approve the 2020-2021 Head Start/Early Head Start Training and Technical Assistance Plan. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item U).

Mattie Ferguson, HS/EHS/EHS-CC Assistant Director, requested the Board’s consideration, discussion, and vote to approve the Head Start/Early Head Start/EHS-Child Care Organizational Chart. The only change proposed to the Organizational Chart was moving the two Maintenance Technicians under the supervision of the Director from the Assistant Director. A motion was made by David Smith and seconded by Patsy Guess to approve the Head Start/Early Head Start/EHS-Child Care Organizational Chart. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item V).

Sheree Ensley, Fiscal Officer, provided a Board Training over LDCAA Finances (Organizational Standard 5.7). The training covered the following topics: Community Services Block Grant Organizational Standards – Fiscal Management; Financial Oversight – Overall Agency Fiscal Status, Procedures, Practices, Transactions; and Interpreting Financial Statements.

Kathy James, Senior Program Planner, provided a Board Training/Programmatic Report over Self-Help Housing Program Evaluation (Organizational Standards 5.7 and 5.9).

Sheila Pierce, Housing Director, provided a Board Training/Programmatic Report over Quarterly Housing Production for the period of 4/1/2020 – 6/30/2020, as reported to NeighborWorks® America (Organizational Standards 5.7 and 5.9).

Macy Self, Administrative Assistant, provided a Board Training over Results Oriented Management and Accountability (Organizational Standards 5.7 and 5.9). Self presented a video training to the Board titled “ROMA for Boards: An Introduction” by the Community Action Association of Pennsylvania, which explained the ROMA framework and process.

Kathy James, Senior Program Planner, provided a Board Training over understanding the National Court Appointed Special Advocates (CASA) Core Model (Organizational Standards 5.7 and 5.9). James reviewed the Core Model with the Board and discussed the fundamental elements of CASA.

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Darla Galyon, HS/EHS/EHS-CC Program Director, provided the Board with an update on Head Start/Early Head Start/EHS-Child Care Program services and safety measures due to the COVID-19 Pandemic. By August 31, 2020, all area schools will be in session. For those attending program centers/classrooms, temperature checks will be conducted on all children before entry. Only staff members are allowed to bring children into the facilities, with no outside visitors permitted. The programs are providing Personal Protective Equipment such as masks for children two and up, per Federal recommendations. Staff are following recommended disinfection and sanitization protocols as well. The classrooms have been rearranged to better accommodate social distancing practices, with more outside time for the children and less group activities. Meals and snack provision has been modified, by being provided more in classrooms rather than using family- style group practice. Virtual Parent Meetings are being held and applications such as FaceTime have been utilized to better communicate with parents. Many centers have also posted videos of teachers reading books on their social media pages for the children to review. There has been flexibility on enrollment, with packets sent home for those parents wanting their child to receive distance learning. The programs are following guidelines set forth by the Office of Head Start, with the exception being classrooms within the public schools that have set procedures already in place. The Office of Head Start has been very accommodating and flexible during this time.

Mattie Ferguson, HS/EHS/EHS-CC Assistant Director, provided the Board with the Head Start/Early Head Start/EHS-Child Care Policy Council Report for the July 21, 2020 meeting (Organizational Standards 2.1, 5.7, and 5.9).

Rebecca Reynolds, Executive Director, recognized Tina Kitson (Teacher, Head Start Program) as the August 2020 Employee of the Month.

Rebecca Reynolds, Executive Director, recognized the following Service Award recipients: Five Years – Nikki McAdams (Assistant Education Specialist, HS/EHS/EHS-CC Programs), Inell Spencer (Cook, Early Head Start Program) and Thirty Years – Dawn McDaniel (Human Resources Director, LDCAA Administration).

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; EHS/EHS-CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report; and LDCAA Insurance Liability Coverage (Directors and Officers, Employment Practices, Fiduciary) for 2020-2021 (Organizational Standards 5.7 and 5.9).

There being no other business to come before the Board, a motion was made by Brad Burgett and seconded by Brent Franks to adjourn the regular meeting. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. Voting record is attached (Item HH).

The Regular Meeting adjourned at 11:48 a.m.

______Trilla Frazier, Secretary/Treasurer

8

Item G Page 9 of 12 Item G Page 10 of 12 Item G Page 11 of 12 Item G Page 12 of 12 Item H Page 1 of 20 Item H Page 2 of 20 Item H Page 3 of 20 Item H Page 4 of 20 Item H Page 5 of 20 Item H Page 6 of 20 Item H Page 7 of 20 Item H Page 8 of 20 Item H Page 9 of 20 Item H Page 10 of 20 Item H Page 11 of 20 Item H Page 12 of 20 Item H Page 13 of 20 Item H Page 14 of 20 Item H Page 15 of 20 Item H Page 16 of 20 Item H Page 17 of 20 Item H Page 18 of 20 Item H Page 19 of 20 Item H Page 20 of 20 Item I1

Funding Entity: Inasmuch Foundation Funding Amount: $10,000 Due Date: August 15, 2020 (Letter of Inquiry) Full Application Due Date: September 15, 2020

Inasmuch Foundation was established in 1982 by Edith Kinney Gaylord for charitable, scientific and educational purposes. Edith Kinney Gaylord was known as Oklahoma’s quiet philanthropist, Ms. Gaylord often made anonymous donations to help those in need. After a lifetime of giving, she formally created two foundations that allowed her contributions to do the most good, for the most people. Recently, these two foundations merged to become one. In doing so, Ms. Gaylord created foundations that would stand the test of time and continue giving long after her death in 2001.

The Inasmuch Foundation has two focus areas for giving:

Human Services: This area focuses on grants that primarily serve to strengthen families; and

Community: This area focuses on grant that improve Oklahoman's quality of life

Little Dixie Community Action Agency, Inc. is requesting the Board of Director’s approval to submit a Letter of Inquiry to the Inasmuch Foundation in the amount of $10,000 in the program area of “Community” for support of the Choctaw County Coalition Drug Free Communities Support Program

If selected to submit a full application and subsequently awarded, this grant will be used for activities and events to raise awareness among our youth about the social and health consequences of tobacco, marijuana and other drug use with the goal of prevention. The target population (12-18 year old youth) are actively involved in the design, plans and and implementation of education and awareness events.

Fall Grant Cycle -Letters of inquiry are due by August 15.

Item I2

Funding Entity: Walmart Community Grant Program Amount Requested: $5000

Little Dixie CAA’s Drug Free Community Program is seeking the Board’s approval to submit an application to the WalMart Community Grant Program in the amount of $5,000 for funding to support match requirements for the Choctaw County Coalition’s Drug Free Communities Support Program.

Community Grant amounts range from $250 to the maximum grant of $5,000. The deadline to apply for 2020 funding is December 31, 2020.

Eligible Entities/Use of funds

Funds must benefit the facility’s service area: grantees should be nonprofit organizations with programs that benefit communities within the service area of the Walmart store, Sam’s Club or Logistics facility from which they are requesting funds.

Areas of Funding

There are several areas of focus for which an organization can apply for funding. Little Dixie is requesting the board’s approval to apply for funding under the following category:

•Health and Human Services

If selected for an award, the DFC program will utilize funds for events, supplies, travel and other expenses for carrying out the DFC Program. Item I3

Funding Entity: NeighborWorks® America Funding Opportunity: Lending Supplemental Grant Application FY20 Due Date: August 28, 2020 Funding Amount: $75,000

NeighborWorks America invited Little Dixie Community Action Agency to participate in a competitive round of funding to support NeighborWorks network organizations that provide mortgage &/or commercial lending in underserved communities. This funding is designed to support NWOs across a continuum of lending capacity levels, including non-CDFI lenders and established CDFls. These expendable grants are flexible and can be used as needed to support these efforts, including loan loss reserves and operating needs such as staffing support or technology investments.

Little Dixie Community Action Agency's priorities for this lending opportunity will be to provide non-traditional lending resources to individuals and families Impacted by COVID-19 who might not qualify for traditional lending. These loans could help families to get caught up on missed mortgage payments, etc.

Our lending program would use this award to provide and service direct loans to customers in our service area of Choctaw, McCurtain and Pushmataha counties who have been greatly impacted due to COVID-19. Item I4

Funding Entity: American Fidelity Foundation Funding Opportunity: Letter of Inquiry Funding Amount: $5,000

American Fidelity Foundation Priority Areas The American Fidelity Foundation focuses its resources in the following areas:

 Education: We support initiatives from early childhood programs to university instruction.  Health and Welfare: We support organizations that improve the health and quality of life for residents.  Arts and Culture: We contribute to Allied Arts along with individual organizations dedicated to promoting the arts.  Civic and Economic Development: Community improvement projects improve the quality of life for our Customers and Colleagues.

o Non-profit groups that have active support from our Colleagues

o Programs that have specific objectives that can be evaluated for success

o Projects that include contributions from more than one non-profit organization

o Projects that provide creative models for broader adoption, replication and impact

o Non-profit organizations with a proven track record for results and good use of prior funding

Little Dixie Community Action Agency, Inc. is requesting the Board of Director’s approval to submit a Letter of Inquiry with an estimated funding request of $5,000 to the American Fidelity Foundation.

Our application meets with American Fidelity Foundation’s Priority Areas of:

 Health and Welfare  Civic and Economic Development

If selected to submit a full application and subsequently awarded, these funds will be used to support Youth engaged in the Choctaw County Coalition Drug Free Communities Support program by providing funds for scholarships. Four youth will each receive scholarships in the amount of $1,250 each to go towards their continuing education expenses. The funds will also serve to ensure program sustainability by helping meet match requirements of the federal funds. Item I5

900 N. Stiles Avenue Oklahoma City, OK 73104, USA 405-815-5251 | Toll Free 800-588-5959 OKCOMMERCE.GOV

August 19, 2020

Rebecca Reynolds, Executive Director Little Dixie Community Action Agency Hugo, OK 74743

Dear Ms. Reynolds:

The Oklahoma Department of Commerce/ Community Development Services (ODOC/CDS) has received an additional 1% allocation of our FY’20 Community Services Block Grant (CSBG). These funds are initially withheld from our annual CSBG award by the U.S. Department of Health and Human Services/ Office of Community Services (OCS). This small allocation has not been recognized in the past, as it was included in our final quarterly award. However this year, since our funds were distributed in just three allocations rather than the usual four, this 1% was received separately. These funds are awarded for the purpose of revitalizing communities and the creation of opportunities for economic prosperity among low-income individuals and families.

Your agency’s current and cumulative allocation is:

1st Allocation $33,193 2nd Allocation $23,424 3rd Allocation $172,118 4th Allocation $2,231 $230,966

Please proceed to OKGrants https://grants.ok.gov to request a modification to your 2020 CSBG contract and budget.

If you have questions please contact Shellie Schlegel at [email protected].

Sincerely,

Marshall Vogts, Director Community Development

Oklahoma Department of Commerce Item I6

Funding Entity: NeighborWorks® America Funding Opportunity: Advancing Comprehensive Community Development and Racial Equity Supplemental Grant Funding Amount: $50,000 Due Date: August 28, 2020

The purpose of this grant is to support NeighborWorks network organizations in advancing comprehensive community development (CCD) efforts and responding to racial disparities that have been further highlighted and exacerbated by the COVID-19 crisis. NeighborWorks identified potential applicants based on responses to the Annual and COVID-19 surveys that indicated (1) that the organizations are engaged in intentional CCD efforts that are resident-led and include strategies aimed at addressing disparities and inequities and (2) that the organizations are seeing increased demand for services in areas including health services, food insecurity, economic and workforce development, and/or community engagement.

Organizations may apply for up to $50,000 to support CCD and COVID response efforts. The funding may support a range of strategies that deepen resident engagement, address racial disparities and respond to urgent community needs. It may also support strategies that will promote more equitable opportunities in communities of color following the pandemic. These expendable grants are flexible and can be used as needed to support these efforts, including service delivery, capacity building, technology, etc.

Little Dixie Community Action Agency, Inc. is requesting the Board of Director’s approval to submit an application in the amount of $50,000 to NeighborWorks America for the above described opportunity. If selected for an award, these funds will be used to purchase personal protective equipment/supplies (masks, gloves, hand sanitizer, disinfectants) to ensure communities have access to these resources. Funds will also be used for education/awareness events and to support associated costs. Item I7

Funding Entity: Robert Andrew Murray (RAM) Foundation Amount Requested: $20,500 Due Date: September 15, 2020

We are requesting the Board of Director’s approval to submit an application to the RAM Foundation in the amount of $20,500 to support the Choctaw County YouthBuild Program. This program serves at-risk youth ages 16-24 by provision of services such as:

• Life Skills Training • Vocational Training in the Construction Industry • GED Preparation via Classroom Instruction

Upon program completion, these young people have gained educational and vocational credentials as well as valuable life skills towards preparing them for a better future. LDCAA’s YouthBuild program has a current enrollment of 15 youth ages 16 to 23 and are presently undergoing the Mental Toughness part of the program. Participants that complete the mental toughness section of the program will be fully accepted into the YouthBuild program. During the Mental toughness component, we are looking for youth that exhibit the following:

• Attendance, Punctuality, Willingness to be involved • Acceptance of Feedback, Motivation, and a Desire to Change their Lives The program timeframe is two years with 26 - 36 weeks of in-house instruction on the following: • GED Preparation and Subsequent Testing • Home Builder Institute Apprentice Training, • OSHA 10 Training, • Employability Soft Skills Training, • First Aid CPR Certification; and • Community Involvement/Engagement via Completion of Community Service Projects

After completion of all of the components of the classroom instruction, staff follow the student for a minimum of one year and provide support services to fill in any gaps they may encounter as barriers to success. The YouthBuild Case manager helps the students create Individualized Development Plans (IDP’s) that identifies any potential barriers to success.

If selected to receive an award, funds will be used for incentives for recruitment and retention; life skills activities; recognition events; fees for GED classes, and other costs not covered in full by the Federal Grant from the U.S. Department of Labor Item J1 Item J2 Little Dixie Community Action Agency CAA-2021-Little Dixie CAA-00180 17891 SAFCAA 21

FEI #: 73-0772321 CONTRACT PART I SUMMARY AND SIGNATURES

Contracting Agency: Oklahoma Department of Commerce State of Oklahoma (ODOC) Contractor: Little Dixie Community Action Agency, Inc. Contract Title: Contract Number: 17891 SAFCAA 21 Contract Amount: $10,050.00 Source: Senate Bill 1922, Second Regular Session, 57th Oklahoma Legislature (2020) Funding Period: July 1, 2020 through June 30, 2021

Submit Requisitions to: Issue Payment To: Community Development Little Dixie Community Action Agency, Inc. Oklahoma Department of Commerce 209 N 4th Street 900 North Stiles Hugo, Oklahoma 74743 Oklahoma City, OK 73104-3234

AGREEMENT COMPONENTS: Part I - Summary and Signatures Part II - Terms and Conditions

SPECIAL CONDITIONS:

SIGNATURES – EXECUTION OF CONTRACT The rights and obligations of the parties to this contract are subject to and governed by Part II – Terms and Conditions. To the extent of any inconsistency between the general and the specific, the specific governs. aI certify that I am authorized to sign this document, and any attachments or addendums thereto, and I have read and agree to all parts of the contract.

Executed by: Executed by: Little Dixie Community Action Agency, Inc. OKLAHOMA DEPARTMENT OF COMMERCE Sheree Ensley Marshall Vogts Signature of Authorized Official Signature of Authorized ODOC Official 8/11/2020 8/12/2020 Date Date

09/03/2020 Page 1 of 1 Item J3 Item J4 Page 1 of 2 Item J4 Page 2 of 2 Item J5 Item J6 Page 1 of 2

1. DATE ISSUED: 2. PROGRAM CFDA: 93.926 08/04/2020 3. SUPERSEDES AWARD NOTICE dated: 03/04/2020 except that any additions or restrictions previously imposed remain in effect unless specifically rescinded. 4a. AWARD NO.: 4b. GRANT NO.: 5. FORMER GRANT 6 H49MC27826­07­01 H49MC27826 NO.: NOTICE OF AWARD AUTHORIZATION (Legislation/Regulation) 6. PROJECT PERIOD: Public Health Service Act, Section 751 FROM: 09/01/2014 THROUGH: 03/31/2024 Public Health Service Act: Title III, Part D, Section 330H ; 42 U.SC. 254c­8 7. BUDGET PERIOD: Public Health Service Act, Title III, Part D, § 330H (42 U.S.C. 254c­ FROM: 04/01/2020 THROUGH: 03/31/2021 8), as amended by the Healthy Start Reauthorization Act of 2007 (P.L. 110­339)

8. TITLE OF PROJECT (OR PROGRAM): Healthy Start Initiative­Eliminating Racial/Ethnic Disparities 9. GRANTEE NAME AND ADDRESS: 10. DIRECTOR: (PROGRAM DIRECTOR/PRINCIPAL LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. INVESTIGATOR) 209 N 4th St Pam Waugh Hugo, OK 74743­3809 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. DUNS NUMBER: 209 N 4th St 095453171 Hugo, OK 74743­3809 11.APPROVED BUDGET:(Excludes Direct Assistance) 12. AWARD COMPUTATION FOR FINANCIAL ASSISTANCE: [X] Grant Funds Only a. Authorized Financial Assistance This Period $1,144,121.00 [ ] Total project costs including grant funds and all other financial participation b. Less Unobligated Balance from Prior Budget Periods a . Salaries and Wages : $539,392.00 i. Additional Authority $0.00 b . Fringe Benefits : $183,986.00 ii. Offset $0.00 c . Total Personnel Costs : $723,378.00 c. Unawarded Balance of Current Year's Funds $0.00 d . Consultant Costs : $0.00 d. Less Cumulative Prior Awards(s) This Budget $1,122,899.00 e . Equipment : $0.00 Period f . Supplies : $13,600.00 e. AMOUNT OF FINANCIAL ASSISTANCE THIS $21,222.00 ACTION g . Travel : $52,089.00 13. RECOMMENDED FUTURE SUPPORT: (Subject to the h . Construction/Alteration and Renovation : $0.00 availability of funds and satisfactory progress of project) i . Other : $165,553.00 YEAR TOTAL COSTS j . Consortium/Contractual Costs : $65,440.00 08 $1,144,121.00 k . Trainee Related Expenses : $0.00 09 $1,144,121.00 10 $1,144,121.00 l . Trainee Stipends : $0.00 m Trainee Tuition and Fees : $0.00 14. APPROVED DIRECT ASSISTANCE BUDGET:(In lieu of cash) . a. Amount of Direct Assistance $0.00 n . Trainee Travel : $0.00 b. Less Unawarded Balance of Current Year's Funds $0.00 o . TOTAL DIRECT COSTS : $1,020,060.00 c. Less Cumulative Prior Awards(s) This Budget Period $0.00 p . INDIRECT COSTS (Rate: % of S&W/TADC) : $124,061.00 d. AMOUNT OF DIRECT ASSISTANCE THIS ACTION $0.00 q . TOTAL APPROVED BUDGET : $1,144,121.00 i. Less Non­Federal Share: $0.00 ii. Federal Share: $1,144,121.00 15. PROGRAM INCOME SUBJECT TO 45 CFR 75.307 SHALL BE USED IN ACCORD WITH ONE OF THE FOLLOWING ALTERNATIVES: A=Addition B=Deduction C=Cost Sharing or Matching D=Other [A ] Estimated Program Income: $0.00 16. THIS AWARD IS BASED ON AN APPLICATION SUBMITTED TO, AND AS APPROVED BY HRSA, IS ON THE ABOVE TITLED PROJECT AND IS SUBJECT TO THE TERMS AND CONDITIONS INCORPORATED EITHER DIRECTLY OR BY REFERENCE IN THE FOLLOWING: a. The grant program legislation cited above. b. The grant program regulation cited above. c. This award notice including terms and conditions, if any, noted below under REMARKS. d. 45 CFR Part 75 as applicable. In the event there are conflicting or otherwise inconsistent policies applicable to the grant, the above order of precedence shall prevail. Acceptance of the grant terms and conditions is acknowledged by the grantee when funds are drawn or otherwise obtained from the grant payment system. REMARKS: (Other Terms and Conditions Attached [ X ]Yes [ ]No)

Electronically signed by LaShawna Smith , Grants Management Officer on : 08/04/2020 17. OBJ. CLASS: 41.51 18. CRS­EIN: 1730772321A1 19. FUTURE RECOMMENDED FUNDING: $0.00 SUB SUB PROGRAM FY­CAN CFDA DOCUMENT NO. AMT. FIN. ASST. AMT. DIR. ASST. ACCOUNT CODE CODE 20 ­ 3898020 93.926 19H49MC27826 $21,222.00 $0.00 19­HIS­ERED

Page 1 A printer version document only. The document may contain some accessibility challenges for the screen reader users. To access same information, a fully 508 compliant accessible HTML version is available on the HRSA Electronic Handbooks. If you need more information, please contact HRSA contact center at 877-464-4772, 8 am to 8 pm ET, weekdays. NOTICE OF AWARD (Continuation Sheet) Date Issued: 8/4/2020 1:32:08 PM Award Number: 6 H49MC27826-07-01Item J6 Page 2 of 2

HRSA Electronic Handbooks (EHBs) Registration Requirements The Project Director of the grant (listed on this NoA) and the Authorizing Official of the grantee organization are required to register (if not already registered) within HRSA's Electronic Handbooks (EHBs). Registration within HRSA EHBs is required only once for each user for each organization they represent. To complete the registration quickly and efficiently we recommend that you note the 10­digit grant number from box 4b of this NoA. After you have completed the initial registration steps (i.e.,created an individual account and associated it with the correct grantee organization record), be sure to add this grant to your portfolio. This registration in HRSA EHBs is required for submission of noncompeting continuation applications. In addition, you can also use HRSA EHBs to perform other activities such as updating addresses, updating email addresses and submitting certain deliverables electronically. Visit https://grants3.hrsa.gov/2010/WebEPSExternal/Interface/common/accesscontrol/login.aspx to use the system. Additional help is available online and/or from the HRSA Call Center at 877­Go4­HRSA/877­464­4772.

Terms and Conditions Failure to comply with the remarks, terms, conditions, or reporting requirements may result in a draw down restriction being placed on your Payment Management System account or denial of future funding. Grant Specific Term(s)

1. This Notice of Award (NOA) reflects an increase in funding in the amount of $21,222 due to the availability of FY 2020 funds. These funds have been provided for and must be used to further support the hire of clinical service providers, and have been allocated to the “Other” category. Grant funds totaling 25% or more of the authorized total must receive prior approval before being reallocated. All prior terms and conditions remain in effect unless specifically removed. Contacts

NoA Email Address(es): Name Role Email Sharon Pennell Business Official [email protected] Pam Waugh Program Director [email protected] Note: NoA emailed to these address(es) Program Contact: For assistance on programmatic issues, please contact Monique Richards at: 5600 Fishers Ln Ofc 18N90A Rockville, MD, 20857­ Email: [email protected] Phone: (301) 443­3883 Division of Grants Management Operations: For assistance on grant administration issues, please contact Tonya Randall at: 5600 Fishers Ln Rockville, MD, 20857­ Email: [email protected] Phone: (301) 594­4259 Fax: (301) 443­6343

Page 2 Item J7 SAI NUMBER: Page 1 of 2 DEPARTMENT OF HEALTH AND HUMAN SERVICES ADMINISTRATION FOR CHILDREN AND FAMILIES PMS DOCUMENT NUMBER: NOTICE OF AWARD 1. AWARDING OFFICE: 2. ASSISTANCE TYPE: 3. AWARD NO.: 3a. AMEND. NO.: Office of Head Start Discretionary Grant 06HP000312-02-01 1

4. FAIN: 06HP000312 5. TYPE OF AWARD: 6. TYPE OF ACTION: 7. AWARD AUTHORITY: Service Supplement 42 USC 9801 ET SEQ

8. BUDGET PERIOD: 9. PROJECT PERIOD: 10. CFDA NO.: 93.600 - Head Start 08/01/2020 THRU 07/31/2021 08/01/2019 THRU 07/31/2024

11. RECIPIENT ORGANIZATION: 12. PROJECT / PROGRAM TITLE: LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. Early Head Start/Child Care Partnership 209 N 4TH ST HUGO, OK 74743-3809 Grantee Authorizing Official: William Smith , Governing Board Chairman

13. COUNTY: 14. CONGR. DIST: 15. PRINCIPAL INVESTIGATOR OR PROGRAM DIRECTOR: Choctaw 02 Darla Galyon

16. APPROVED BUDGET: 17. AWARD COMPUTATION: A. NON-FEDERAL SHARE...... $ 39,226.00 1.92% Personnel...... $ 341,894.00 B. FEDERAL SHARE...... $ 1,999,561.00 98.08% Fringe Benefits...... $ 124,627.00 18. FEDERAL SHARE COMPUTATION: Travel...... $ 5,000.00 A. TOTAL FEDERAL SHARE...... $ 1,999,561.00 Equipment...... $ 0.00 B. UNOBLIGATED BALANCE FEDERAL SHARE...... $ 0.00 Supplies...... $ 127,830.00 C. FED. SHARE AWARDED THIS BUDGET PERIOD…$ 1,883,558.00 Contractual...... $ 1,123,469.00 19. AMOUNT AWARDED THIS ACTION: $ 116,003.00 Facilities/Construction...... $ 20. FEDERAL $ AWARDED THIS PROJECT 3,883,119.00 Other...... $ 180,763.00 PERIOD: $ Direct Costs...... $ 1,903,583.00 21. AUTHORIZED TREATMENT OF PROGRAM INCOME: Indirect Costs...... $ 95,978.00 Additional Costs

In Kind Contributions...... $ 22. APPLICANT EIN: 23. PAYEE EIN: 24. OBJECT CLASS: Total Approved Budget...... $ 1,999,561.00 730772321 1730772321A1 41.51

25. FINANCIAL INFORMATION: DUNS 095453171 ORGN DOCUMENT NO. APPROPRIATION CAN NO. NEW AMT. UNOBLIG. NONFED % 06HP00031202C3 75-2021-1536 0-G060900 $116,003.00

26. REMARKS: (Continued on separate sheets)

27. SIGNATURE - ACF GRANTS OFFICER ISSUE DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY Ms. Jennifer M Curtiss 08/11/2020 Mr. Omar Barrett 08/11/2020 601 E. 12th St. Room 349 Kansas City, MO 64106-2808 Phone: N/A

29. SIGNATURE AND TITLE - PROGRAM OFFICIAL(S) DATE: Mr. Kenneth Gilbert - Regional Program Manager 08/11/2020

DGCM-3-785 (Rev. 86) Item J7 Page 2 of 2

26. REMARKS (Continued from previous page)

This grant action awards one-time funds under Common Accounting Number 0900 to prevent, prepare for and respond to coronavirus disease 2019 (COVID-19). COVID-19 funds can be used for costs incurred from January 20, 2020 in response to the public health emergency.

This grant action approves the purchase of equipment identified on the ‘Equipment’ object class category, if applicable.

This grant action approves a non-federal match waiver for the federal funds awarded for COVID-19, if applicable.

Item J8 SAI NUMBER: Page 1 of 2 DEPARTMENT OF HEALTH AND HUMAN SERVICES ADMINISTRATION FOR CHILDREN AND FAMILIES PMS DOCUMENT NUMBER: NOTICE OF AWARD 1. AWARDING OFFICE: 2. ASSISTANCE TYPE: 3. AWARD NO.: 3a. AMEND. NO.: Office of Head Start Discretionary Grant 06HP000312-02-02 2

4. FAIN: 06HP000312 5. TYPE OF AWARD: 6. TYPE OF ACTION: 7. AWARD AUTHORITY: Service Supplement 42 USC 9801 ET SEQ

8. BUDGET PERIOD: 9. PROJECT PERIOD: 10. CFDA NO.: 93.600 - Head Start 08/01/2020 THRU 07/31/2021 08/01/2019 THRU 07/31/2024

11. RECIPIENT ORGANIZATION: 12. PROJECT / PROGRAM TITLE: LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. Early Head Start/Child Care Partnership 209 N 4TH ST HUGO, OK 74743-3809 Grantee Authorizing Official: William Smith , Governing Board Chairman

13. COUNTY: 14. CONGR. DIST: 15. PRINCIPAL INVESTIGATOR OR PROGRAM DIRECTOR: Choctaw 02 Darla Galyon

16. APPROVED BUDGET: 17. AWARD COMPUTATION: A. NON-FEDERAL SHARE...... $ 39,226.00 1.84% Personnel...... $ 354,687.00 B. FEDERAL SHARE...... $ 2,091,375.00 98.16% Fringe Benefits...... $ 129,024.00 18. FEDERAL SHARE COMPUTATION: Travel...... $ 5,000.00 A. TOTAL FEDERAL SHARE...... $ 2,091,375.00 Equipment...... $ 0.00 B. UNOBLIGATED BALANCE FEDERAL SHARE...... $ 0.00 Supplies...... $ 133,679.00 C. FED. SHARE AWARDED THIS BUDGET PERIOD…$ 1,999,561.00 Contractual...... $ 1,188,918.00 19. AMOUNT AWARDED THIS ACTION: $ 91,814.00 Facilities/Construction...... $ 20. FEDERAL $ AWARDED THIS PROJECT 3,974,933.00 Other...... $ 181,075.00 PERIOD: $ Direct Costs...... $ 1,992,383.00 21. AUTHORIZED TREATMENT OF PROGRAM INCOME: Indirect Costs...... $ 98,992.00 Additional Costs

In Kind Contributions...... $ 22. APPLICANT EIN: 23. PAYEE EIN: 24. OBJECT CLASS: Total Approved Budget...... $ 2,091,375.00 730772321 1730772321A1 41.51

25. FINANCIAL INFORMATION: DUNS 095453171 ORGN DOCUMENT NO. APPROPRIATION CAN NO. NEW AMT. UNOBLIG. NONFED % 06HP00031202 75-20-1536 0-G064122 $91,814.00

26. REMARKS: (Continued on separate sheets)

27. SIGNATURE - ACF GRANTS OFFICER ISSUE DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY Ms. Jennifer M Curtiss 08/17/2020 Mr. Omar Barrett 08/13/2020 601 E. 12th St. Room 349 Kansas City, MO 64106-2808 Phone: N/A

29. SIGNATURE AND TITLE - PROGRAM OFFICIAL(S) DATE: Mr. Kenneth Gilbert - Regional Program Manager 08/14/2020

DGCM-3-785 (Rev. 86) Item J8 Page 2 of 2

26. REMARKS (Continued from previous page)

This grant action awards funds for the cost-of-living adjustment (COLA) and Quality Improvement increases for program operations.

This grant action approves the purchase of equipment identified on the ‘Equipment’ object class category, if applicable.

This grant action approves a non-federal match waiver for the federal funds awarded for COLA and Quality Improvement, if applicable.

Item J9 Page 1 of 2 Item J9 Page 2 of 2 Item K Page 1 of 5

E-RATE LETTER OF AGENCY APPLICANT:

Funding Years Authorized: 2021-22

(“Applicant”) hereby authorizes Kellogg & Sovereign® Consulting, LLC, Consultant Registration Number 16024809, or its designated agents or employees (“KSLLC”) to act on our behalf during the term of this authorization.

Although not exclusive, KSLLC is specifically authorized to conduct the following actions on behalf of the Applicant:

 Prepare and submit Federal Communications Commission (“FCC”) Forms 470, 471, 486, 500, 472 and other forms requested by the Schools and Libraries Division (“SLD”) of the Universal Service Administrative Company (“USAC”)  Prepare and submit documentation to USAC or the FCC in compliance with E-Rate program rules and regulations.  Act as our agent in working with representatives of the FCC or USAC to provide information as requested during application review, selective reviews, site visits, audits and any other activity associated with review of our applications.  Prepare Requests for Proposal (“RFPs”) to be posted online.  Provide information to service providers as needed to clarify information in RFPs and Forms 470.  Solicit and receive proposals from service providers for requested services.  Prepare comparisons of proposals from service providers.  Complete contracts for eligible E-Rate services as specifically directed by the Applicant’s authorized representative.

I also understand that in submitting these forms on our behalf, KSLLC will be making certifications for our school district. By signing this Letter of Agency, I make the following certifications as required by the E-Rate Program 1:

a) I certify that the schools I represent are all schools under the statutory definitions of elementary and secondary schools as defined under 47 C.F.R. § 54.500, that do not operate as for-profit businesses and do not have endowments exceeding $50 million.

1 https://www.usac.org/e-rate/applicant-process/competitive-bidding/letter-of-agency-loa/

Item K Page 2 of 5

b) I certify that the schools I represent has/have secured access, separately or through this program, to all of the resources, including computers, training, software, internal connections, maintenance, and electrical capacity, necessary to use the services purchased effectively. I recognize that some of the aforementioned resources are not eligible for support. I certify that to the extent that the billed entity is passing through the non-discounted charges for the services requested under this Letter of Agency, that the entities I represent have secured access to all of the resources to pay the non-discounted charges for eligible services and products from funds to which access has been secured in the current funding year. c) I certify that the services the school, library, or district purchases at discounts provided by 47 U.S.C. § 254 will be used primarily for educational purposes and will not be sold, resold, or transferred in consideration for money or any other thing of value, except as permitted by the rules of the Federal Communications Commission (Commission or FCC) at 47 C.F.R. § 54.513. d) I certify that the schools I represent has/have complied with all program rules and I acknowledge that failure to do so may result in denial of discount funding and/or cancellation of funding commitments. I acknowledge that failure to comply with program rules could result in civil or criminal prosecution by the appropriate law enforcement authorities. e) I acknowledge that the discount level used for shared services is conditional, for future years, upon ensuring that the most disadvantaged schools and libraries that are treated as sharing in the service, receive an appropriate share of benefits from those services. f) I certify that I will retain required documents for a period of at least ten (10) years after the latter of the last day of the applicable funding year or the service delivery deadline for the funding request. I certify that I will retain all documents necessary to demonstrate compliance with the statutory or regulatory requirements regarding the application for, receipt of, and delivery of services receiving schools and libraries discounts, and that if audited, I will make such records available to the Administrator. I acknowledge that I may be audited pursuant to participation in the E-Rate Program. g) I certify that I am authorized to procure and/or order telecommunications and other supported services for the eligible entity(ies) covered by this Letter of Agency. I certify that I am authorized to make this request on behalf of the eligible entity(ies) covered by this Letter of Agency, that I have examined this Letter, that all of the information on this Letter is true and correct to the best of my knowledge, that the entities that will be receiving discounted services under this Letter pursuant to this application have complied with the terms, conditions and purposes of the E-Rate program, that no kickbacks were paid to anyone and that false statements on this form can be punished by fine or forfeiture under the Communications Act, 47 U.S.C. §§ 502, 503(b), or fine or imprisonment under Title 18 of the United States Code, 18 U.S.C. § 1001 and civil violations of the False Claims Act. h) I acknowledge that FCC rules provide that persons who have been convicted of criminal violations or held civilly liable for certain acts arising from their participation in the Schools and Libraries support mechanism are subject to suspension and debarment from the program. I will institute reasonable measures to be informed, and will notify USAC should I be informed or become aware that I or any of the entities, or any person associated in any way with my entity and/or the entities, is convicted of a criminal violation or held civilly liable for acts arising from their participation in the Schools and Libraries support mechanism. i) I certify that, to the best of my knowledge, the non-discount portion of the costs for eligible services will not be paid by the service provider. I acknowledge that the provision, by the provider of a supported service, of free services or products unrelated to the supported service or product constitutes a rebate of some or all of the cost of the supported services.

Item K Page 3 of 5

j) I certify that I am authorized to sign this Letter of Agency and, to the best of my knowledge, information and belief, all information provided to KSLLC for E-Rate submission is true. If any of the statements made above are incorrect, fraudulent or misleading, the undersigned and their institution agrees to indemnify, as allowed by state law, KSLLC, its members, employees and agents of any and all liability, legal fees or actions that may arise from the incorrect, fraudulent or misleading statement(s).

Applicant Name:

Mailing Address, City, ST, Zip:

Signature of Authorized Person: Date:

Printed Name of Authorized Person: Title:

This authorization shall remain in effect until KSLLC is notified of its cancellation in writing via certified mail.

Item K Page 4 of 5

May 2020

1101 Stadium Drive, Ada, OK 74820 p. 580.332.1444 e. [email protected]

Little Dixie C.A.A. Head Start (16038069) 209 N 4th Street Hugo, OK 74743

RE: E-Rate Consulting Services – Multi Year Renewal Option E-Rate FY2021-22

This letter is to confirm that Little Dixie C.A.A. Head Start will exercise the renewal option as stated on the May 2019 Master Services Agreement, “Term of this agreement shall be effective from date of execution of this agreement through June 30, 2020 with up to two(2) subsequent twelve-month renewals subject to mutual ratification in writing by both parties. Execution of the annual fee schedule shall be considered mutual ratification.”

☑1st Auto renewal, FUNDING YEAR: 2021-2022

Fees for requests for funding in the Category Two (“C2”) categories of service shall be the greater of the Base Filing Fee OR Three Percent (3%) of the total funding commitment amount issued by the Universal Service Administrative Company (“USAC”) on each of the applicant’s FY2021 Funding Commitment Decision Letter(s). The Base Filing Fee for C2 services is due in full at the time the application is filed. The amount due in excess of the Base Filing Fee is contingent upon funding and shall be due and payable upon issuance by USAC of the Funding Commitment Decision Letter related to FY2021 C2 Services.

FEES FOR E-RATE FUNDING YEAR 2021 (7/1/2021-6/30/2022) Category of Service Description Amount Billing Date Category 1 Pre and Post Funding for C1 January 2021 Telecommunications & Services $4,000.00

Broadband Services

Category 2 Base Filing Fee for C2 services $750.00 January 2021 Internal Broadband 3% of funding Connections, MIBS, & Pre and Post Funding for C2 commitment Due Upon Maintenance services amount less base Funding

filing fee

FEES FOR OUSF COMPLIANCE SERVICES FOR THE PERIOD JULY 1, 2020 – JUNE 30, 2021 OUSF Document & Compliance services. Includes preparation and Check Yes to Request submission of applicant affidavit(s) and assistance with document requests. Annual cost $1,425.00 – billed January 2021 ______YES OUSF consulting fee includes up to 15 hours consulting time directly related to OUSF. Additional hours will be billed at $125/hour. ______NO

Payment terms are net 45 days, unless otherwise noted.

Item K Page 5 of 5

Fees for additional Form 470 filings. After KSLLC has filed the Form 470 and RFP for the Applicant for 2021-22, the applicant may choose to request additional services or make cardinal changes to the services requested. KSLLC fees are as follows: (a) Additional Form 470 requested more than 45 days prior to close of the filing window: $750 (b) Additional Form 470 requested less than 45 days prior to close of the filing window: $1,500

Documentation. KSLLC will provide E-Rate Documentation on the applicant’s Kellogg & Sovereign E-Rate Sharepoint folder for online access. E-Rate applicants also have access to their E-Rate documentation on the USAC E-Rate Productivity Center (EPC).

Payment. Payments should be remitted to Kellogg & Sovereign Consulting, 18235 Bulverde Road, Ste 105-323, San Antonio, TX 78259.

If fees or expenses are not paid within 90 days, KSLLC may elect to terminate the contractual agreement as detailed in the MSA in whole or in part.

Should we encounter any unforeseen problems which will warrant additional time or expense, you will be notified of the situation including any added cost. You will have the opportunity to agree to any additional expenses prior to additional expenses being incurred. Any and all additional charges other than the standard fees outlined above, detailed in the MSA, or listed in the Scope of Services shall be agreed to in writing by both parties.

FOR: FOR: Little Dixie C.A.A. Head Start Kellogg & Sovereign® Consulting, LLC 209 N 4th Street 1101 Stadium Drive Hugo, OK 74743 Ada, OK 74820

Signature Signature

Deborah J. Sovereign Printed Name Printed Name

Owner, CFO Title Title

May 18, 2020 Date Date

Kellogg & Sovereign® Consulting, LLC - 2 - E-Rate Fee Schedule Renewal – May 2020 HEAD START/EARLY HEAD START/EARLY HEAD START-CHILD CARE MANAGEMENT TEAM SALARY COST ALLOCATION PLAN

Position: Employee Name: Allocation Methodology: HS/EHS/EHS-CC HS/EHS/EHS-CC Based on # of HS/EHS/EHS-CC Projected # of Children HS/EHS/EHS-CC Director Darla Galyon Classrooms Program: # of Children: %: Program: with IEPs: %: HS/EHS/EHS-CC Assistant Director Jordan Mack Based on # of Children Head Start 429 70.44% Head Start 43 70.44% HS/EHS/EHS-CC Assistant Director Mattie Ferguson Based on # of Children EHS 48 7.88% EHS 5 7.88% HS/EHS/EHS-CC Health Specialist Paula Savoy Based on # of Children EHS-CC 132 21.68% EHS-CC 13 21.68% HS/EHS/EHS-CC Health Assistant Specialist Ronda Spear Based on # of Children Total: 609 Total: 61 HS/EHS/EHS-CC Nutrition Specialist Katelyn Nelms Based on # of Children HS/EHS/EHS-CC Nutrition Assistant Specialist Johonna House Based on # of Children HS/EHS/EHS-CC HS/EHS/EHS-CC HS/EHS/EHS-CC Program Clerk Lauren Barger Based on # of Children Program: # of Teaching Staff: %: Program: # of Classrooms: %: HS/EHS/EHS-CC Professional Development Specialist Kacey Thomas Based on # of Teaching Staff Head Start 28 38.36% Head Start 28 55.45% HS/EHS/EHS-CC Professional Development/ERSEA Assistant Specialist Brittany Bailey Based on # of Teaching Staff EHS 12 16.44% EHS 6 11.88% HS/EHS/EHS-CC Early Childhood Development and Curriculum Coach Susie Mashburn Based on # of Teaching Staff EHS-CC 33 45.20% EHS-CC 16.5 32.67% HS/EHS/EHS-CC Education Assistant Specialist Nikki McAdams Based on # of Teaching Staff Total: 73 Total: 50.5 HS/EHS/EHS-CC Disabilities/Mental Health Based on Projected # of Children Specialist Rita Burke with IEPs HS/EHS/EHS-CC Family & Community Engagement Specialist Tori Crawford Based on # of Family Advocates HS/EHS/EHS-CC HS/EHS/EHS-CC ERSEA Specialist Sara Moore Based on # of Children Program: # of Family Advocates: %: HS/EHS/EHS-CC Disabilties and Mental Health/FCE Assistant Specialist Christina Merritt Based on # of Children Head Start 5 50.00% Based on # of HS/EHS/EHS-CC HS/EHS/EHS-CC Program Secretary Lori Henry Classrooms EHS 1 10.00% HS/EHS/EHS-CC Data Entry Clerk Paige Stacy Based on # of Children EHS-CC 4 40.00% HS/EHS/EHS-CC Procurement Clerk Taryn Creasman Based on # of Children Total: 10 Based on # of HS/EHS/EHS-CC HS = 5 equivalent (4 FT + 2 Site Supervisors/FAs) HS/EHS/EHS-CC Maintenance Technician Donny Armor Classrooms Based on # of HS/EHS/EHS-CC HS/EHS/EHS-CC Maintenance Technician Ken McDaniel Classrooms Item N Head Start Pay Scale for Center-Based Staff - Head Start, Early Head Start, Early Head Start - Child Teachers, Teacher Assistants and Cooks Care Salaries Including 2.0% COLA Including 2.0% COLA & Quality Improvement

Pay Scale 2020-2021 (COLA) 2% & QI Position: Range: Entry 5 Yrs. Entry 10 Yrs. Entry Family Advocates $24,710.40 - $25,875.20 T-4 Certified Teacher Yearly $37,331.20 $39,216.00 $41,982.40 HS Family Advocate/Site Supervisor $28,350.40-$31,782.40 Monthly $3,110.93 $3,268.00 $3,498.53 Bus Monitor/Janitor $14,282.00 Hourly $24.56 $25.80 $27.62 Mentor Coach $39,210.35 T-3 Degreed Teacher Yearly $22,739.20 $23,575.20 $24,441.60 Management Team $23,210.89 - $69,999.71 Monthly $1,894.93 $1,964.60 $2,036.80 EHS Center Director(s) $29,327.53 Hourly $14.96 $15.51 $16.08 EHS BA Lead Teacher $28,669.68 T-2 Teacher Yearly $21,553.60 $22,420.00 $23,271.20 EHS AA Lead Teacher $27,135.27 Monthly $1,796.13 $1,868.33 $1,939.27 EHS Caregiver $22,531.48 - 23,143.56 Hourly $14.18 $14.75 $15.31 EHS Caregiver Aide $17,992.00 TA-3 TA - AA & Above Yearly $15,108.80 $15,625.60 $16,127.20 EHS Cook $8.65 hrly. Monthly $1,259.07 $1,302.13 $1,343.93 Hourly $9.94 $10.28 $10.61 TA-2 TA - CDA Yearly $14,561.60 $15,108.80 $15,625.60 Monthly $1,213.47 $1,259.07 $1,302.13 Hourly $9.58 $9.94 $10.28 TA-1 TA - High School Yearly $14,060.00 $14,561.60 $15,108.80 Diploma Monthly $1,171.67 $1,213.47 $1,259.07 Hourly $9.25 $9.58 $9.94 Cook Cook Yearly $14,060.00 $14,561.60 $15,108.80 Monthly $1,171.67 $1,213.47 $1,259.07 Hourly $9.25 $9.58 $9.94 AC Asst. Cook Yearly $14,060.00 $14,561.60 $15,108.80 Monthly $1,171.67 $1,213.47 $1,259.07 Hourly $9.25 $9.58 $9.94 Item O HS/EHS/EHS-CC

Nutrition ORGANIZATIONAL Assistant HS/EHS/EHS-CC Specialist CHART Nutrition Specialist FCE & Dis./MH Assistant Head Start HS/EHS/EHS-CC Specialist Teacher Assistant FCE Specialist HS/EHS/EHS-CC ID Bus HS/EHS/EHS-CC Monitor/Janitor Governing Board Assistant ERSEA/Trans. Director Head Start Cook Specialist Prof. Dev. & ERSEA Assistant HS/EHS/EHS-CC Specialist Executive Director Program EC Curriculum Head Start Secretary Education Head Start Coach Assistant Teacher Substitutes Specialist Associate Director HS/EHS Family Maintenance Advocates Technicians Head Start SNA Horace Mann & HS/EHS Mentor Coaches Idabel Site Policy Supervisors HS AmeriCorps Council Member HS/EHS/EHS-CC HS/EHS/EHS-CC Specialists Professional HS/EHS/EHS-CC Dev. Specialist EHS Director EHS-CC Centers Caregiver/Lead HS/EHS/EHS-CC Health Assistant Teacher Health Specialist Specialist EHS Caregiver HS/EHS/EHS-CC Aide Substitutes/ Disabilities/MH SNAs Specialist EHS Center HS/EHS/EHS-CC EHS Cook Assistant Director AmeriCorps Director AmeriCorps Planning & Dev. Members Specialist EHS Substitutes Program Clerk HS/EHS/EHS-CC Procurement Clerk EHS AmeriCorps Data Entry EHS-CC Family Member Item Clerk Advocates P EHS-CC Mentor Coaches *Revised 9/8/20 Item R Page 1 of 4 Little Dixie C.A.A., Inc. Head Start/Early Head Start/Early Head Start-Child Care Policy Council 1005 South 5th Street Hugo, OK 74743

August 18, 2020 MINUTES

Little Dixie Community Action Agency’s Head Start/Early Head Start/EHS-CC Policy Council met on Tuesday, August 18, 2020 at 10:30 a.m. at 1005 S 5th Street in Hugo, Oklahoma. Notice of time, place and agenda of meeting was posted within prominent view at 1005 S. 5th Street, Hugo, Oklahoma twenty-four (24) hours prior to the meeting.

The meeting was called to order at 10:36 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 Crystal O’Dell, Valliant II; Sara Parsons, Rattan II & III; Rebecca Morris, Ft. Towson; Misty Diaz, Horace Mann I; Taylor Geter, Cabbage Patch Daycare; Patsy Guess, Suzanne Himes, and Jessica Bozeman Community Representatives and attending in person at 1005 S. 5th street, Hugo, OK Clinton Crawley, Community Representative.

HS/EHS/EHS-CC staff present included: Darla Galyon, HS/EHS/EHS-CC Director; Jordan Mack, HS/EHS/EHS-CC Assistant Director; Lori Henry, HS/EHS Program Secretary; Paula Savoy, Health Specialist; Sara Moore, ERSEA Specialist; Susie Mashburn, ECE & CC Specialist; Tori Crawford, FCE Specialist; and Rita Burke, Disability/Mental Health Specialist

Consideration and Vote to accept the Minutes from the July 21, 2020 meeting: Jessica Bozeman made a motion to approve the minutes as written and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Enter into Executive Session to Discuss the employment, transfer, hiring, appointment, promotion, demotion or disciplining of employees Candace Fox, Teacher Aide Hugo II; Maria Wilson, Substitute; Callie Flowers, Caregiver Aide Antlers EHS; and Lori Stiles, Bus Monitor/Janitor Idabel, pursuant LDCAA Okla. Stat. title 25§ 307 (b) (1). No motion was made therefore no vote was needed.

Consideration, Discussion, and Vote to Adjourn Out of the Executive Session and the Regular Board Meeting Be Reconvened. Did not enter into Executive Session, therefore no vote 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 and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the 2020-2021 HS/EHS/EHS-CC Mental Health Consultant Contract: Darla Galyon, HS/EHS/EHS-CC Director explained that that Crossroads 1010 was selected through a bid process in alignment with Little Dixie’s financial and procurement policies. Crossroads 1010 will provide visitation and observations to each of the HS/EHS/EHS-CC classrooms during the 2020/2021 school year with reported behavioral problems in a classroom, observe children for potential behavioral problems and offer recommendations to assist Head Start staff with methods to optimize classroom behavioral health practices. A copy of the Memorandum Agreement was provided and reviewed with the policy Item R Page 2 of 4 council members with the complete agreement details. Patsy Guess made a motion to approve and Jessica Bozeman seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the submittal of the SFY 2021 CAA State Appropriated Head Start Funds Application to the Oklahoma Department of Commerce/Community Development- $79,432: Darla Galyon, HS/EHS/EHS-CC Director stated that these funds will be used to offset the Head Start teacher salaries and fringe benefits and support a portion of the salaries/fringe benefits for Family Advocates who work with the program. Patsy Guess made a motion to approve submittal and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve Submittal of the FY 2021 Head Start/Early Head Start Program Grant Application (Period 12/1/2020-11/30/2021) to the U.S. Dept. Of Health & Human Services, Administration for Children and Families-$3,988,459: Darla Galyon, HS/EHS/EHS-CC Director stated that these funds would provide support for program operations and training/technical assistance for the Head Start and Early Head Start programs for a period of one year (12/1/2020-11/30/2021), with a funded enrollment of 477 children (429 Head Start and 48 Early Head Start). Crystal O’Dell made a motion to approve submittal and Patsy Guess seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the Acceptance of the FY 2020 Supplement-COVID-10 One Time Grant Award (Head Start/Early Head Start) and Non-Federal Share Waiver Approval from DHHS, Administration for Children and Families- $419,191 (Waiver Total: $104,798): Darla Galyon, HS/EHS/EHS-CC Director stated that these one-time funds would provide supplies and unexpected expenses due to the COVID-19 pandemic. Some items that would be purchased are gloves, sanitizer, sanitizer stations, masks and any other that were deemed necessary due to the Covid-19 pandemic. Misty Diaz made a motion to approve and Crystal O’Dell seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the Acceptance of the Early Head Start- Child Care Partnership Continuation Grant Award and Non-Federal Share Waiver from DHHS, Administration for Children and Families (Period 8/1/2020-7/31/2021) in the amount of $1,883,558 (Waiver $431,664): Darla Galyon, HS/EHS/EHS-CC Director stated that 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. Patsy Guess made a motion to approve and Jessica Bozeman seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Acceptance of the FY 2020 Head Start/Early Head Start Supplement Grant Award (Cost-of-Living Adjustment/Quality Improvement) and Non-Federal Share Waiver Approval from DHHS, Administration for Children and Families-$206,143 (Waiver Total $51,536): Darla Galyon, HS/EHS/EHS-CC Director stated that COLA would serve to increase salaries and fringe benefits to help ensure retention of experienced, qualified staff. 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 Auality Improvement funding will be used to invest in program efforts/activities, increasing the compensation of Head Start Teacher Assistants, EHS Teachers/Caregivers and Caregiver Aide, Cooks, Family Advocates, and other support staff in order to retain experienced, qualified staff and maintain overall program quality. The award also includes approval of a Non-Federal Share Item R Page 3 of 4 Waiver for the required match associated with the Federal funding. Patsy Guess made a motion to accept and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve to submit Community Facilities Direct Loan and Grant Program Application (Broken Bow 3 Head Start Playground) to the U.S. Department of Agriculture, Rural Development- $50,000: Darla Galyon, HS/EHS/EHS-CC Director stated that if awarded that this grant would be used for upgrades to purchase new equipment such as Jungle Gyms, Sing-Sets, and Monkey Bars. These upgrades will improve activity in children, lower obesity rates, improve social skills, and allow for the children to play together without having to take turns on the equipment. Crystal O’Dell made a motion to submit and Mary “Becca” Laky seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the revised HS/EHS/EHS-CC Maintenance Technician Job Description: Darla Galyon, HS/EHS/EHS-CC Director provided a copy of the job description stating that the only update was supervision of the Maintenance Technician and that position is supervised by the HS/EHS/EHS-CC Director. Misty Diaz made a motion to approve and Jessica Bozeman seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve Updates to the 2018-2023 Head Start /EHS/EHS-CC Strategic Plan: Jordan Mack, HS/EHS/EHS-CC Assistant Director provided copies of the plan along with a brief overview of the plan and discussion over the objectives and how they were obtained and steps in completing those objectives. Crystal O’Dell made a motion to approve and Patsy Guess seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the 2020-2021 Head Start and Early Head Start Training and Technical Assistance Plan: Darla Galyon, HS/EHS/EHS-CC Director provide a copy of the plan along with an overview stating that this plan is a schedule of what staff, Governing Board and Policy Council Members will be receiving and when. Mary “Becca” Laky made a motion to approve and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion, and Vote to approve HS/EHS/EHS-CC Organizational Chart: Darla Galyon, HS/EHS/EHS-CC Director provided a copy of the organization chart along with an overview stating that the only change was the supervision of the maintenance technician who is supervised by the program director. Crystal O’Dell made a motion to approve and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion and Vote to accept HS, EHS, SAF, Community Facilities, AmeriCorps, OECP, USDA, and Non-Fed June, 2020 Financial Statements and Credit Card Distribution Reports and Presentation of July, 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. Misty Diaz made a motion to approve and Mary “Becca” Laky seconded the motion. The motion carried.

Other Reports/Announcements: i. Recruitment & Enrollment Update/Enrollment and Attendance Report – Sara Moore, ERSEA Specialist: Sara Moore reported that Head Start is not in session for the month of July and that Early Head Start has 48 children and attendance for EHS was 90.6%. Mrs. Moore reported that EHS-CC currently has 113 children and attendance is 88.9%. Mrs. Moore also reported that at the last screening of applications for the 2020/2021 school year that she had accepted 216 children and that the program needs 429 children to be full enrolled. Mrs. Moore stated that the Item R Page 4 of 4 program was actively recruiting and asked the council to help by spreading the word to family and friends. ii. Governing Board Report-Mattie Ferguson: 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. iii. USDA Meals and Snack Report Katelyn Nelms-In Katelyn Nelms absence, Jordan Mack provided a copy and an overview summary of meals and snacks served for July, 2020. iv. OHS Communications and Guidance-Darla Galyon-All OHS Communications and Guidance received since the last council meeting were presented and reviewed with council members. v. Program Summary Report-Darla Galyon presented the HS/EHS/EHS-CC Program Summary for the council to review.

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): There was none.

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

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

Looking Forward to the 2020–2021 Program Year

Dear Head Start and Early Head Start staff,

This past spring, our nation faced the onset of an unprecedented public health emergency. Following expert advice about public safety and slowing the spread of COVID-19, children were not able to finish the program year as planned. Whether enrolled in classrooms, family child care, or home-based services, Head Start and Early Head Start children stayed home and programs did their best to continue to provide meaningful services remotely. However, suspending in-person services did not mean programs were closed.

Head Start and Early Head Start programs provided critical support for children and families. They delivered food, educational supplies, and materials, and provided remote teaching and learning experiences. Programs continued to be a lifeline for some of the nation's most vulnerable families. No one can call that closed.

They provided families with electronic devices and drove around with hot spots. Staff stopped by children's homes to wave to them, reassure them, and be a familiar face during a time of great uncertainty. Virtually, all programs reached out to tell parents, foster parents, and grandparents they could count on their Head Start program to be there for them. Those connections happened because programs were open, even as in-person services had been suspended.

In addition to the pandemic, there has been a nationwide protest movement. Many children and families most impacted by inequity are Head Start children and families. Head Start programs have been an anchor for families, and continue to be leaders in their communities.

I am so proud and grateful for all you have done.

With the beginning of a new program year, all Head Start and Early Head Start programs are gearing up for what is ahead. In this time of great need, each program in every community will continue to provide the services that will help children be ready for school. In short, Head Start and Early Head Start programs are open.

I am calling on you now, more than ever, to teach every enrolled child, to prepare each child to be ready for school, and to reach every family in the 2020–2021 program year. Every Head Start program is open and providing services. However, the approach looks as different as each of our communities. Some programs are serving children and families in-person, whether in classrooms, outside, or on porches. Others are serving children and families remotely, using myriad cutting-edge technologies. Still others are offering a combination of remote and in- person services.

With the funds every Head Start program continues to receive is the expectation that programs are providing education, health, and other comprehensive services to all enrolled children and families. The models are different, but our efforts to meet the needs of children and families are the same:

Every parent or guardian has the chance to tell us about their dream for their child, their concerns, and the child's interests and strengths. Planning includes assessing each child and family's circumstances. Program services, to the largest possible extent, meet the needs of children and families. Programs establish partnerships with parents, and parents receive the necessary support to reach their goals and goals for their children. Involvement in the Head Start program offers parents opportunities that help them thrive, such as leadership, education, and social services. Each child is screened and referred to the extent feasible. Item U Teaching staff individualize the curriculum to meet children's needs and continue to assess progress andPage 2 of 15 improve teaching and learning. Staff support parents or guardians to make sure children's health, nutrition, mental health, and oral health needs are met. Children receive rich and engaging instruction, resulting in progress toward school readiness in math, language and writing, and social and emotional development.

I know nothing on this list is new to you. These services and relationships with children and families are the foundation of Head Start programs. What is new is the incredible energy, patience, creativity, expertise, and compassion it takes to find the ways to deliver services during a pandemic. There will be routine things you cannot do safely. And although the Office of Head Start (OHS) will not hold programs accountable for requirements that are not possible or reasonable to accomplish during the pandemic, the spirit of the expectation remains. Creative solutions will be vital to ensuring programs meet the needs of their children and families. OHS has detailed many flexibilities for programs and made them publicly available. If there are activities, strategies, or approaches you cannot do presently, I know you will seek out and find other ways you can safely meet the needs of children and families.

As you prepare to open for a new program year under whichever model is appropriate for your community, I hope you take advantage of the wealth of resources available to support you. OHS is continually updating our COVID-19 page on the Early Childhood Learning and Knowledge Center (ECLKC) website. Here are some highlights:

Program Management During the COVID-19 Pandemic Opening and Operating In-person Services Staff Resources for Remote Services Supporting Children and Families During COVID-19 Fiscal Management During the COVID-19 Emergency A Follow-Up Conversation

OHS also just wrapped up the Collaborating Actively in Meaningful Planning (CAMP) webinar series. It focused on practical matters to support Head Start program planning and decision-making during the COVID-19 pandemic.

Session 1 provides information on group sizes, ratios, staffing, locally-designed options, and eligibility, recruitment, selection, enrollment, and attendance. Session 2 includes a conversation on human resources management and expectations regarding the time- critical items in the Head Start Program Performance Standards. Session 3 addresses questions and concerns about education and child development program services. Session 4 focuses on family and community engagement. Session 5 addresses questions and concerns about health program services. Session 6, the final session, features a conversation with five local grantee staff about offering Head Start and Early Head Start services during the pandemic.

I can think of no better group of people to take on the challenges ahead, and I could not be more proud to lead OHS knowing there are people like you working to support our children and families.

You've got this, Head Start staff!

Thank you for your work on behalf of children and families.

/ Dr. Deborah Bergeron /

Dr. Deborah Bergeron Director Office of Head Start Office of Early Childhood Development

Office of Head Start (OHS) | 330 C Street, SW | 4th Floor Mary E. Switzer Building | Washington, DC 20201 https://eclkc.ohs.acf.hhs.gov | 1-866-763-6481 | Contact Us Item U Page 3 of 15 View the web version Go to ECLKC

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

COVID-19

COVID-19 and Early Care and Education Considerations Before Reopening (module) COVID-19 and the Head Start Community Online Book Community Partnerships Comprehensive Services Family Financial Capability, Employment, and Education Funding and Administrative Flexibilities Head Start Program Performance Standards (HSPPS) Timelines Mental Health and Wellness Services for Children with Disabilities Supporting Children and Families During COVID-19 Supportive Family-Staff Relationships Transportation

FDA Warning About the Dangers of Hand Sanitizers with Methanol (email) Supporting Families Experiencing Homelessness During the COVID-19 Pandemic (video blog)

Other News

ACF-PI-HS-20-05 Final Rule on Designation Renewal System Changes Advancing Racial and Ethnic Equity in Head Start Designation Renewal System Changes in 2020 Fiscal Management During the COVID-19 Emergency: A Follow-Up Conversation Funding Opportunities for Head Start/Early Head Start Expansion, and Early Head Start Expansion and Early Head Start-Child Care Partnerships – Apply Online by Sept. 21, 2020! (email) Looking Forward to the 2020–2021 Program Year (email) Maternal Telehealth Access Project: Collaboration and Innovation for Equity and Healthy Families – Apply Online by Sept. 17, 2020! (email) OSCE Funding Opportunity Announcement (email) Rescheduled Office of Head Start 2020 Tribal Consultation Meetings (email) The 2020 U.S. Census Is Still Open – Encourage Families to Respond Now! (email) Virtual National Research Conference on Early Childhood 2020 – Save the Date! (email) Virtually Transitioning from Head Start to Kindergarten (video blog)

Federal Register Alerts

Federal Register Alerts from the USDA, Food and Nutrition Service (email) Item U Grant Notices from the Office of Head Start (email) Page 4 of 15 Head Start Designation Renewal System (email) T/TA Resources

Early Childhood Development, Teaching, and Learning

2020 Virtual Education Manager Institute – Now Available on Demand! (email) Addressing Infant and Toddler Behaviors That Challenge Adults (webinar in the BabyTalks Series) Administrators and Managers Support Dual Language Learners (DLLs) (Dual Language Learner Toolkit) Culturally Responsive Practices in Coaching (webinar in the Coaching Corner Series) Disabilities Services Newsletter No. 37: Fostering Inclusion in the Community (email) Disabilities Services Newsletter No. 38: Early Childhood Intervention and Program Transitions (email) DLLs: Considerations and Strategies for Home Visitors EarlyEdu Alliance Higher Education Modules (videos) Assessing Children with Disabilities Assessment Planning Assessment Tool Considerations Container Play DLLs: Program and Family Support Assessment Tools and (DLLs) Following a Child's Lead—Example Setting a Supportive Classroom Environment for DLL Children Sharing an English Book in Spanish Welcoming and Communicating with Families

Observation Partnering with Families Responsive Observation Talking with Infants Using Data to Celebrate

Family Child Care Early Head Start for Family Child Care Demonstration Project Family Child Care Option Head Start Regulations Related to Family Child Care Program Option Intentional Planning and Quality Improvement in Family Child Care Planning for Health and Safety in Family Child Care Professional Qualifications and Development in Family Child Care Research on Family Child Care Strategies to Support Family Child Care Supporting Early Care and Education in Family Child Care

Gathering and Using Language Information That Families Share Home Language Support (Planned Language Approach) Implementing a Curriculum Responsively: Supporting Children's Development and Learning (15- minute In-service Suite) National Research Update on Practices That Support Dual Language Learners (webinar) Item U Preschool Teachers Page 5 of 15 Screening DLLs in Early Head Start and Head Start: A Guide for Program Leaders Supports for Classroom Language Models for All Children: Step-by-Step Guide Supporting Math Skills in Infants and Toddlers Teacher Time Series Infant/Toddler ELOF series Language and Literacy for Infant/Toddlers (webinar) Social and Emotional Development for Infant/Toddlers (webinar)

Teachers, Caregivers, and Family Service Staff Support Children Who Are DLLs Transition to Kindergarten: Engaging Families E-Resource Flash: July 2020 (email) Transition to Kindergarten: Supporting Migrant and Seasonal Head Start Children and Their Families Understanding and Managing Children's Behaviors In Spanish Transition to Kindergarten Leadership Practices for Successful Transitions to Kindergarten Supporting Children with Individualized Education Programs (IEPs) Supporting Children Who Are Dual Language Learners (DLLs) Transition Plan Form Your Child Is Going to Kindergarten: Making the Move Together

Health

A Guide to Building Healthy and Safe Early Childhood Facilities After a Natural Disaster Active Play, Every Day at Home (video) Brush Up on Oral Health Community Water Fluoridation Healthy Bedtime Routine

Supporting Social and Emotional Well-Being Effectively Addressing Behaviors Family Mental Health: Addressing Depression Promoting Children's Social and Emotional Well-being Promoting Family Well-being Promoting Self Well-being Understanding and Eliminating Preschool Suspension and Expulsion

Understanding the Dental Periodicity Schedule and Oral Exam: A Guide for Head Start Staff

Parent, Family, and Community Engagement

Building Foundations for Economic Mobility Newsletter: August 2020 (email) Community Engagement Webinar Series Fatherhood Connection E-Resource Flash: Tips for Staff Working Remotely with Fathers: August 2020 (email) Partnering with Families to Build Economic Security During Emergencies Resources for Action: Partnering with Head Start to Build Economic Security During Emergencies Strengthening Family Well-Being Through Engaged Community Partnerships (webinar) Tracking Progress Database: Standardized Measures to Assess Family Engagement Efforts and Effects

Program Management and Fiscal Operations Item U ERSEA: Exploring Needs and Strategies in Uncertain Times Webinar (webinar) Page 6 of 15 Upcoming Events for September

Upcoming Events for September

Sept. 8: MyPeers Orientation Webinar Sept. 10: Anti-Bias Teaching and Learning Environments in Head Start and Early Head Start Programs Sept. 10: Responding to Domestic Violence During COVID-19 Sept. 15: Head Start Heals: Using the PFCE Framework to Promote Healing and Resilience in Head Start Programs Sept. 16: Using CLASS® for Quality Improvement: Supports for Head Start Programs Sept. 17: Health Disparities: Responding with a Lens on Race and Ethnicity Sept. 23: Coaching Corner Series: Putting It Into Practice – Resources and Strategies to Promote Anti-Bias Teaching and Home Visiting Practices Sept. 24: Making the Most of MyPeers Sept. 24: MyPeers Orientation Webinar

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

Office of Head Start (OHS) | 330 C Street, SW | 4th Floor Mary E. Switzer Building | Washington, DC 20201 https://eclkc.ohs.acf.hhs.gov | 1-866-763-6481 | Contact Us

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 subscribed through the Head Start Enterprise System (HSES) must be removed from HSES by their program or office. Please do not reply to this email. Contact customer service for additional support.

Item U Page 7 of 15

Program Summary Head Start/Early Head Start/Early Head Start-Child Care Programs September 2020

Eligibility, Recruitment, Selection, Enrollment & Attendance Little Dixie Head Start is currently enrolling children throughout all of the classrooms within the tri- county service area. With COVID-19 making some parents/guardians are hesitant about sending their children back to school, we are offering them the opportunity to distance learn. Early Head Start had 48 children enrolled throughout the month of August. Early Head Start – Child Care had 128 children enrolled throughout the month of August. We are still actively recruiting by posting various flyers, posters and other recruitment materials via online media posts due to the COVID-19 pandemic to recruit children for all three programs. Partnering child care facilities and various other Little Dixie programs have been actively recruiting children for the Head Start and Early Head Start programs also. 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 Teaching staff are reaching out to families. Starting in August we will be doing a virtual parent meeting and Dad’s Day will be sent out in packets for parents to do at home with their child. This year is going to look different, but we are working towards making it successful.

Nutrition The Nutrition Component has begun the 1st round of on-site monitor visits for the Child and Adult Care Program as well as 1st Semester Head Start Folder Checks. The month of September is always busy for the Nutrition component as we begin the refunding application for the Child and Adult Care Food Program. We are collecting all of the new food allergies within Head Start and implementing plans in order to address those special needs. At this time we have 12 known allergies within Head Start. The Nutrition component will receive annual training on September 8th virtually over zoom with the Child and Adult Care Food Program. At this training information will be shared for the required updates that will take effect on October 2020.

Education Little Dixie Head Start, Early Head Start, and Early Head Start Child Care has begun the year in the classrooms as well as providing distance learning. Creative Curriculum is now providing a distance learning program in coordination with our curriculum. This new program gives educators digital access to the early childhood curriculum, a robust library of teacher and family activities, a comprehensive and research-based family partnership program, two-way communication between educators and families, unlimited access to the largest library of early learning best practices, and more. Parents are able to log onto this site, receive emails full of developmental information and activities for their children. This distance learning/iCloud is accessible on our assessment site, Teaching Strategies GOLD. Item U Page 8 of 15

AmeriCorps Program The 2020-2021 AmeriCorps Program is up and going. We have been heavily recruiting throughout Choctaw, Pushmataha, and McCurtain counties. Also, we have been using social media as a venue to reach potential AmeriCorps members. We are preparing for Orientation and Program Training for the members beginning the first week in September. For an application or for inquiries please email Cathrine at [email protected].

Health We have continued to receive updates for Child Plus immunizations and Physicals received from centers for entry into Child Plus. One CPR class was held in August. CPR books and supplies ordered. Six CPR classes are scheduled for remainder of 2020 at this time. An update of past due immunization lists were sent to EHS & EHS-CC centers. HS centers were updated on requirements regarding physicals and immunizations due and coming due. Letters were sent to centers for parents on age schedule of required immunizations and physicals/lead and Hgb and to remind parents of upcoming scheduled appointments for immunizations and physicals.

Professional Development During the month of August, Little Dixie Head Start Professional Development scheduled a CPR class on the 4th. Nine Head Start staff members renewed their Adult and Infant CPR and First Aid certifications. On August 5th, a virtual ELCCT training was completed via Zoom. Four staff members attended and received certificates of completion. 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.

Disabilities/Mental Health/Transition Currently, there are7 Early Head Start-Child Care children that have been identified by Sooner start as eligible for services. They are receiving services virtually from the providers. Eight other EHS-CC children are in the referral process to Sooner Start and will be evaluated to determine a need for special services for these children. Due to the Covid-19 Pandemic, the referral process has been an extremely long process.

Sooner Start Staff are also providing services to two Early Head Start children and have 2 referrals for Sooner Start evaluations.

In Head Start, the 2020-2021 school year has 36 students on IEPs that are receiving services from the staff/consultants from the public schools. There have been 17 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- Item U Page 9 of 15

emotional skills. As the new school year begins, students will be screened in those same areas. As needed, parent consent will be obtained for a referral to the public school for evaluation to determine eligibility for special education services.

The Mental Health Consultant and staff will provide classroom observations and follow-up activities and resources. Teachers, staff and parents will have the opportunity to visit with the Mental Health Consultant while she is in the classroom or other appointments can be made at the discretion of the parents and staff. A classroom written report will be completed by the Mental Health Consultant for each classroom with ideas and resources to share with the parents and staff.

Early Head Start-Child Care Center Staff and the Early Head Start Center 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. In August, six children were eligible for transition to the next level. The EHS-CC and the EHS center staff are providing curriculum to all participants either onsite or virtually.

Item U Page 10 of 15

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 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 April-20 0 0 0 0 Due to Covid-19 May-20 0 0 0 0 Due to Covid-19 June-20 404 404 349 1157 July-20 364 354 334 1052

YEARLY TOTALS 31263 31716 40072 103051 July 2020 EHS Time and Attendance As of 7/31/20 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 Antlers 61 61 37 1 38 23 0 1 7/30/2020 20 84.8% Hugo 24 24 12 12 12 1 0 20 91.7% Idabel 36 36 24 1 25 11 3 1 7/20/2020 20 85.1%

TOTALS 121 0 121 73 2 75 46 4 2 86.5% Page 11 Item of 15 U July 2020 EHS-CC Time and Attendance As of 7/31/20 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 14 14 6 6 8 0 0 20 93.8% ELC-Broken Bow 39 39 19 1 20 19 2 1 7/5/2020 20 80.1% ELC-Hugo 23 23 12 12 11 2 0 20 89.6% ELC-Idabel 25 25 13 13 12 1 0 19 96.9% ELC-Swink 13 13 5 1 6 7 2 1 7/28/2020 20 83.4% Cabbage Patch 26 2 28 18 1 19 9 1 1 7/14/2020 23 86.6% The LearningTree 62 1 63 22 1 23 40 2 1 7/15/2020 22 84.4% Turner Learning 17 17 6 6 11 3 0 21 100.0%

TOTALS 219 3 222 101 4 105 117 13 4 87.6% Page 12 Item of 15 U Item U Page 13 of 15 Data Analysis Report Summary July 2020

Disabilities IEP/IFSP –

30% Aug-19 25%25%25%25% Sep-19 25% 23% 25% 22% Oct-19 21%21% 20% Nov-19 Dec-19

15% 14% Jan-20 Feb-20

10% 8% 8%8%8% 8%8% Mar-20 7% 7% 6% 6%6%6%6% 6% 8% Apr-20 5% 5% 5% 4%4%4%4% 4%4% May-20 2% 0%0% Jun-20 0% Jul-20 Head Start EHS EHS-CC

Attendance 120 Aug-19 99.6 Sep-19 100 94.7 93.2 95.5 99.388.9 90.5 89 90.6 90.590.388.587.8 84.886.585.385.2 85.3 86.5 86.8 86.7 85.187.1 87.6 85.186.2 93.2 Oct-19 82.281.5 78.480.8 80 Nov-19 Dec-19

60 Jan-20 Feb-20 40 Mar-20 Apr-20 20 May-20

0 0 Jun-20 0 Aug-20 EHS EHS-CC Head Start

*Attendance for April & May 2020 show children actively engaged with Distance Learning. Item U Page 14 of 15

Family & Community Engagement

Dad’s Day 300 259 247 250 Aug-19 Sep-19 198 200 Oct-19 175177 180 Nov-19 143 150 Dec-19 116 Jan-20 99 104 103 92 Feb-20 100 80 65 Mar-20 43 50 Apr-20 25 Apr-21 0 0 0 0 0 Male Participation Total Participation

*Centers were closed in April & May 2020 due to COVID-19 Pandemic. Centers have not had volunteers within classrooms in June and July 2020.

Parents Ready to Read

120

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

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

20 14 Apr-20 May-20 0 0 0 Volunteers

*Centers were closed in April & May 2020 due to COVID-19 Pandemic. Centers have not had volunteers within classrooms in June and July 2020. Item U Page 15 of 15

August 10, 2020

William Smith, Board Chairperson Little Dixie Community Action Agency, Inc. 209 N 4th St Hugo, OK 74743-3809

Re: Grant Number 06CH010743

Dear Mr. Smith,

This letter is in response to the June 18, 2020, request to waive provisions of 45 C.F.R. Part 1303 pursuant to the criteria defined in 45 C.F.R. § 1303.70(c).

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

45 C.F.R. § 1303.71(d) and § 1303.72(a)(1) - Child Restraint Systems 45 C.F.R. § 1303.72(a)(4) - Bus Monitors

This waiver is effective for the 2020-2021 program year.

Please be advised that requests for a waiver must be approved annually. Requests to waive the child restraint system and/or bus monitor requirements must be submitted by June 1 of the upcoming program year.

Please contact Kobena Arthur, assigned Program Specialist, at (214) 767-8859 or [email protected] if you have further questions on this matter.

Sincerely,

Kenneth Gilbert Regional Program Manager Office of Head Start, Region VI

cc: Rebecca Reynolds, Executive Director Darla Galyon, Head Start Director Sara Parsons, Policy Council Chair