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May 2021 Board Meeting Packet

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May 2021 Board Meeting Packet Little Dixie Community Action Agency, Inc. Board of Directors Meeting M A Y 1 1 , 2 0 2 1 • 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. Board of Directors and/or Executive Committee Meeting Little Dixie Community Action Agency, Inc. Tuesday, May 11, 2021 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: Brad Burgett Jia Johnson Cathie Carothers Vickie Leathers Kevin Cory Sandra Meeks Clinton Crawley Derek Porter Melissa Cress Dwight Satterfield Earl Dalke Leah Savage Brent Franks, Vice-Chairman Wade Scott Selena Franks Les Shumake Patsy Guess David Smith David Hawkins, Secretary/Treasurer William Smith, Chairman Andrea Henkel Vicky Wade Mark Jennings Craig Young Public view/meeting 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. Consideration, Discussion and Vote to Accept Leah Savage as Appointed Representative for the City of Hugo, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) D. Consideration, Discussion and Vote to Accept Les Shumake as Appointed Representative for the Choctaw County Board of Commissioners, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021) E. Consideration, Discussion and Vote to Select Julian Lumber Company as a Private Sector Entity on the LDCAA Board of Directors, Replacing Stacy Akard Insurance Agent (Pursuant to LDCAA Amended By-Laws, Article IV, Section 4; Article V, Section 8) F. Consideration, Discussion and Vote to Accept Derek Porter as Appointed Representative for Julian Lumber Company, a Private Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2023) G. Appointment of Mentor for New Board Member (Organizational Standard 5.7) H. Finance/Audit/Loan Committee Report 1 Consent Docket - The following items of business indicated by brackets (I and J, K, L) 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. I. Consideration, Discussion and Vote to Approve April 2021 Regular Meeting Minutes (O.S. 5.5) J. Consideration, Discussion and Vote to Approve March 2021 Financial Reports; Distribution of April 2021 Financials for June 2021 Consideration and Vote (O.S. 8.7) K. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $1,712,434 1. Measuring Criminal Justice Success Project – Pilot Site Request to the University of Southern Maine, Violence Against Women Act Measuring Effectiveness Initiative - $500 2. Coronavirus Response and Relief Supplemental Appropriations Act Grant Application (Transit Program) to the Oklahoma Department of Transportation - $204,785 3. PY 2020 Department of Human Services Low Income Home Energy Assistance Grant Application to the Oklahoma Department of Commerce/Community Development - $125,088 4. FY 2021 Network Supplemental Grant Request to NeighborWorks® America - $50,000 5. Letter of Inquiry to The Kerr Foundation, Inc. - $10,000 6. Grant to Increase Vaccination Coverage in Communities Experiencing Disparities Application to the Centers for Disease Control Foundation - $91,456 7. American Rescue Plan One-Time Supplement Application (Head Start/Early Head Start/EHS- Child Care Programs) and Non-Federal Share Waiver Request to the Administration for Children and Families, Office of Head Start - $678,416 8. 2022 Section 5311 – Formula Grants for Rural Areas Program Application to ODOT; Signing of the Authorizing Resolution - $552,189 L. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $1,114,741 1. 2021 Section 5311 – Formula Grants for Rural Areas and Rural Transportation Assistance Program Awards from ODOT - $557,189 2. 2021 Section 5339(a) – Bus and Bus Facilities Program Grant Award from ODOT - $157,732 3. FY 2021 Pandemic Recovery Initiatives Award from NeighborWorks® America - $20,000 4. CRRSAA Grant Award (Head Start/Early Head Start/EHS-Child Care Programs) and Non- Federal Share Waiver Approval from the Administration for Children and Families, Office of Head Start - $170,650 5. CRRSAA Grant Award (Transit Program) from ODOT - $204,785 6. Pushmataha County Emergency Food and Shelter Program – Phase 38 Funding Award from EFSP/United Way - $3,885 7. FY 2021 NeighborWorks Week Grant Award from NeighborWorks® America - $500 M. Consideration, Discussion and Vote to Re-Adopt a Resolution to Establish a Formal Process for Low-Income Beneficiaries to Advise LDCAA as a Community Housing Development Organization in All Decisions Regarding the Design, Siting, Development, and Management of HOME-Assisted Affordable Housing Projects N. Consideration, Discussion and Vote to Approve Early Head Start-Child Care Partnership Program Training and Technical Assistance Plan O. Consideration, Discussion and Vote to Approve HS/EHS/EHS-CC Management Team Cost Allocation Plan 2 P. Board Training: Community Needs Assessment/Survey Distribution (O.S. 5.7) Q. Consideration, Discussion and Vote to Approve Signing of Proclamation Recognizing May as National Community Action Month R. Board Training (O.S. 5.7): • LDCAA History, Values, Mission, and Vision • History and Future of Community Action/Anti-Poverty Work • Statutory and Regulatory Requirements S. Board Training/Programmatic Report: Quarterly (January-March) and Year-to-Date Housing Production as Reported to NeighborWorks® America (O.S. 5.7 & 5.9) T. 2020-2021 Self-Assessment Process Overview for HS/EHS/EHS-CC Programs U. Policy Council Report (O.S. 2.1, 5.7 & 5.9) V. Recognition of May 2021 LDCAA Employee of the Month: Darla Galyon, Program Director – Head Start, Early Head Start, EHS-Child Care Programs W. Recognition of Service Awards: Five Years: Barbara Sheets, Family Advocate – Head Start Program Ten Years: Johnny Driggers, Weatherization Carpenter – Housing Programs Fifteen Years: Kathy James, Senior Program Planner – Administration X. Other Reports/Announcements/Correspondence: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; HS/EHS/EHS- CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report; Notice of YouthBuild Grant No-Cost Extension Approval; Notice of Scheduled ODOC Monitoring (O.S. 5.7 & 5.9) Y. Consideration, Discussion and Vote on New Business (Not known about or which could not have been reasonably foreseen prior to time of posting the Agenda. Okla. Stat. Title 25 § 311) Z. Consideration, Discussion and Vote to Adjourn Posted: _________________________ Date: __________________ Time: __________ 3 Item G Little Dixie Community Action Agency, Inc. Board Member Mentor Policy 04/08/2014 BE IT RESOLVED, that on the 8th day of April, 2014 the Little Dixie Community Action Agency, Inc. Board of Directors voted for and approved the Board Member Mentor Policy to assign a current Board Member as a mentor to welcome, assist, inform, and encourage a new Board Member in order to promote a more effective Board. The Little Dixie Community Action Agency Board Composition Committee shall recommend a current Board Member to serve as a Mentor to a new Board Member. Brent Franks, Board Chairman Date Item I Page 1 of 15 LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. 209 NORTH 4TH STREET HUGO, OKLAHOMA 74743 MINUTES BOARD OF DIRECTORS MEETING April 13, 2021 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, April 13, 2021 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. 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 main office (209 N. 4th St., Hugo, Oklahoma) and the meeting site (1005 S. 5th St., 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 Brent Franks. Roll Call was taken and a quorum was established (19 Board Members present, 4 absent). The following Board Members were present at the meeting site: Kevin Cory, Clinton Crawley, Earl Dalke, Brent Franks, Selena Franks, David Hawkins, Andrea Henkel, Mark Jennings, Jia Johnson, Sandra Meeks, Dwight Satterfield, Leah Savage, Wade Scott, David Smith, William Smith, and Craig Young. The following members were present by videoconference or teleconference, appearing remotely via the Zoom communications platform: Cathie Carothers, Melissa Cress, and Patsy Guess. The following members were absent: Brad Burgett, Vickie Leathers, Les Shumake and Vicky Wade. LDCAA employees and visitors present at the meeting site were: Kinsey Cox, Rhonda Teague, Macy Self, Sheree Ensley, Amber Duncan, Stella Dennis, and Rebecca Reynolds. LDCAA employees and/or visitors present, appearing remotely via the Zoom communications platform included: Darla Galyon, Dawn McDaniel, Jeannie McMillin, Jordan Mack, Kathy James, Lindsey Miller, Mattie Ferguson, Sheila Pierce, W.F. Grammar, Johnny Moffitt, and Susie Mashburn. 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.
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