LDCAA Board Meeting Packet

Little Dixie Community Action Agency, Inc.

Board of Directors Meeting

A U G U S T 1 1 , 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 4

Board of Directors and/or Executive Committee Meeting Little Dixie Community Action Agency, Inc. Tuesday, August 11, 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: Stacy Akard Andrea Henkel 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 Jim Freeny Vicky Wade Walter Frey Marcia Wright Patsy Guess Craig Young David Hawkins

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. Recognition of 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)

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

E. Consideration, Discussion, and Vote to Accept David Hawkins as the Appointed Representative for Wright City Schools, a Public Entity on the LDCAA Board of Directors (Entity to Expire 12/31/2021)

F. Report from the Committee for Nominations

G. Consideration, Discussion, and Vote to Elect LDCAA Board of Directors Officers for 2020-2021 (Pursuant to LDCAA Amended By-Laws, Article VI, Section 2)

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H. 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)

I. Finance/Audit/Loan Committee Report

Consent Docket - The following items of business indicated by brackets (J and K, L, M) 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.

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

K. Consideration, Discussion, and Vote to Approve June 2020 Financial Reports; Distribution of July 2020 Financials for September 2020 Consideration and Vote (O.S. 8.7)

L. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $4,258,293 1. FY 2021 Head Start/Early Head Start Program Grant Application (Period 12/1/2020– 11/30/2021) to the U.S. Department of Health and Human Services, Administration for Children and Families - $3,988,459 2. Community Facilities Direct Loan and Grant Program Application (Broken Bow Head Start 3 Playground) to the U.S. Department of Agriculture, Rural Development - $50,000 3. Public Transit Revolving Fund Application to Oklahoma Dept. of Transportation - $130,352 4. SFY 2021 Community Action Agencies State Appropriated Funds Application to the Oklahoma Department of Commerce/Community Development - $10,050 5. SFY 2021 CAA State Appropriated Head Start Funds Application to ODOC - $79,432

M. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $2,784,888 1. National Homeownership Programs and Lending – Community Development Financial Institution/Lending Capacity Building Grant Award from NeighborWorks® America - $10,000 2. 2020 HOME Investment Partnerships Program Grant Award (Community Housing Development Organization Operating) from Oklahoma Housing Finance Agency - $20,999 3. 2020 HOME Investment Partnerships Program Grant Award (Hugo Triplex Construction) from OHFA - $209,997 4. Improving Safety and Promoting Inclusion Capital Improvement Grant Award (Terry Hill Apartments Sidewalk Project) from the Sarkeys Foundation - $30,000 5. Temporary Assistance for Needy Families Programs Contract Award (Transportation – Choctaw County) from the Oklahoma Department of Human Services - $2,500 6. TANF Programs Contract Award (Transportation – McCurtain County) from the Oklahoma Department of Human Services - $2,500 7. FY 2020 Supplement - COVID-19 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) 8. 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) 9. FY 2020 Early Head Start-Child Care Partnership Continuation Grant Award (Period 8/1/2020–7/31/2021) and Non-Federal Share Waiver Approval from DHHS, Administration for Children and Families - $1,883,558 (Waiver Total: $431,664)

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N. Consideration, Discussion, and Vote to Approve Conversion of Restricted Capital Funds from NeighborWorks America® to Unrestricted Funds (Total Conversion Amount: $981,244.25)

O. Consideration, Discussion, and Vote to Approve Filing of LDCAA 2019 Form 990 and Oklahoma Tax Returns

P. Consideration, Discussion, and Vote to Approve Revisions to LDCAA Personnel Policy Manual (O.S. 7.1 & 7.2)

Q. Consideration, Discussion, and Vote to Approve Addendum to the Little Dixie Transit Facility Maintenance Plan

R. Consideration, Discussion, and Vote to Approve 2020-2021 Mental Health Contract with Crossroads 1010, LLC

S. Consideration, Discussion, and Vote to Approve Head Start and Early Head Start/EHS-Child Care Program Menus for the 2020-2021 School Year

T. Consideration, Discussion, and Vote to Approve Updates to the 2018-2023 Head Start/Early Head Start/EHS-Child Care Strategic Plan

U. Consideration, Discussion, and Vote to Approve the 2020-2021 Head Start/Early Head Start Training and Technical Assistance Plan

V. Consideration, Discussion, and Vote to Approve Head Start/Early Head Start/EHS-Child Care Organizational Chart

W. Board Training: LDCAA Finances (O.S. 5.7) . CSBG Organizational Standards – Fiscal Management . Financial Oversight – Overall Agency Fiscal Status, Procedures, Practices, Transactions . Interpreting Financial Statements

X. Board Training/Programmatic Report: Self-Help Housing Program Evaluation (O.S. 5.7, 5.9)

Y. Board Training/Programmatic Report: Quarterly Housing Production (4/1/2020–6/30/2020) as Reported to NeighborWorks® America (O.S. 5.7, 5.9)

Z. Board Training: Results Oriented Management and Accountability (O.S. 5.7, 5.9)

AA. Board Training: Understanding the National Court Appointed Special Advocates (CASA) Core Model (O.S. 5.7, 5.9)

BB. Update on Head Start/Early Head Start/EHS-Child Care Program Services/Safety Measures Due to the COVID-19 Pandemic

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

DD. Recognition of August 2020 Employee of the Month: Tina Kitson, Teacher – Head Start

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EE. Recognition of Service Awards: Five Years: Nikki McAdams, Assistant Education Specialist – Head Start/EHS/EHS-CC Inell Spencer, Cook – Early Head Start Thirty Years: Dawn McDaniel, Human Resources Director – LDCAA Administration

FF. 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; LDCAA Insurance Liability Coverage (Directors and Officers, Employment Practices, Fiduciary) for 2020-2021 (O.S. 5.7, 5.9)

GG. 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)

HH. Consideration, Discussion, and Vote to Adjourn

Posted: ______Date: ______Time: ______

Items G & H

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. EXECUTIVE AND PERSONNEL COMMITTEE (2019-2020) NAME OFFICE COUNTY REPRESENTED William Smith Board Chairman Choctaw Brent Franks Vice-Chairman Pushmataha Trilla Frazier Secretary/Treasurer McCurtain Jim Freeny McCurtain Kevin Cory Choctaw Vickie Leathers Pushmataha Walt Frey McCurtain

From LDCAA Amended By-Laws (approved June 12, 2018)

ARTICLE VI Meetings

Section 2. The annual meeting shall be held in August each year at which the Board of Directors shall elect officers and Executive Committee members.

ARTICLE X Executive Committee

Section 1. The Board shall annually elect an Executive Committee to transact routine and ordinary business between meetings of the full Board. The composition of this committee shall consist of seven members. The Committee shall be comprised of the elected officers of the Board of Directors; the remaining members shall consist of at least a representative from each sector (public, low-income, and private) elected by majority vote of the Board.

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

MINUTES BOARD OF DIRECTORS MEETING July 14, 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, July 14, 2020 at 10:11 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 not less than ten days prior to the regularly-scheduled meeting. The notice of time, place, a link to the videoconference (to allow public view and access), and an agenda for the meeting were posted 24 hours prior within prominent view at the meeting site (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 Clinton Crawley.

Roll Call was taken and a quorum was established (18 Board Members present, 8 absent). The following Board Members were present at the meeting site: Kevin Cory, Clinton Crawley, Brent Franks, Trilla Frazier, Dwight Satterfield, Wade Scott, William Smith, and Marcia Wright. The following members were present by videoconference or teleconference, appearing remotely via the Zoom communications platform: Jimmy Brandon, Melissa Cress, Selena Franks, Jim Freeny, Andrea Henkel, Sharon Jernigan, Sandra Meeks, Randy Springfield, Vicky Wade, and Craig Young. The following members were absent: Stacy Akard, Brad Burgett, Earl Dalke, Walter Frey, Vickie Leathers, Patricia Morgan, Leah Savage, and David Smith. LDCAA employees present at the meeting site were: Rhonda Teague, Corey Kraeger, Sharon Pennell, Sheree Ensley, Darla Galyon, Mattie Ferguson, Dawn McDaniel, Johnny Moffitt, Sheila Pierce, Jordan Mack, Andi Wright, Macy Self, Kathy James, and Rebecca Reynolds. LDCAA employees and/or visitors present, appearing remotely via the Zoom communications platform included: Amber Duncan.

The Board recognized Kevin Cory as the elected representative for the Choctaw County Emergency Food and Shelter Board, a Low-Income Entity on the LDCAA Board of Directors (entity to expire 12/31/2022).

William Smith, Chairman, requested the Board’s consideration, discussion, and vote to accept Stacy Akard as the appointed representative for Stacy Akard Insurance Agent, a Private Entity on the LDCAA Board of Directors (entity to expire 12/31/2020). A motion was made by Brent Franks and seconded by Wade Scott to accept Stacy Akard as the appointed representative for Stacy Akard Insurance Agent, a Private Entity on the LDCAA Board of Directors. The roll call

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vote was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item D).

Trilla Frazier, Secretary/Treasurer, provided the Board with the Finance/Audit/Loan Committee Report. The Finance/Audit/Loan Committee met on July 14, 2020 at 9:07 a.m. The Committee received a status report on all active loans; there was one new loan application to consider. The Committee voted to recommend full Board approval of the agency’s Financial Reports for May 2020. The 2019 Audit is complete and will be presented to the Board at the September 2020 meeting. The Committee also reviewed the LDCAA Employee Benefit Plan Audit and Form 5500 for Plan Year 2019.

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 June 2020 Regular Meeting Minutes and the May 2020 Financial Reports; the June 2020 Financials were distributed for consideration and vote at the August 2020 Board Meeting (Organizational Standards 5.5 and 8.7). A motion was made by Wade Scott and seconded by Kevin Cory to approve the June 2020 Regular Meeting Minutes and the May 2020 Financial Reports. The roll call vote was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Items F & G).

CONSIDER SUBMISSION OF RESOLUTIONS/GRANT APPLICATIONS 1. 2020 AmeriCorps Grant Application (Budget Increase – Year 2 Continuation) and Match Waiver Request to the Corporation for National and Community Service, Oklahoma Community Service Commission in the amount of $45,330; if awarded, the additional funds will be used primarily to increase the living allowances or stipends of the AmeriCorps members (from $5,517 to $6,990) associated with their 900 hours of service provided during the 20-21 program year. Additionally, the Match Waiver Request, if approved, would waive $164,141 in required matching funds for the program. 2. Housing Counseling/COVID-19 Relief Funding Application to NeighborWorks® America via the Wells Fargo Foundation in the amount of $12,000; if awarded, these funds would be used to support the Housing Counselor personnel salaries, supplies, training, etc. The Wells Fargo Foundation provided this funding to assist with COVID-19 relief efforts and associated needs. 3. Weatherization Expansion Grant Application to the Oklahoma Department of Commerce in the amount of $190,560; if awarded, $121,179 in funding from the Department of Energy and $69,381 in funding from the Department of Human Services Low Income Home Energy Assistance Program will be used to expand Weatherization services into an additional five-county area. The proposed expansion service area would include Bryan, Carter, Coal, Love, and Pontotoc Counties, and allow the agency to serve 15 families. 4. State Farm Neighborhood Assist® Grant Application to State Farm® in the amount of $25,000; if awarded, these funds would be used for operational support of the Choctaw County Drug Free Communities Support Program, as well as assist with meeting

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programmatic match requirements. 5. Community Facilities Direct Loan and Grant Program Application to the U.S. Department of Agriculture, Rural Development in the amount of $50,000; if awarded, these funds will be used for installation of new playground equipment at the Broken Bow Early Learning Center. 6. Fatherhood FIRE (Family-focused, Interconnected, Resilient, and Essential) Grant Application to the U.S. Department of Health and Human Services, Administration for Children and Families in the amount of $2,736,712; if awarded, the Fatherhood FIRE Program will work to promote responsible fatherhood through activities and supports aimed at improving outcomes for fathers and families in the tri-county service area. Funds will be used to support and integrate activities under all three authorized categories (Promote or Sustain Healthy Marriage, Responsible Parenting, and Economic Stability), providing services for adult fathers (ages 18 and older) who have children under the age of 24 years and their corresponding spouse/co-parent. LDCAA will hire a Program Director, Program/Data Manager, three Program Facilitators, and one Case Manager to conduct the Fatherhood FIRE Program during the five-year grant project period, with a combined reach of 630 participants served. 7. FY 2021 Base Grant Application to the Oklahoma Court Appointed Special Advocates (CASA) Association in the amount of $19,722; if awarded, these funds will be used to support operational expenses for the Little Dixie CASA Program. 8. Choctaw County Emergency Food and Shelter Program – Phase 37 Funding Application to EFSP/United Way in the amount of $3,796; if awarded, these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 9. Choctaw County EFSP – Phase CARES Funding Application to EFSP/United Way in the amount of $16,130; if awarded, these funds will be used to help respond to the impact of COVID-19 on area communities, by providing emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 10. Pushmataha County EFSP – Phase 37 Funding Application to EFSP/United Way in the amount of $2,800; if awarded, these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 11. Pushmataha County EFSP – Phase CARES Funding Application to EFSP/United Way in the amount of $10,673; if awarded, these funds will be used to help respond to the impact of COVID-19 on area communities, by providing emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 12. McCurtain County EFSP – Phase 37 Funding Application to EFSP/United Way in the amount of $1,000; if awarded, these funds will be used to provide utility assistance to needy individuals in McCurtain County. 13. McCurtain County EFSP – Phase CARES Funding Application to EFSP/United Way in the amount of $1,250; if awarded, these funds will be used to help respond to the impact of COVID-19 on area communities, by providing utility assistance to needy individuals in McCurtain County.

After discussion and Board Member input with regards to the applications presented, a motion was made by Kevin Cory and seconded by Trilla Frazier to approve the submission of resolutions and/or grant applications in the amount of $3,114,973 presented as listed on the

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Consent Docket. The roll call vote was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item H).

CONSIDER ACCEPTANCE OF GRANTS/CONTRACTS/AWARDS 1. SFY 2021 Older Americans Act Title III KEDDO Area Agency on Aging Funding Award from the Kiamichi Economic Development District of Oklahoma in the amount of $68,343; these funds will be used by LDCAA to administer and operate a Title III Program to provide public transportation for persons 60 years of age and over residing in Choctaw, McCurtain and Pushmataha Counties. The program will provide transportation services, assisted transportation services, and caregiver transportation supplemental services to eligible older Americans and their eligible caregivers. 2. Early Childhood Comprehensive Systems Impact Grant Award (Continuation, Year 5) from DHHS, Health Resources and Services Administration in the amount of $426,600; this allocation of funds will fully support the fifth year of the five-year grant cycle. Funds will be used to enhance developmental skill improvement processes for youth served within daycares, Head Start/Early Head Start centers and different organizations in the tri- county area; support a statewide early childhood data system to improve the collaboration of information on child development; and expand or improve upon developmental screening and health promotion within area daycares. 3. PY 2020 Department of Energy Weatherization Assistance Program Grant Award from the Oklahoma Department of Commerce/Community Development in the amount of $110,048; these funds will be used to support LDCAA’s Weatherization Program within Choctaw, McCurtain, and Pushmataha Counties. 4. Oklahoma Early Childhood Program Grant Award (Year 15: 7/1/2020–6/30/2021) from Community Action Project of Tulsa County, Inc. in the amount of $181,239.68; a total of $272,052.62 in funding (grant award plus $90,812.94 match) would be used to support personnel costs within Early Head Start and the Early Learning Centers, as well as other associated operating costs. 5. Choctaw County EFSP – Phase 37 Funding Award from EFSP/United Way in the amount of $3,796; these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 6. Choctaw County EFSP – Phase CARES Funding Award from EFSP/United Way in the amount of $16,130; these funds will be used to help respond to the impact of COVID-19 on area communities, by providing emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Choctaw County. 7. Pushmataha County EFSP – Phase 37 Funding Award from EFSP/United Way in the amount of $2,800; these funds will be used to provide emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 8. Pushmataha County EFSP – Phase CARES Funding Award from EFSP/United Way in the amount of $10,673; if awarded, these funds will be used to help respond to the impact of COVID-19 on area communities, by providing emergency food and shelter (utility, rent, or mortgage) assistance to needy individuals in Pushmataha County. 9. McCurtain County EFSP – Phase 37 Funding Award from EFSP/United Way in the amount of $1,000; if awarded, these funds will be used to provide utility assistance to needy individuals in McCurtain County. 10. McCurtain County EFSP – Phase CARES Funding Award from EFSP/United Way in the

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amount of $1,250; if awarded, these funds will be used to help respond to the impact of COVID-19 on area communities, by providing utility assistance to needy individuals in McCurtain County. 11. FY 2020 Community Services Block Grant Coronavirus Aid, Relief, and Economic Security (CARES) Act Award from the Oklahoma Department of Commerce via DHHS/Office of Community Services in the amount of $308,480; these funds will be used to address family, community and agency-level needs in response to the COVID-19 Pandemic. The funds will help families with food, utilities, rent, medical and other needs. LDCAA will use some of the funding to purchase laptops for employees who need to telework. A significant amount of the funding will be for personal protective equipment such as masks, cleaning supplies, gloves, etc. to reduce risks of contracting or spreading the virus. 12. Housing Counseling/COVID-19 Relief Funding Award from NeighborWorks® America via the Wells Fargo Foundation in the amount of $12,000; these funds will be used to support Housing Counselor personnel salaries, supplies, training, etc. 13. NeighborWorks Rental Resilience Fund Grant Award from NeighborWorks® America/Wells Fargo Housing Foundation in the amount of $25,000; the Rental Resilience Fund was created to support the liquidity needs of network organizations with residential rental portfolios focused on renters experiencing financial challenges with paying rent and addressing unbudgeted operational needs resulting from COVID-19. These awarded funds will be used to help offset expenses, non-payment of rents, etc. due to issues resulting from the COVID-19 Pandemic. 14. Open-At-Large Grant Award from Tyson Foods Corporate Giving Program in the amount of $5,000; these funds will be placed in the LDCAA Emergency Fund and will be targeted to Tyson employees, their children and other family members (per the funder’s criteria) to ensure individuals/families have support to meet immediate needs.

A motion was made by Brent Franks and seconded by Wade Scott to approve acceptance of grants, contracts, and awards in the amount of $1,172,359.68 as presented and listed on the Consent Docket. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item I).

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 Policy Nos. 325 (Family and Medical Leave) and 330 (Employee Assistance Program) primarily due to changes with benefit providers and associated processes/procedures. McDaniel outlined all the proposed revisions to the policies and fielded questions. Once approved, agency staff will be notified of the Personnel Policy Manual revisions by their supervisor and via email announcement. Agency staff will receive a copy of the revised Personnel Policy Manual by email, and it will also be accessible via the online Employee Portal. Each employee will sign an acknowledgement of receipt of the revised Personnel Policy Manual. A motion was made by Trilla Frazier and seconded by Wade Scott 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 J).

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Sheree Ensley, Fiscal Officer, requested the Board’s consideration, discussion, and vote to approve revisions to the LDCAA Procurement Policy (Organizational Standard 8.11). Ensley outlined the proposed revisions, which are needed due to restructuring and streamlining of processes/procedures within the Accounting Department. A motion was made by Brent Franks and seconded by Marcia Wright to approve revisions to the LDCAA Procurement Policy. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item K).

Sheree Ensley, Fiscal Officer, requested the Board’s consideration, discussion, and vote to approve the LDCAA Employee Benefit Plan Audit (Plan Year 2019, Period: 4/1/2019–3/31/2020) and submission of Form 5500. A motion was made by Wade Scott and seconded by Clinton Crawley to approve the LDCAA Employee Benefit Plan Audit (Plan Year 2019, Period: 4/1/2019– 3/31/2020) and submission of Form 5500. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item L).

Rhonda Teague, Planning Director, requested the Board’s consideration, discussion, and vote to approve submission of a Capital Conversion Request to NeighborWorks® America for reclassification of Restricted Capital Funds to Unrestricted Funds. The total amount of the request would be $981,244.25. Teague explained that the purpose of the request is to seek approval to convert or reclassify currently restricted capital to unrestricted. Converting these funds would be the equivalent of paying off a loan or having a loan forgiven. By taking advantage of 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.), which will be classified as unrestricted if the request is approved. A motion was made by Wade Scott and seconded by Kevin Cory to approve submission of a Capital Conversion Request to NeighborWorks® America for reclassification of Restricted Capital Funds to Unrestricted Funds, for a total request amount of $981,244.25. The roll call vote was: Yes 15; No 0; Abstain 1. The motion carried. The Voting Record is attached (Item M).

Rhonda Teague, Planning Director, requested the Board’s consideration, discussion, and vote to approve an Addendum to the 2020 Community Action Plan (Prioritized Need #4: COVID- 19 Related Services). The Coronavirus Aid, Relief, and Economic Security (or CARES) Act stimulus package provided an additional $1 billion in supplemental funding through the Community Services Block Grant. This funding is for the purposes of preventing, preparing for, and/or responding to the coronavirus pandemic. As a condition of eligibility for FY 2020 CSBG CARES Act funding from the Oklahoma Department of Commerce, LDCAA is required to amend the current Community Action Plan. The amendment includes needs related to the COVID-19 Pandemic and identifies goals, objectives and strategies that the agency will undertake to address those needs at individual, family, community, and agency levels. A motion was made by Marcia Wright and seconded by Brent Franks to approve an Addendum to the 2020 Community Action Plan for Prioritized Need #4: COVID-19 Related Services. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item N).

Jordan Mack, Head Start/Early Head Start/EHS-Child Care Assistant Director, requested the Board’s consideration, discussion, and vote to approve the 2019-2020 Head Start/Early Head Start/EHS-Child Care Self-Assessment, Report and Program Improvement Plan. The annual Self-

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Assessment is geared toward reviewing and understanding program data. During the Self- Assessment, staff found areas of need on which to focus and improve. Based on this, a plan was developed to improve the programs in the areas noted. The Improvement Plan—which works to enhance programmatic checks and balances—outlines the steps to be taken (relevant to the areas of needed improvement). A motion was made by Trilla Frazier and seconded by Brent Franks to approve the 2019-2020 Head Start/Early Head Start/EHS-Child Care Self-Assessment, Report and Program Improvement Plan. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item O).

Tori Crawford, HS/EHS/EHS-CC Family and Community Engagement Specialist, requested the Board’s consideration, discussion, and vote to approve updates to the Head Start/Early Head Start/EHS-Child Care Community Assessment. The Community Assessment compiles data on the strengths, needs, and resources of the programs’ service area and the updates were completed in July, 2020. The Community Assessment is used to ensure services provided are best meeting the needs of children and families served by the programs. Crawford reviewed the major changes to the Community Assessment and data of interest with the Board, including COVID-19 statistics as available. A motion was made by Kevin Cory and seconded by Wade Scott to approve updates to the Head Start/Early Head Start/EHS-Child Care Community Assessment. The roll call vote was: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item P).

Kathy James, Senior Program Planner, requested the Board’s consideration, discussion, and vote to approve the FY 2021 CASA Program Goals and Objectives. The Board was presented with the FY 2021 Goals and Objectives to be accomplished during the grant period. Discussion concerning the Goals and Objectives was facilitated, and no changes were proposed by the Board. A motion was made by Brent Franks and seconded by Dwight Satterfield to approve the FY 2021 CASA Program Goals and Objectives. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item Q).

Due to technical difficulties, the Board Training video over Results Oriented Management and Accountability could not be shown. The training will be provided at the August 2020 Board Meeting.

Macy Self, Administrative Assistant, provided Board Training with an Analysis Report over the CSBG Annual Report (formerly known as the Information Systems Survey), in accordance with CSBG Organizational Standards – Category 9, Standards, 9.1, 9.2, 9.3 and 9.4. Self explained that LDCAA is required by the Oklahoma Department of Commerce to submit this report annually, which supports an enhanced focus on improved data collection, analysis, and continuous learning. The Annual Report captures CSBG Expenditures, Resources Administered/Generated, Program Participant Characteristics, and Services and National Performance Indicators achieved. This information will be used at all levels (National, State, and Local) to improve performance, track results from year to year, and assure accountability for critical outcomes. LDCAA must address performance based on the three goals of ROMA Next Generation (NG), which are: Goal 1) Individuals and families with low incomes are stable and achieve economic security; Goal 2) Communities where people with low incomes live are healthy and offer economic opportunity; and Goal 3) People with low incomes are engaged and active in

Item J Page 8 of 12

building opportunities in communities. Services and strategies to help meet the Theory of Change and these Community Action Goals include: Employment; Education and Cognitive Development; Income, Infrastructure and Asset Building; Housing; Health/Social Behavioral Development; and Civic Engagement and Community Involvement. ROMA NG allows for progress on data modernization, infrastructure, and capacity for analysis. LDCAA has implemented strategies internally to improve processes with collecting, measuring and analyzing data collected from clients. While ROMA NG has decreased the number of outcomes clients can achieve, it has enabled the agency to focus more on case management, which is critical to ensuring that clients are working towards achieving self-sufficiency. In 2019, a total of 2,921 clients were served, which included 1,605 households. Self provided further breakdown of the report with regards to demographics of clients served and a thorough data analysis of services provided and numbers of those assisted, including performance/outcome indicators, targets, and actual results. Self also gave a comprehensive explanation and update of Module 3 Community Level Initiatives. This training demonstrated ROMA Application—performance based management concepts embodied in ROMA as the framework for all aspects of agency operations, including program planning, resource allocation, service provision, program evaluation, and theory of change, in addition to analyzing data and assessing results among programs, clients, and communities served.

Macy Self, Administrative Assistant, provided the Board with a review, facilitated discussion and gathered Board Member input regarding the CSBG Annual Report Analysis and Outcomes, in accordance with Organizational Standard 9.3.

Macy Self, Administrative Assistant, requested the Board’s consideration, discussion, and vote to approve the CSBG Annual Report and Analysis, in accordance with Organizational Standard 9.3. A motion was made by Brent Franks and seconded by Wade Scott to approve the CSBG Annual Report and Analysis. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item U).

Macy Self, Administrative Assistant, provided a Board Training over CSBG Organizational Standards (Organizational Standards 5.7 and 5.9). The CSBG Organizational Standards are a comprehensive set of standards organized into three thematic groups (Maximum Feasible Participation, Vision and Direction Standards, and Operations and Accountability Standards). The Organizational Standards are comprised of nine categories, with 58 total standards that must be met for private, nonprofit entities. The purpose of the Organizational Standards are to ensure that all agencies have appropriate organizational capacity, in both critical financial and administrative areas, as well as areas of unique importance to the mission of the Community Action network. Self provided a brief overview of all the CSBG Organizational Standards, and then conducted an extensive discussion of Category 5 pertaining to Board Governance.

Susie Mashburn, HS/EHS/EHS-CC Early Childhood Development and Curriculum Coach, provided a Board Training/Programmatic Report over the Spring 2019-2020 Child Outcomes and Assessment Results for the Head Start/Early Head Start/EHS-Child Care Programs (Organizational Standards 5.7 and 5.9). Mashburn explained that, due to the closure of classrooms during the COVID-19 Pandemic of 2020, outcomes data is not available. Teachers used phone, Facebook, and FaceTime to communicate with parents/children. Teaching packets, Google Classroom, Splash Math, Ready Rosy, and other online learning platforms were used for distance

Item J Page 9 of 12

learning. When parents reported developmental and educational progress to teachers, they could discuss and plan new activities to further enhance learning.

Macy Self, Administrative Assistant, presented the 2020 LDCAA Customer Satisfaction Report for the 2nd Quarter (April – June) in accordance with CSBG Organizational Standards 1.3 and 6.4. The Customer Satisfaction Surveys are completed by clients either online or in paper format after having inquired about or received a service through an agency-operated program. During the 2nd Quarter, a total of 63 surveys were collected representing the following counties: Bryan, Carter, Choctaw, McCurtain, and Pushmataha. Of the surveys collected, 100% of respondents selected ‘Very Satisfied’ with regards to agency services received.

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 June 16, 2020 meeting (Organizational Standards 2.1, 5.7, and 5.9).

Rebecca Reynolds, Executive Director, recognized the following Service Award recipients: Five Years – Michelle Hunt (Center Director, Early Head Start Program) and Mary Weathers (Caregiver 2, Early Learning Centers).

Other Reports/Announcements/Correspondence were presented as follows: HHS Communication and Guidance Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report; HS/EHS/EHS-CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report; and Notice of Waiver for the Retired and Senior Volunteer Program Non- Federal Share Requirement (Organizational Standards 5.7 and 5.9).

There being no other business to come before the Board, a motion was made by Marcia Wright and seconded by Clinton Crawley 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 CC).

The Regular Meeting adjourned at 11:23 a.m.

______Trilla Frazier, Secretary/Treasurer

Item J Page 10 of 12 Item J Page 11 of 12 Item J Page 12 of 12 Item K Page 1 of 18 Item K Page 2 of 18 Item K Page 3 of 18 Item K Page 4 of 18 Item K Page 5 of 18 Item K Page 6 of 18 Item K Page 7 of 18 Item K Page 8 of 18 Item K Page 9 of 18 Item K Page 10 of 18 Item K Page 11 of 18 Item K Page 12 of 18 Item K Page 13 of 18 Item K Page 14 of 18 Item K Page 15 of 18 Item K Page 16 of 18 Item K Page 17 of 18 Item K Page 18 of 18 Item L1

Office of Head Start | 330 C St., SW, 4th Floor, Washington DC 20201 | eclkc.ohs.acf.hhs.gov

July 16, 2020

Grant No. 06CH010743

Dear Head Start Grantee:

A grant application must be completed for the upcoming budget period. The application for the Head Start grant is due September 1, 2020.

The following table reflects the annual funding and enrollment levels for Fiscal Year 2021. Funding Type Head Start Early Head Start Program Operations $3,055,098 $874,101 Training and Technical Assistance $39,956 $19,304 Total Funding $3,988,459

Program Head Start Early Head Start Federal Funded Enrollment 429 48

Period of Funding: 12/01/2020 - 11/30/2021

Application Submission Requirements

The application must be prepared and submitted in accordance with the Head Start Grant Application Instructions with Guidance, Version 3 (Application Instructions) for a continuation application. It must be submitted on behalf of the Authorizing Official registered in the HSES.

The Application Instructions are available on the home page of HSES. Please review the instructions carefully prior to preparing the application. Submission guidance can be found in the "Instructions" section of the HSES.

Incomplete applications will not be processed.

Please ensure the application contains all of the required information. For additional questions or guidance regarding the application instructions, please contact Kaleigh Rigdon, Head Start Program Specialist, at 214-767- 8857 or [email protected] or William Ritchie, Grants Management Specialist, at 816-426-2253 or [email protected].

For technical assistance in submitting the application in HSES, contact the Help Desk at [email protected] or 1- 866-771-4737.

Funding is contingent upon the availability of federal funds and satisfactory performance under the terms and conditions of the current award, including the submission of all required financial and real property reports. Enrollment and funding levels are subject to change prior to or during the period of funding for failure to comply with the terms and conditions of the award, including the full enrollment initiative. Item L2

Funding Entity: USDA/Rural Development-Rural Housing Service Funding Opportunity: Community Facility Grants/Loans Program Amount Requested: $50,000 Grant Project: Broken Bow Head Start 3 Playground

USDA/RD’s Community Facility funds can be used to assist eligible rural towns in the development of essential community facilities that are necessary for orderly community development. Eligibility is limited to associations; non-profit corporations, public bodies, and federally recognized Indian tribes serving rural areas.

Who May Apply: Eligible rural towns must have a population of 20,000 or less and primarily serve rural areas with populations of 20,000 or less. Applicants may be a public entity such as a municipality, county or special purpose district, or may be a non-profit corporation or an Indian tribe.

Use of Funds: Funds can be used for construction, land acquisition, legal fees, architect fees, capitalized interest, initial operation and maintenance costs, project contingencies, and any other cost that is determined by Rural Development to be necessary for the completion of the project. Funds can also be used for necessary equipment for the operation of the facility.

How Are Applications Made: Rural Development staff work with representatives of eligible organizations to discuss a community’s needs and the services available from Rural Development and other agencies within the U.S. Department of Agriculture. Field staff provide application materials and current program information, and assist in the preparation of the Community Facilities application.

Little Dixie Community Action Agency, Inc. is requesting the Board’s approval to submit an application to USDA/RD/RHS in the amount of $50,000 for a Community Facility Grant. This funding opportunity will require a 25% match of the total project cost of approximately $67,000. The matching funds will be a combination of in-kind and cash from non-federal resources. The combined funds will be used to install a new playground at the Head Start 3 Center located in Broken Bow, OK.

Upgrades will include purchase of new equipment such as Jungle Gyms, Swing-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.

Item L3 Page 1 of 2

Little Dixie Transit Public Transit Revolving Fund

The public transit revolving fund is an operational subsidy provided to eligible transit systems across the state of Oklahoma. This money is provided by the state to assist transit systems with the overall costs of operations for a particular program year. The funds can be used to cover costs for anything that improves, enhances or supports the operation of the transit system. Typically, Little Dixie Transit uses the funding to off-set costs in the areas of vehicle insurance and fuel. The amount of funding each system receives is based on the number of revenue miles the system provides in a program year. The report of revenue miles will be certified by submitting the data provided in 2020 since the trip data for this funding cycle has been impacted by the COVID-19 pandemic. The revenue miles for 2020 was certified through an audit with Saunders and Associates in August, 2019.

Estimated Award amount: $130,352.00

Item L3 Page 2 of 2

Public Transit Revolving Fund Little Dixie Community Action Agency Little Dixie Transit

Proposed budget for period of July 1, 2020 through June 30, 2021:

Fuel $100,000.00 Vehicle Insurance $ 30,352.00

Total Budget: $130,352.00

Budget Justification

Funds received from the Public Transit Revolving Fund will enable the Little Dixie Transit System to meet the operational expenses for fuel and vehicle insurance.

Item L4

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

August 4, 2020 Rebecca Reynolds, Executive Director Little Dixie Community Action Agency 209 North 4th Hugo, OK 74743

Dear Ms. Reynolds:

The Oklahoma Department of Commerce/Community Development (ODOC/CD) is pleased to inform you that SFY 2021 Community Action Agencies State Appropriated Funds (SAF CAA) are now available for distribution. Your allocation is $10,050.00.

Please proceed to OKGrants https://grants.ok.gov to apply for the SAF CAA funds and complete the required forms by 09/15/2020. This will begin the process for the preparation and execution of an ODOC contract which will have a start date of July 1, 2020.

Forms to be completed in OKGrants are: 1) Application Information 2) Budget Detail (use SFY 2021 Funding Amount indicated above) 3) Budget Summary 4) Upload (upload the electronic version of other documents as required in the SAF CAA Program until full execution of your contract has occurred. When you are notified that your contract is ready for review and signature in the OKGrants, we recommend that you carefully review it, take note of all deadlines, review any special condition, and be sure to check the contract start date as funds will not be reimbursed for expenditures before the start of the contract.

If you have questions or concerns regarding the SAF CAA Program, please contact Shellie Schlegel at [email protected].

Sincerely,

Marshall Vogts, Director Community Development

Oklahoma Department of Commerce Item L5

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

August 7, 2020

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

Dear Ms. Reynolds:

The Oklahoma Department of Commerce/Community Development (ODOC/CD) is pleased to inform you that SFY 2021 Community Action Agencies State Appropriated Head Start Funds (CAA/HS) are now available for distribution. Your allocation is $79,432.

Please proceed to OKGrants https://grants.ok.gov to apply for the CAA/HS funds and complete the required forms by 09/15/2020. This will begin the process for the preparation and execution of an ODOC contract which will have a start date of July 1, 2020.

Please understand that applying for this offer does not constitute your authority to expend funds or make any commitment of funds relative to the CAA/HS Program until full execution of your contract has occurred. When you are notified that your contract is ready for review and signature in the OKGrants, we recommend that you carefully review it, take note of all deadlines, review any special condition, and be sure to check the contract start date as funds will not be reimbursed for expenditures before the start of the contract.

If you have questions or concerns regarding the CAA/HS Program, please contact Shellie Schlegel at [email protected].

Sincerely,

Marshall Vogts, Director Community Development

Oklahoma Department of Commerce Item M1 Page 1 of 2

NeighborWorks® America INVESTMENT AND GRANT FUNDS LETTER July 6, 2020

Neighborhood Reinvestment Corporation, doing business as NeighborWorks® America (“NeighborWorks® America”) hereby authorizes the award of the following grant funds payable to the NeighborWorks organization named below (“the NeighborWorks Organization”), pursuant to the terms and conditions stated in the Investment and Grant Agreement. These grant funds are federal funds.

LITTLE DIXIE COMMUNITY ACTION AGENCY

Unrestricted Grant Funds provided by this Investment and Grant Letter $10,000.00 Restricted Until First Use grant funds provided by this Investment and Grant Letter Restricted Until Donor Release grant funds provided by this Investment and Grant Letter TOTAL $10,000.00

The following terms and conditions shall govern the disbursement and expenditure of these Grant Funds:

Definitions.

a. “Restricted Until Donor Release” refers to grant funds held in perpetuity, used in accordance with the eligible purposes outlined at Section III to build assets for the NeighborWorks Organization and the community in which the NeighborWorks Organization operates. These funds are not to be used for non-capitalizable purposes such as paying day-to-day expenses of the NeighborWorks Organization. Under FASB ASU 2016-14, these funds are considered net assets with donor restrictions, invested in perpetuity. Previously, the NeighborWorks America Investment and Grant Agreement referred to these funds as “Permanently Restricted Capital Funds.”

b. “Restricted Until First Use” refers to grant funds that are restricted until used in accordance with an eligible purpose outlined at Section III. These funds are not to be used for non-capitalizable purposes such as paying the day-to-day expenses of the NeighborWorks Organization. Under FASB ASU 2016- 14, these funds are considered net assets with donor restrictions, subject to expenditure for a specified purpose (capitalizable real estate or lending activities).

c. “Unrestricted Grant Funds” are unrestricted in nature and used to further the NeighborWorks Organization mission, including non-capitalizable expenses. Under FASB ASU 2016-14, these funds are considered net assets without donor restriction. Previously, the NeighborWorks America Investment and Grant Agreement referred to these funds as “Expendable Grant Funds.”

Federal Award Identification.

a. NeighborWorks Organization name: Little Dixie Community Action Agency b. NeighborWorks Organization PCode: 8251 c. Resource Opportunity: Network Supplemental Request Internal FY20 d. Application number(s): R-SUPINT-2020-59927 e. Award date: July 6, 2020 f. Amount of federal funds obligated by this Investment and Grant Funds Letter: $10,000.00 Item M1 Page 2 of 2

g. Federal award project description: This grant is an award to carry out community development programming in accordance with the enabling legislation of the Neighborhood Reinvestment Corporation, P.L 95-557. h. Funding source: Federal Appropriation i. Date of appropriation: December 20, 2019 j. Federal Public Law Number (PL#) and Name: Public Law # 116-94; Name - US Department of Treasury, NeighborWorks America k. Is this award for R&D?: This grant is not awarded for the purpose of Research and Development. l. Award type: Fixed amount award (direct and indirect cost rates are not applicable).

For guidance on financial accounting and reports, please refer to the Investment and Grant Agreement and the Guidance for the Conduct of Audits, posted on the Member Site.

Acceptance.

By accepting these grant funds (either through check endorsement, automated clearing house “ACH” deposit, or use of the funds in any manner), the NeighborWorks Organization agrees to comply with the terms and conditions stated in the Investment and Grant Agreement entered into by the NeighborWorks Organization and NeighborWorks America. This Investment and Grant Funds Letter presumes acceptance of the award subject to all terms and conditions stated here and in the Investment and Grant Agreement. Any conflicting terms, additional terms, or waivers of these terms proposed by the NeighborWorks Organization are rejected unless expressly agreed to in writing by NeighborWorks America.

Sincerely,

Kathryn Watts, Senior Vice President, Field Operations Neighborhood Reinvestment Corporation, dba NeighborWorks® America

Item M2 Page 1 of 3 Item M2 Page 2 of 3 Item M2 Page 3 of 3 Item M3 Page 1 of 3 Item M3 Page 2 of 3 Item M3 Page 3 of 3 Item M4 Page 1 of 2 Item M4 Page 2 of 2 Item M5 Page 1 of 3 Item M5 Page 2 of 3 Item M5 Page 3 of 3 Item M6 Page 1 of 3 Item M6 Page 2 of 3 Item M6 Page 3 of 3 Item M7 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 06CH010743-02-02 2

4. FAIN: 06CH010743 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 12/01/2019 THRU 11/30/2020 12/01/2018 THRU 11/30/2023

11. RECIPIENT ORGANIZATION: 12. PROJECT / PROGRAM TITLE: LITTLE DIXIE COMMUNITY ACTION AGENCY, INC. Head Start and Early Head Start 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...... $ 945,580.00 18.37% Personnel...... $ 2,128,387.00 B. FEDERAL SHARE...... $ 4,201,507.00 81.63% Fringe Benefits...... $ 723,057.00 18. FEDERAL SHARE COMPUTATION: Travel...... $ 32,245.00 A. TOTAL FEDERAL SHARE...... $ 4,201,507.00 Equipment...... $ 0.00 B. UNOBLIGATED BALANCE FEDERAL SHARE...... $ 0.00 Supplies...... $ 400,833.00 C. FED. SHARE AWARDED THIS BUDGET PERIOD…$ 3,782,316.00 Contractual...... $ 82,493.00 19. AMOUNT AWARDED THIS ACTION: $ 419,191.00 Facilities/Construction...... $ 20. FEDERAL $ AWARDED THIS PROJECT 8,151,843.00 Other...... $ 344,963.00 PERIOD: $ Direct Costs...... $ 3,711,978.00 21. AUTHORIZED TREATMENT OF PROGRAM INCOME: Indirect Costs...... $ 489,529.00 Additional Costs

In Kind Contributions...... $ 22. APPLICANT EIN: 23. PAYEE EIN: 24. OBJECT CLASS: Total Approved Budget...... $ 4,201,507.00 730772321 1730772321A1 41.51

25. FINANCIAL INFORMATION: DUNS 095453171 ORGN DOCUMENT NO. APPROPRIATION CAN NO. NEW AMT. UNOBLIG. NONFED %

06CH01074302C3 75-2021-1536 0-G060900 $419,191.00

26. REMARKS: (Continued on separate sheets)

27. SIGNATURE - ACF GRANTS OFFICER ISSUE DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY Ms. Jennifer M Curtiss 07/17/2020 Ms. TaWanda Goodman 07/17/2020 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 07/17/2020

DGCM-3-785 (Rev. 86) Item M7 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 M8 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 06CH010743-02-03 3

4. FAIN: 06CH010743 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 12/01/2019 THRU 11/30/2020 12/01/2018 THRU 11/30/2023

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...... $ 945,580.00 17.66% Personnel...... $ 2,259,212.00 B. FEDERAL SHARE...... $ 4,407,650.00 82.34% Fringe Benefits...... $ 767,623.00 18. FEDERAL SHARE COMPUTATION: Travel...... $ 32,245.00 A. TOTAL FEDERAL SHARE...... $ 4,407,650.00 Equipment...... $ 0.00 B. UNOBLIGATED BALANCE FEDERAL SHARE...... $ 0.00 Supplies...... $ 401,496.00 C. FED. SHARE AWARDED THIS BUDGET PERIOD…$ 4,201,507.00 Contractual...... $ 82,493.00 19. AMOUNT AWARDED THIS ACTION: $ 206,143.00 Facilities/Construction...... $ 20. FEDERAL $ AWARDED THIS PROJECT 8,357,986.00 Other...... $ 344,963.00 PERIOD: $ Direct Costs...... $ 3,888,032.00 21. AUTHORIZED TREATMENT OF PROGRAM INCOME: Indirect Costs...... $ 519,618.00 Additional Costs

In Kind Contributions...... $ 22. APPLICANT EIN: 23. PAYEE EIN: 24. OBJECT CLASS: Total Approved Budget...... $ 4,407,650.00 730772321 1730772321A1 41.51

25. FINANCIAL INFORMATION: DUNS 095453171 ORGN DOCUMENT NO. APPROPRIATION CAN NO. NEW AMT. UNOBLIG. NONFED %

06CH01074302 75-20-1536 0-G064122 $206,143.00

26. REMARKS: (Continued on separate sheets)

27. SIGNATURE - ACF GRANTS OFFICER ISSUE DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY Ms. Jennifer M Curtiss 07/29/2020 Mr. Omar Barrett 07/28/2020 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 07/28/2020

DGCM-3-785 (Rev. 86) Item M8 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 M9 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 06HP000312-02-00 0

4. FAIN: 06HP000312 5. TYPE OF AWARD: 6. TYPE OF ACTION: 7. AWARD AUTHORITY: Service Non-Competing Continuation 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 2.04% Personnel...... $ 341,894.00 B. FEDERAL SHARE...... $ 1,883,558.00 97.96% Fringe Benefits...... $ 124,627.00 18. FEDERAL SHARE COMPUTATION: Travel...... $ 5,000.00 A. TOTAL FEDERAL SHARE...... $ 1,883,558.00 Equipment...... $ 0.00 B. UNOBLIGATED BALANCE FEDERAL SHARE...... $ 0.00 Supplies...... $ 41,827.00 C. FED. SHARE AWARDED THIS BUDGET PERIOD…$ 0.00 Contractual...... $ 1,123,469.00 19. AMOUNT AWARDED THIS ACTION: $ 1,883,558.00 Facilities/Construction...... $ 20. FEDERAL $ AWARDED THIS PROJECT 3,767,116.00 Other...... $ 150,763.00 PERIOD: $ Direct Costs...... $ 1,787,580.00 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...... $ 1,883,558.00 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 $1,840,695.00 0-G064121 $42,863.00

26. REMARKS: (Continued on separate sheets)

27. SIGNATURE - ACF GRANTS OFFICER ISSUE DATE: 28. SIGNATURE(S) CERTIFYING FUND AVAILABILITY Ms. Jennifer M Curtiss 07/27/2020 Mr. Omar Barrett 07/27/2020 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 07/27/2020

DGCM-3-785 (Rev. 86) Item M9 Page 2 of 2

26. REMARKS (Continued from previous page)

This action awards $1,840,695 for Early Head Start operations and $42,863 for training and technical assistance for the 08/01/2020-07/31/2021 budget period.

Early Head Start population: 132 infants and toddlers. Designated Early Head Start service area(s): Choctaw, McCurtain, and Pushmataha Counties in Oklahoma. Approved program option(s) for the Early Head Start program: Center-based.

This grant is subject to the requirements for contribution of the non-federal match and approval of key staff, the limitations on development and administrative costs and employee compensation, and prior written approval for the purchase of equipment and other capital expenditures and the purchase, construction and major renovation of facilities as specified in Attachment 1. This grant award action approves a waiver for a portion of the agency's non-Federal share match requirement. This action reduces the agency's amount of matching funds from $470,890 to $39,226 for the 08/01/2020 – 07/31/2021 budget period.

This action approves the grantee agency to serve medically underserved areas in accordance with Sec. 645 [U.S.C. 9840] (a) (A) - (D) of the Head Start Act for the communities of: Swink (Choctaw County) These communities meet the following requirements: a population of 1,000 or less individuals, have no other preschool programs, and are located in a medically underserved and health professional shortage area. This designation allows your agency to enroll over-income children within these communities, not to exceed 50% of the funded enrollment. This information must be submitted and approved each Program Year with the refunding application. Item N Page 1 of 3 Item N Page 2 of 3 Item N Page 3 of 3

Capital Conversion Request- FY20

YouthBuild Training/Classroom Building $137,776.35 Terry Hill Apartments CFRAH Funds $ 11,183.00 Terry Hill Apartments $775,520.50 Cash Amount: $ 18,623.40 Hugo 15th Street Lots (vacant land) $ 38,141.00 Total Conversion Request Amount: $981,244.25

Strategies : Increasing Leverage Capacity

Little Dixie Community Action Agency, Inc. is seeking the Board’s approval to accept the conversion of restricted capital funds from NeighborWorks America to unrestricted funds under the Capital Conversion opportunity. If approved, this will allow the agency to reclassify currently restricted capital to unrestricted capital. This opportunity to lift or remove restrictions on capital (cash and assets) will result in increased availability of non-federal cash and resources that can be used to meet match requirements for grants and other uses.

Little Dixie Community Action Agency, Inc. plays a vital role in economic and community development in its service area of Choctaw, McCurtain and Pushmataha counties. The agency operates State parks, multi-family rental units, Business and Residential lending programs, serves as an Intermediary for USDA/Rural Development loan packagers across several States, and is also a third party packager of residential loans. Each of these activities generates revenue and provides opportunities for economic growth and improved organizational health.

The table above represents 100% of currently restricted capital funds from NeighborWorks America and shows how/where those funds are linked. As reflected in the table, $924,479.85 of the capital dollars has been used for purchase and/or upgrades to facilities’ $18,623.40 in restricted capital represents actual cash (for lending, improvements to assets, etc.) and the remaining $38,141.00 is linked to vacant property available for development.

Unlike expendable funds or “grant” dollars, Capital awards from NeighborWorks America are restricted. The organization must either be able to show the funds as an asset (building, property, etc.) or have the cash in the bank or a combination of these. By taking advantage of this Capital Conversion opportunity, LDCAA is able to remove all restrictions which has a positive impact overall (operations, financial, etc.) and is one strategy for improving the organizations financial health. Item P Page 1 of 10

PERSONNEL POLICY MANUAL TABLE OF CONTENTS

000. Employment 10. Employment Classifications 11. Employment-At-Will 12. Affirmative Action 20. Recruitment and Selection 21. Equal Employment Opportunity 22. Americans with Disabilities Act 23. Employment of Relatives/Nepotism 24. Employment of Minors 25. Background Checks 30. Employee Orientation 40. Telework 50. Employment of Former Employees 60. Immigration Policy 100. Wage and Salary Administration 110. Exempt/Non-exempt Employee Status 120. Salary Program Administration 200. Hours Worked and Payroll Practices 210. Hours of Work and Paydays 211. Overtime: Non-Exempt Employees 300. Employee Benefits and Services 311. Vacations 312. Holidays 313. Sick Leave 314. Paid Personal Time Off (Administrative Leave) 322. Uniformed Services Employment and Reemployment Rights Act Military Leave Item P Page 2 of 10

323. Leaves of Absence without Pay 324. Pregnancy Leave 325. Family and Medical Leave 326. Service Member Family and Medical Leave 330. Employee Assistance Program 340. Education Assistance Program 350. Insurance Programs 360. Retirement Plan 400. Standards of Conduct and Employee Corrective Action 410. Standards of Conduct 411. Conflict of Interest 412. Harassment 413. Attendance 415. Dress and Personal Appearance 416. Smoke Free and Tobacco Free Policy 417. Telephone and Voice Mail Use 419. Corrective Action 420. Prohibited Political Activities 421. Fraud Risk Assessment and Monitoring 422. Taping/Eavesdropping on Conversations 423. Outside Employment 500. Employee Communications 501. Open Door Policy 515. Mail 530. Complaint/Grievance Procedure 545. Media Relations 600. Training and Development 610. Performance Management 620. Promotions 621. Job Posting 622. LDCAA Staff Training and Development Item P Page 3 of 10

700. Safety and Health 710. Accidents/Injuries Reporting 720. Emergency Preparedness 730. Health Insurance Portability and Accountability Act 740. Lactation/Breastfeeding Policy 800. Employee Separation 810. Employee Separation 900. Travel Policy 1000. Personnel Records 1010. Personnel Records 1100. Policy Manual Receipt 1100. Policy Manual Receipt

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Policy No. 30 Date 8/11/20 Page 1 of 1 EMPLOYEE ORIENTATION

PURPOSE/POLICY

Little Dixie CAA’s new employees must understand the mission, vision, values, goals, and objectives. This includes the scope of services and locations and an employee’s contribution to the accomplishment of those goals and objectives. All newly hired employees and volunteers are required to participate in employee orientation within 60 days from the date of hire.

PROCEDURE

New employees will serve an orientation period of 180 days from date of hire. This period is used to determine whether the employment relationship should continue.

If the agency determines in its sole discretion that a satisfactory performance level cannot be achieved through a reasonable amount of training and coaching, orientation period employees will be released at any time during the 180-day orientation period.

During the orientation period, supervisors will be responsible for the training and evaluation during the employee orientation period. Informal coaching and feedback should be provided on a regular basis.

The employee’s immediate supervisor will complete a written performance evaluation within 90 days from the date of hire to determine the employees continued employment at the end of the 180-day orientation period. (This does not limit Little Dixie C.A.A.’s ability to terminate an employee for unsatisfactory performance prior to the completion of the 90-day performance evaluation.)

Upon satisfactory completion of the orientation period, employees move to regular status and are subject to the standard performance appraisal process and other agency policies.

All employees, regardless of status or length of service or having completed the orientation period, are required to meet and maintain agency standards for job performance and behavior and are considered "at-will" employees.

The orientation period will not be considered an employment contract nor that the employee is employed other than at will.

The orientation period does not apply to temporary employees.

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Policy No. 120 Date 8/11/20 Page 1of 2 SALARY PROGRAM ADMINISTRATION

PURPOSE/POLICY

To maintain a program of internally and externally equitable salaries; The Agency strives to pay salaries competitive with those in our community and industry, recognizing individual effort and contribution to Agency success. Determination of salary policy is the responsibility of the Agency’s Board of Directors. Administration is handled by the HR Director.

SALARY PROGRAM ELEMENTS

1. Salary Grades Each position in the Agency has been placed in a salary grade, which establishes the value of the position in relation to other positions in the Agency.

2. Salary Ranges Each salary grade has been assigned a salary range. Within this framework, an employee's salary will be related to demonstrated performance. Employees will receive a salary that is within the range limits of the applicable grade.

a. Range Minimum. The minimum of the appropriate salary range will be paid to all qualified employees.

b. Learner's Rate. In cases where the qualifications of a newly hired or newly promoted employee are less than those usually required in the assigned position, the employee may be paid below the minimum of the applicable range (but not more than 6% below minimum) while the employee acquires the necessary minimum qualifications for the position. This learning period will be limited to six months, after which the employee will be paid at or above the minimum of the range, if retained in the position.

c. Range Maximum. The maximum of a salary range normally provides an upper limit of what employees in that grade may be paid. However, it is not an absolute limit since additional annual increments can continue.

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Policy No. 120 Date 8/11/20 Page 2 of 2 3. Salary Review Frequency

a. Reviews for salary increases are conducted annually. Increases, if granted, are normally granted in annualized amounts from 1% to 5% of base salary as determined through the merit budgeting process. The first salary review after employment will occur at the end of six months' service, if determined appropriate by the Executive Director.

b. Subsequent salary reviews are conducted annually, based on the employee's anniversary date. Salary increases are not granted automatically, but only as a result of demonstrated performance, documented by job-related performance appraisal.

4. Prevailing Wage Rate

a. Salaries are dependent on various factors including funding source requirements, budget restrictions and state and federal requirements. Salaries may be paid based on prevailing wage rates and/or minimum wage rates.

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Policy No. 410 Date 8/11/20 Page 1 of 2 STANDARDS OF CONDUCT

PURPOSE/POLICY

To ensure safe, efficient and harmonious operations and to fully inform all employees of their responsibilities in this regard.

Little Dixie CAA’s standards of conduct are established for the guidance of all employees. The following represents only a partial list of unacceptable behaviors and conduct; a complete list of all possible violations would be impossible to write.

Infractions will lead to corrective actions up to and including discharge. (See Policy No. 419- Corrective Action.)

All staff, consultants, contractors and volunteers are required to abide by the Standards of Conduct.

BREACHES OF STANDARDS OF CONDUCT: (Partial List)  Falsifying employment application, time and attendance, daily activity, travel, personnel, or any other agency documents or records.  Unauthorized possession of agency or employee property, gambling, carrying weapons or explosives, or violating criminal laws on agency premises.  Fighting, throwing things, horseplay, practical jokes or other disorderly conduct, which may endanger the well-being of any employee or agency operations.  Engaging in acts of dishonesty, fraud, theft or sabotage.  Intentionally violating federal and program eligibility determination regulations and or enrolling pregnant women or children that are not eligible to receive Early Head Start or Head Start services.  Threatening, intimidating, coercing, using abusive or vulgar language, or interfering with the performance of other employees.  Insubordination or refusal to comply with instructions or failure to perform reasonable duties, which are assigned.  Unauthorized use of agency material, time, equipment or property.  Damaging or destroying agency property through careless or willful acts.  Conduct, which the agency feels, reflects adversely on the employee or agency.  Unsatisfactory performance, which, in the agency’s opinion, does not meet the requirements of the position.  Violating an Agency policy(ies), procedure(s), rules, standards of conduct.  Engaging in such other practices as the agency determines may be inconsistent with the ordinary and reasonable rules of conduct necessary to the welfare of the agency, its employees or clients.  Negligence in observing fire prevention and safety rules.  Other circumstance for with the agency feels that corrective action is warranted.  Violating confidentiality of clients, staff or volunteers (i.e. PII, credit reports, medical, etc.)

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Policy No. 410 Date 8/11/20 Page 2 of 2

ADDITIONAL EMPLOYEE STANDARDS OF CONDUCT FOR HEAD START/EHS/EHS-CC/ELC PROGRAM

Little Dixie C.A.A. will ensure that all staff, consultants, contractors and volunteers abide by the Head Start Program’s Standard of Conduct.

Staff, consultants, contractors, and volunteers will implement positive strategies to support children’s well-being and to prevent and address challenging behavior.

Staff, consultants, contractors, and volunteers will not maltreat or endanger the health or safety of children, including, at a minimum, that staff must not:  use corporal punishment;  use isolation to discipline a child;  bind or tie a child to restrict movement or tape a child’s mouth;  use or withhold food as a punishment or reward;  use toilet learning/training methods that punish, demean, or humiliate a child;  use any form of emotional abuse, including public or private humiliation, rejecting, terrorizing, extending ignoring, or corrupting a child;  use any form of verbal abuse, including profane, sarcastic language, threats, or derogatory remarks about the child or child’s family;  use physical activity or outdoor time as a punishment or reward;  ensure no child is left alone or unsupervised while under their care;

Staff, consultants, contractors and volunteers will respect and promote the unique identity of each child and family and will not stereotype on any basis, including gender, race, ethnicity, culture, religion, disability, sexual orientation, or family composition.

Staff, consultants, contractors and volunteers will comply with program confidentiality policies concerning personally identifiable information about children, families, and other staff members.

Staff, consultants, contractors and volunteers will use positive methods of child guidance and will not engage in corporal punishment, emotional or physical abuse, or humiliation. In addition, they will not employ methods of discipline that involve isolation, the use of food as punishment or reward, or the denial of basic needs.

These lists are intended to be representative of some of the types of activities, which may result in corrective action. It is not intended to be comprehensive and does not alter the employment “at will” relationship between employees and the Agency. Item P Page 9 of 10

1000. PERSONNEL RECORDS

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Policy No. 1010 Date 08/11/20 Page 1 of 1

PERSONNEL RECORDS

PURPOSE/POLICY

Little Dixie C.A.A. maintains a personnel record file on each employee as required by funding sources and state and federal requirements.

PROCEDURE

Individual personnel files include but are not limited to job descriptions, pay adjustment authorizations, applications for employment and annual employee evaluations.

In addition, employee time sheets and leave records are maintained for each employee in the Accounting Department. The time sheets identify the amount of time spent by program as applicable. Time sheets for non-exempt employees also contain information documenting the hours worked. Leave records are available that account for all absences. Tracking of leave is maintained in the Accounting Department and is available to funding sources upon request. Item R Page 1 of 2

Memorandum Agreement Between Crossroads 1010, LLC and Little Dixie Community Action Agency, Inc. Head Start/Early Head Start/Early Head Start – Child Care

This agreement, made and entered into this 1st day of September, 2020 by and between Crossroads 1010, LLC, hereinafter referred to as the “Crossroads 1010” and Little Dixie Community Action Agency, Inc. – Head Start/Early Head Start/Early Head Start-Child Care, hereinafter referred to as “LDCAA HS/EHS/EHS-CC” in consideration of the mutual covenants and stipulations herein set forth, the parties agree as follows:

Crossroads 1010 agrees to: A. Provide one (1) hour of visitation and observation to each of the LDCAA HS/EHS/EHS-CC classrooms during the 2020/2021 school year: 1. Observe the children with reported behavioral problems in a classroom Children served under the terms of this agreement will be identified and referred directly by LDCAA HS/EHS/EHS-CC. 2. Observe children for potential behavioral problems and offer recommendations to assist Head Start staff with methods to optimize classroom behavioral health practices. Such recommendations will be included in a written report of the visit which will be forwarded to the Little Dixie Disability/Mental Health Specialist within seven business days. B. Assist in making arrangements for referrals to outside mental health providers as necessary. C. Provide follow up on the progress of children identified during the screening process through the use of reports provided by the teacher. 1. Submit a written progress report regarding the follow-up conversation within seven business days. D. Assist in locating local/non-local resources for services and assist in arranging for diagnostic evaluations for children enrolled in the LDCAA HS/EHS/EHS-CC programs needing evaluation. The cost of such evaluations is not included in this agreement. E. Be available at LDCAA HS/EHS/EHS-CC Pre-Service and In-Service trainings and by appointment for consultation concerning methods to optimize the mental health of children attending LDCAA HS/EHS/EHS-CC programs. Other staff and/or group meetings may also be scheduled by mutual agreement of Crossroads 1010 and LDCAA HS/EHS/EHS-CC. F. Be available for scheduled monthly consultative visits at the Hugo Head Start administrative office with LDCAA HS/EHS/EHS-CC. G. Bill for services on a monthly basis for services delivered to that date beginning October 1, 2020. H. Identify a person/person(s) who will serve as a liaison for LDCAA HS/EHS/EHS- CC in carrying out the provisions of this contract. I. Crossroads 1010 will secure consent for treatment services and consent for the release of information as indicated from parents and/or legal guardians of children referred for services. J. Consideration and cost of services: Fee Billed to Item R Page 2 of 2

In-Kind LDCAA HS/ Service: Fee: Contribution: EHS/EHS-CC: On-site Consultation $100. per 1 hr. $25. per 1 hr. $75. per 1 hr. Observations $100. per 1 hr. $25. per 1 hr. $75. per 1 hr. Trainings/ Meetings $100. per 1 hr. $25. per 1 hr. $75. per 1 hr.

* Fees include actual time spent during consultations, on-site observations, and trainings/meetings. Fees will not be charged for driving time to and from Head Start/Early Head Start/Early Head Start-Child Care centers or Head Start Central office or telephone conversations. K. This contract is subject to federal HIPAA Laws, Oklahoma Laws, and Crossroads 1010 and LDCAA HS/EHS/EHS-CC rules and regulations concerning confidentiality. L. LDCAA HS/EHS/EHS-CC will reimburse Crossroads 1010 on a monthly basis following the provision of said service and receipt of appropriate invoices and reports. M. Services provided for Medicaid eligible children must meet all applicable Medicaid guidelines and regulations. Reimbursement for services provided to Medicaid eligible children shall be the responsibility of Crossroads 1010. LDCAA HS/EHS/EHS-CC shall not be responsible for these services regardless of the amount of reimbursement provided by the Medicaid program. N. This contract shall become effective on the first day of September, 2020. The term of this contract shall be one year from the effective date and will be jointly evaluated during the last 30 days of said term. O. This contract may be vacated with a 30-day notice, or altered, amended, or otherwise modified by written or signed agreement executed by both parties.

APPROVED:

______Rebecca Reynolds Date LDCAA Executive Director

______Jennifer Hill - Crossroads 1010 Date Crossroads 1010, LLC

______Darla Galyon Date HS/EHS/EHS-CC Director

______Rita Burke Date LDCAA Disabilities/Mental Health Specialist Item T Page 1 of 4

2018 -2023 Strategic Plan

Goal #1 - Provide resources for non-traditional family units.

Objective #1 – Research additional resources within communities that offer additional nontraditional hours for single parent working families.

August 2019: FCE Specialist has found an additional entity that is preparing to provide after hour care beginning in the late fall 2019 within Choctaw County.

Objective #2 – Research options for families seeking legal advice when not legal guardians or biological parents.

August 2019: FCE Specialist is seeking additional resource from Legal Aid services; they provide referrals to a program in Oklahoma City that assists with guardianship rights.

Objective #3- Family Advocates distribute monthly resources that cover adverse childhood experiences.

August 2020: Family Advocates in collaboration with FCE specialist have developed a resource distribution system and are following the monthly process.

Objective #4 – Post resources on facebook pages that link families to ECLKC resource database encompassing ACES.

August 2020: Resources are shared on Head Start facebook page that link families to the ECLKC ACES database .

Objective#5 – Distribute eclkc resources at policy council meetings.

August 2020: Resources are shared within policy council meetings.

Objective #6 – Implement family friendly days across all 3 program options.

OUTCOME Year #1 – The program currently provides generic resources for family units. At the end of year 1 the program will have provided a strategic process for ensuring families receive support that targets non-traditional family struggles. We will have a tracking system and a data base of appropriate materials for our non-traditional family units.

August 2019: Non-Traditional family resources are being researched and inventoried, a tracking system is being developed. Item T Page 2 of 4

OUTCOME Year #2 – The program will have fully implemented the process for distributing monthly resources, facebook posts, and policy council debriefings.

August 2020: Systems are in place that are expanding our non-traditional family resources.

OUTCOME Year #3 - The program will introduce Family friendly Days across all 3 program options.

OUTCOME Year #4 – The program will have established Family Friendly Days for all age groups.

Measurement Tool: Monthly Tracking report and anecdotal notes.

IMPACT: Non-Traditional Families will have received support from the program that helps enable a more successful approach to school readiness for the child.

Goal #2- Increase the impact of programmatic efforts surrounding Math for our children and families.

Objective #1 – Add additional trainings that highlight strategies for teaching math to young children.

August 2019: Trainings are being added including a May 2019 STEM training, and roundtables will feature math focused highlights.

Objective #2 – Research possibility of ELQA tool being utilized as a method to support effective math teaching strategies.

August 2019: ELQA has been researched as an effective tool for the 4 year old children to support math teaching strategies.

Objective #3- Mentor coaches will emphasize math techniques in coaching sessions.

August 2020: Mentor coaches utilize various math techniques in coaching sessions.

OUTCOME Year #1 – Program will analyze child outcome scores in the math domain to establish baseline value. Program will have researched the ELQA tool and determine if appropriate to implement across the 3 & 4 year old classrooms.

August 2019: ELQA has been researched as an effective tool for the 4 year old children to support math teaching strategies. However it isn’t a reliable tool at this time for 3 year old children.

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OUTCOME Year #2 – Program will have implemented additional trainings aimed at increasing the effectiveness of math concepts.

August 2020: Program included additional training aimed at math techniques.

OUTCOME Year #3 - Program will use comparative data across 3 years to review effectiveness of strategies focused on math improvement.

OUTCOME Year #4 – Program will have met with Mentor Coach team to review CLASS scores and evaluation of mentor coaching sessions.

OUTCOME Year #5 – Program will have seen an increase across the math child outcome domains across the 5 year grant cycle.

Measurement Tool: Child Outcome Reports, CLASS Scores, Mentor Coach notes.

IMPACT: Children will have increased success in School Readiness as their math skills improve.

Goal #3- Program will implement a strategic process for equipping staff with effective health and safety practices to ensure the safety of staff and children.

Objective #1 – Additional trainings will be added that highlight appropriate strategies for educating staff on behavioral intervention techniques.

August 2019: Trainings have been conducted including ACES, Mental Health, Pyramid, Effective Classroom Organization (how structure helps regulate behavior),and Work Place Safety (how to be safe when working with children).

Objective #2 – Educate parents on strategies to increase school readiness techniques within the home.

August 2019: Handouts educating parents are dispersed at policy council meetings, child outcome reports are presented to parents, and parents are invited to the school readiness meetings.

Objective #3- Family Advocates will train staff in utilizing “Love and Logic” techniques within their daily routines.

August 2020: Advocates are assisting staff with “Love and Logic” techniques and it is being offered virtually in the Fall of 2020.

Objective #4 – Management team will reach out to center staff to receive updates on any areas of concern within their classrooms and will bring these concerns to the case meetings. Item T Page 4 of 4

Objective#5 – Behavioral intervention topics will be increased at round tables, in-service trainings, referrals to webinars, and question/answer sessions.

OUTCOME Year #1 – Management team will have implemented a system of calling center staff prior to case meeting to get status updates of areas of concerns within challenging classroom behaviors.

August 2019: Specialists are calling their centers the prior to the case meetings for updates and concerns.

OUTCOME Year #2 – Program will have sent out school readiness techniques to parents to increase within the home including but not limited to healthy eating, oral health, early health intervention, proper rest and bed times.

August 2020: Parents have been sent learning at home packets throughout the year and during the Spring 2020 semester Parents were walked through teaching their children at home and virtually with staffs intervention and assistance.

OUTCOME Year #3 - Family Advocates will have trained the center staff on utilizing “Love and Logic” techniques within their daily routines.

OUTCOME Year #4 – Staff will report a higher knowledge base surrounding behavior intervention techniques and the successful implementation within their classrooms.

OUTCOME Year #5 – Child outcome data will show an increase across program years as behavioral intervention techniques increase.

Measurement Tool: Training Plans, Child Outcomes Data, Case Notes

IMPACT: Staff are better equipped to utilize effective health and safety practices to ensure the safety of staff and children thus increasing school readiness success of all children.

Little Dixie Community Action Agency, Inc.

Head Start/Early Head Start Training and Technical Assistance Plan July 2020 – June 2021

Conferences

Content Training Strategies Trainer/ Date Cost Outcome Evaluation Area Responsible Staff Family & All Family Advocates will attend Applicable Staff As conferences $410.00 Family Advocates will be Family Community local Family & Community are planned mileage for better prepared to work with Partnership Partnership Partnership Trainings. appropriate families to prepare Family Tracking Forms 1302.53 staff. Service Assessments &Family Partnership Agreements reflecting the needs addressed Family & Applicable Family Advocates will Applicable Staff Classes as $1,000 Family Advocates will be Obtainment of Community attend classes to obtain the Family needed to more equipped to work with FDC Credential Partnership Development Credential complete families enrolled in the course program All Content Staff will have the opportunity to Applicable Staff September $750.00 per Staff will attend workshops Performance Areas attend State conferences whereas the 2020 person x 4 &sessions that will build Evaluations &day agenda reflects training in a December 2020 persons = upon existing knowledge to day operations particular subject relative to one’s February or $3,000 &new knowledge will be job description &duties. March 2021 gained as new information is June 2021 shared. All Content Staff will have the opportunity to Applicable Staff On-going $1,425 per Staff will attend Workshops Performance Areas attend other conferences in the nation person x 4 and sessions that will build Evaluations and such as but not limited to: Midwinter persons upon existing knowledge and day to day Leadership conference, Birth to =$5,700 new knowledge will be operations

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Institute, and National Head Start Association annual training, etc.

All Content Staff will have the opportunity to Applicable Staff October 2020 $7,650 Staff will attend workshops Performance Areas attend the 2020 Fall Wipfli National Travel, and sessions that will build Evaluations and Conference in Las Vegas Nevada. Hotel, and upon existing knowledge as day to day Registration well as learn new information operations for 2 staff. as it is presented.

Head Start/Early Head Start Director Meetings & Head Start Staff Meetings

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Administration Director &Specialists will have Director & Bi-monthly $0 Director &Specialists will Improved overall bi-monthly staff meetings as Specialists & be able to coordinate &plan agency performance appropriate. other staff as for program services &coordination. needed. &initiatives &be proactive regarding issues or concerns. Administration The Head Start/Early Head Head Start/Early Monthly $100.00 per Director will be brought Performance Start/EHS-CC Director will Head Start/Early trip x 12 abreast of important details Evaluations &day to attend monthly director meetings Head Start Child trips = & policy movements at the day operations in Oklahoma City. Care Director $1,200.00 state & national level.

Child Folder Reviews

Trainer/

Content Area Training Strategies Responsible Date Cost Outcome Evaluation Page Staff 2 Item of 14

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All Each Head Start classroom & All Specialists Once per $2,300 Staff will continually Component Components children’s records will be semester and Mileage for increase their Folder/Center 1304.-1305 observed & reviewed once per follow up visits applicable understanding of the Checks once per semester to measure compliance if needed staff program requirements semester with Performance Standards, state relating to the Performance & local policies & best practices. Standards & best practices Feedback &support are provided to staff All Each EHS classroom & children’s All Specialists September 2020 $1,565 Staff will continually Component Components records will be observed & December 2020 Mileage for increase their Folder/Center 1304.-1305 reviewed quarterly to measure March 2021 applicable understanding of the Checks once per compliance with Performance June 2021 staff program requirements semester Standards, state & local policies relating to the Performance & best practices. Feedback Standards & best practices &support are provided to staff along with a plan to enhance performance skills if necessary.

Integrated Services Policy

Content Area Training Strategies Trainer/ Date Cost Outcome Evaluation Responsible Staff

All components The Integrated Appropriate staff Annually in June $0 Policies and Federal Review and Services Policy has person Procedures Self-Assessment been created to show followed by the how program program will be procedures are easily accessible followed in accordance and encompass the with the Head Start program and Performance Standards component areas as

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Policy Council & Governing Board Training

Trainer/ Training Strategies Date Cost Outcome Evaluation Content Area Responsible Staff Administration The Governing Board &Policy Director &All Monthly as $0 Governing Board &Policy Self-Assessment 1301.2 Council will receive periodic Specialists Appropriate Council will be able to training on regulations through carry out their program lecture, PowerPoint, handouts responsibilities effectively &governing board training/resource manual. Administration The Policy Council will receive Professional July 2020 $100 Policy Council Members Self-Assessment 1301.3 training on: Development will learn leadership skills, (1) Leadership, Parent Specialist; Early along with portraying what Participation and Recruitment Childhood they have accomplished (2) School Readiness & Child Development & during their term. Outcome Report Curriculum Coach Administration New parents will observe past Family & September $100 Policy Council Members Self-Assessment 1301.3 parents conducting meeting Community 2020 will gain knowledge and before they are seated. Engagement ideas to take back to Parent The Policy Council will receive Specialist Meetings training on: (1) Activities to Support the Active Engagement of Families in the Program

Administration The Policy Council will receive PD Specialist; October $100 Policy Council Members Self-Assessment 1301.3 training on: HS/EHS/EHS-CC 2020 will learn what is expected (1) Orientation Part 1 Director; & Early during their term. (2) Roles & Childhood Dev. & Responsibilities Curriculum Coach (3) PC Operating Procedures (4) Recognizing and Reporting Child Abuse Page

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Administration The Policy Council will receive PD Specialist and November $100 Policy Council Members Self-Assessment 1301.3 training on: Early Childhood 2020 will learn Roberts Rules of (1) Orientation Part 2 Dev. & Curriculum Order, Open Meeting Act, Including Roberts Rules Coach & the Mission Vision & of Order, Open Meeting Values. Act and Mission, Vision & Values (2) School Readiness Training

Administration The Policy Council will receive PD Specialist; December $100 Policy Council Members 1301.3 training on: F&CE Specialist; 2020 will watch the DVD to (1) Linking Our Voices Part 1 Asst. observe other member’s (2) Activities to Support the Director/ERSEA participating in PC setting. Active Engagement of Specialist and Early Families in the Program Childhood Dev. & (3) ERSEA Curriculum Coach (4) School Readiness & Child Outcome Report Administration The Policy Council will receive PD Specialist January 2021 $100 Policy Council Members Self-Assessment 1301.3 training on: will watch Part II of the (1) Linking Our Voices Part 2 DVD & to observe other (2) Mission, Vision & Values member’s participating in (3) Leadership Skills PC setting.& complete activity. Administration The Policy Council will receive HS/EHS/EHS-CC February $100 Policy Council Members Self-Assessment 1301.3 training on: Director; F&CE 2021 will learn the procedure for (1) 1305.50/Impasse Policy and Specialist; and the Impasse Policy Conflict Resolution Policy Professional &Conflict Resolution (2) Activities to Support the Development Policy. Active Engagement of Families in Specialist the Program (3) Roles & Responsibilities Page 5 Item of 14

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Administration The Policy Council will receive: HS/EHS/EHS-CC March 2021 $100 Policy Council Members Self-Assessment 1301.3 (1) Overview of Self-Assessment Director will be updated on the (2) Policy Council Interview findings of Self- Protocol Assessment and learn the procedure. Administration The Policy Council will receive PD Specialist; Early April 2021 $100 Policy Council Members Self-Assessment 1301.3 training on: Childhood Dev. & will learn leadership skills, (1) Re-energizing the Parent Curriculum Coach how to set goals for their Committee and Disabilities & children to be ready for the (2) Leadership Skills Mental Health next school year & how to (3) School Readiness & Child Specialist help them achieve those Outcome Report & Transitioning goals. Administration The Policy Council will receive PD Specialist and May 2021 $100 Policy Council Members Self-Assessment 1301.3 training on: Early Childhood will learn new activities to (1) Family Interactions and Dev. & Curriculum do with their children while Activities to Do With Your Child Coach at home during the During the Summer summer.

Entry Level Training

Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff All New employees will receive an Lori Henry, Date of Hire $750 Staff will be well prepared to Performance Components overview of Head Start/Early Program perform their daily job in a manner Evaluations; Head Start’s daily Secretary that meets Performance Standards Self- operations/expectations. In & Licensing requirements. Assessment addition to viewing DVD’s on blood borne pathogens, OKDHS licensing requirements, & sexual harassment. New employees will Page understand that a physical 6 Item of 14

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exam is required within 30 days of employment and thereafter, annually to remain employed.

Education, New Employees will receive 20 EC Development New employees Approx. Will meet State licensing Individual Health & hours of ELCCT Training & Curriculum within 90 days of $125 per requirements as well as train staff Development Disabilities involving classroom techniques, Coach, Health employment person x to respond to physical &dental Plans disabilities, and child abuse and Spec., PD Spec. 10 = emergencies &to provide first aid &performance confidentiality within 90 days. & Mental $1,250 &CPR until emergency services reviews. Staff Employees will also receive CPR Health/Disabiliti for arrive. certified in and First Aid within 90 days. es Specialist mileage CPR &First Aid Professional New employees will receive one- Professional At day of hire $0 Staff will gain an understanding of Measurement Development on-one assistance in creating a Development how to execute their PD Plan of growth by written Professional Development Specialist evaluation and Plan. observation

Transportation New employees will receive Transportation At day of hire $0 Staff will gain an understanding of orientation training on proper bus Specialist proper bus monitoring procedures. monitoring procedures. Including but not limited to: Child boarding & exiting procedures; Child Restraints; documentation; Emergency/Evacuation Procedures; Use of Special Equipment; Pick-up & release procedures Transportation New bus drivers will receive Transportation Prior to Varies Potential bus drivers will be Measurement appropriate training on proper Specialist; operating bus trained in various capacities of growth by operation of a bus. Transit including but not limited to: Online observation. courses, mentor training with licensed CDL, transit trainings. These trainings insure bus drivers will learn how to operate the bus in a safe & efficient manner, safely Page run a fixed route, loading and 7 Item of 14

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unloading children, stopping at rail road crossings, administer basic 1st aid; emergency/evacuation procedures; operating special equipment; daily pre & post safety checks; routine maintenance, proper documentation.

On-Going Mentor Training

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff All Staff will be provided with Training Staff/ On-going $9,910 travel Staff will obtain increased Performance Components appropriate coaching relating to Mentor Coach to provide knowledge of classroom Evaluations; Self- skill level, education, experience, coaching, management, organization, Assessment self-assessments, performance applicable CLASS, ITERS, child evaluations, and personal growth trainings development, and school reflections. including readiness outcomes. travel, hotel, and per diem

On-Going Professional Development Training

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Professional Staff working towards Professional On-going as $5,000 for Staff will obtain Associates Through Individual

Development Baccalaureate & Associate Development classes are class fees or Baccalaureate degrees Development Plans, Page Specialist available that performance 8 Item of 14

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degrees will continue to enroll in meet the degree reviews, grade college courses requirements reports and conferences’ Professional HS/EHS Staff seeking or lacking Professional On-going with $6,000 for Staff will be Through Individual Development CDA credentials will receive Development defined staff books and knowledgeable of CDA Development Plans, training in required component Specialist testing fees requirements & process. and performance areas and make application for Staff will obtain CDA reviews CDA credential in order to meet Credential through the requirements and standards. CDA Council

Component Area Specialists’ Trainings

Trainer/

Training Strategies Responsible Date Cost Outcome Evaluation Content Area Staff Nutrition Nutrition Specialist will receive USDA/CACFP September 2020 $300 for Nutrition Specialist will USDA/CACFP 1304.23 training regarding mandated Staff mileage have sufficient knowledge Audit regulations through lecture of the CACFP regulations &handouts &requirements to train HS/EHS staff Human Applicable staff will attend Applicable Staff As available $1,650 for Staff will be deemed as Certificate of Resources CLASS trainings to become mileage, “reliable” to observe reliability “reliable” hotel, and classrooms using the registration CLASS tool

Round Tables 2020-2021

Content Area Training Strategies Trainer/ Date Cost Outcome Evaluation Page 9 Item of 14

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Responsible Staff All Head Start HS/EHS/EHS- As needed when $1,000 for Teaching staff will receive Federal Review Components Teacher Roundtables CC Director & an in-service is mileage for answers & direction on any Report; Staff other Specialists not scheduled applicable concerns they may have Feedback as needed staff regarding their center operation. Staff will also receive training on topics as data is analyzed. All Early Head Start HS/EHS/EHS- As needed $375 for Teaching staff will receive Federal Review Components Director Roundtables CC Director & mileage answers & direction on any Report; Staff other Specialists concerns they may have Feedback as needed regarding their center operation.

Pre-Service Trainings July 2020

Trainer/ Content Area Training Strategies Responsible Date Cost Outcome Evaluation Staff Mental Health HS staff will virtually attend Becky Bailey, July 2020 $5,000 Staff will be better equipped Classroom Building Resiliency: Returning to Conscious to help children manage their observations, School in Uncertain Times Discipline social/emotion skills when teacher feedback, (virtual) returning to school during the case meetings COVID-19 Pandemic. Mental Health EHS staff will virtually attend Becky Bailey, July 2020 $400 Staff will be better equipped Classroom Start Strong: SEL Foundations and Conscious to help children manage their observations, Resiliency in Infants and Toddlers Discipline social/emotion skills when teacher feedback, (virtual) returning to school during the case meetings COVID-19 Pandemic. Mental Health Head Start Staff will receive Rita Burke July 2020 See above Staff will learn the Anecdotal notes Page training on mental health and Disabilities/Ment importance of early and ongoing

services offered. observations and 10 Item of 14

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al Health identification of potential referrals if Specialist problems. applicable Human HS/EHS staff will receive training Kacey Thomas, July 2020 See above Staff will gain an Center checks, Resources on professional development Professional understanding of how a Performance (Professional planning Development professional development Evaluations, Class Development) Specialist plan should flow to produce Scores outcomes Disabilities HS/EHS staff will receive training Rita Burke July 2020 See above Staff will learn the required Folder Checks and on disabilities, Mental Health & Disabilities/Ment process involved in referrals Reports Transition al Health and using the component plan Specialist as a working document

Child Health Head Start/Early Head Start Staff Paula Savoy, July 2020 See above Staff will be taught the Fire drills and and Safety will receive training on Fire Safety Health Specialist methods of extinguishing reporting and site fires of various natures and observations knowledge of fire safety and precautions Health Head Start/Early Head Start staff W.F. Grammer, July 2020 See above Staff will gain an awareness Fewer incident will receive training regarding Safety Consultant of hazards in the work place reporting workplace safety and how to avoid them

Health HS staff will receive W.F. Grammer, July 2020 See above Staff will be provided Staff will be able to Training on Blood Borne Safety Consultant information necessary to identify medical Pathogens. insure children are properly concerns, protect attended to during illness against infections. while protecting staff health. ERSEA HS/EHS staff will receive training Sara Moore, July 2020 See above Staff will have the Specialists check on using Child Plus for various ERSEA information &tools necessary Child Plus tracking tools such as Time and Specialist track children’s progress in regularly and run Attendance. the program. reports. ERSEA HS Staff will receive training on Sara Moore, July 2020 See above Staff will be better prepared Annual folder Completing Child Enrollment, and ERSEA in the enrollment process checks

Completing Parent interviews. Specialist Page 11 Item of 14

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Family & Staff will receive training in roles Tori Crawford, July 2020 See above Staff will better understand Case by case Community and responsibilities of their work Family and the requirements and situations Engagement in connecting with families. Community expectations of their work Engagement Specialist

Child Health & HS Staff will receive training on Paula Savoy, July 2020 See above Staff will be provided Observations and Safety how to properly administer Health Specialist information necessary to review of medication insure they can properly medication forms administer medication. Nutrition EHS/EHS-CC/HS staff and cooks Katelyn Nelms July 2020 See above Staff will learn CACFP 2019- Ongoing will receive up to hours training on Nutrition 2020 meal patterns updates. Monitoring CACFP 2019-2020 Updates to Specialist Meal Patterns

Transportation Head Start Staff will receive Sara Moore, July 2020 See above Staff will know the On board transportation procedure related ERSEA procedures of the observation. training. Specialist transportation component. Including but not limited to: Child boarding & exiting procedures; Child Restraints; documentation; Emergency/Evacuation Procedures; Use of Special Equipment; Pick-up & release procedures

Head Start/Early Head Start/EHS-CC Cooks Pre-Service Training 2020

Trainer/Respon Page Content Area Training Strategies Date Cost Outcome Evaluation sible Staff 12 Item of 14

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Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2020 See above Cooks will receive training Ongoing 2.5 hours training on purchasing Nutrition and information to better Monitoring procedures/truck orders Specialist/ understand CACFP Johonna House responsibilities and required Asst. Spec. documentation

Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2020 See above HS/EHS cooks will know Ongoing 1 hours on HS Performance Nutrition &implement HS Monitoring Standard 1304.23 Specialist/ Performance Standard Johonna House 1304.23 Asst. Spec. Nutrition HS/EHS cooks will receive up to Katelyn Nelms July 2020 See above HS/EHS cooks will receive Observations 1 hour training on kitchen/dining Nutrition training for a more organized &Site Visits with organization &an overview of Specialist/ & user friendly work space folder checks CACFP menu revisions. Johonna House & an overview of new Asst. Spec. CACFP changes.

In-Service Trainings 2020-2021

Content Area Trainer/ Training Strategies Responsible Date Cost Outcome Evaluation Staff Family All staff will receive up to 2.5 Department of October 2020 $1,000.00 Staff will be alert to signs Child staffing s, &Community hours training on identifying & Human Services/ Mileage &symptoms of suspected folder reviews, Partnerships reporting suspected child abuse & Management and abuse &know how to report &consultations. neglect. members presenters it in a timely manner.

Family & HS/EHS staff will receive up to Tori Crawford, October 2020 See above Staff will know how to Case by case Community 45 minutes training regarding FCE Specialist handle cases of suspected situations, monthly

Engagement various policies on parental child abuse and will have reporting & Page involvement in the classroom, increased knowledge in center/folder checks 13 Item of 14

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child abuse and community how to involve parents in engagement their classroom Nutrition Staff will receive training relating Katelyn Nelms, February, 2021 $0 Staff will receive and re- Parent and Staff to menu planning Nutrition evaluate menus to meet the feed back Specialist needs of children and CACFP regulations ERSEA Staff will receive training on ERSEA February, 2021 $1,000.00 Staff will have the Component center 1305.1-1305- ERSEA Plans, updates/review Specialist for information &tools checks 1x per year 10 &recruitment activities &ideas. mileage necessary to promote & enrollment of and recruitment of children children & presenters &families. maintenance of a waiting list. Personnel All staff will receive updated Insurance February, 2021 $0 Staff will have current Staff will be information on insurance options. Representative knowledge of personal informed of &family insurance options. insurance planning options. Professional All staff will receive training on Professional February, 2021 $0 Staff will have a renewed Tracking sheet Development meeting required staff educational Development motivation for keeping review. guidelines. Specialist credentials current & meeting guidelines. Education All staff will receive up to 1.5 Susie Mashburn, February, 2021 $0 Staff will have up to date Classroom hour training on Developmentally EC Development info in the education field observations. Appropriate Practices or a current & Curriculum to better prepare students educational topic. Coach for school readiness. Staff Staff will be provided an Applicable May 2021 $1,800 for Staff will be inspired to Overall employee Development inspirational keynote from a Presenters trainer continue on their journey of wellness speaker to build employee morale impacting the lives of Head as well as a specialized trainer to Start eligible families as offer 2 hours of Cultural diversity well and Ethics Training T/TA Total Costs: $59,260 Head Start: $39,956 EHS $19,304

Page *All in-person conferences are subject to change based on the COVID-19 Pandemic and Little Dixie Community Action Agency travel restrictions. 14 Item of 14

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HS/EHS/EHS-CC Nutrition Assistant HS/EHS/EHS-CC ORGANIZATIONAL Specialist Nutrition CHART Specialist FCE & Dis./MH Assistant HS/EHS/EHS-CC Specialist Head Start FCE Specialist Teacher Assistant HS/EHS/EHS-CC ID Bus HS/EHS/EHS-CC Monitor/Janitor Assistant ERSEA/Trans. Governing Board Director Specialist Prof. Dev. & Head Start Cook ERSEA Assistant Specialist HS/EHS Program HS/EHS/EHS-CC EC Curriculum Executive Director Secretary Education Coach Head Start Assistant Head Start Specialist Teacher Substitutes HS/EHS Family Associate Director Maintenance Advocates Technicians Head Start SNA HS/EHS Mentor Horace Mann & Coaches Idabel Site Policy Supervisors Council HS AmeriCorps Member HS/EHS/EHS-CC HS/EHS/EHS-CC Professional Specialists HS/EHS/EHS-CC Dev. Specialist Director EHS EHS-CC Centers Caregiver/Lead HS/EHS/EHS-CC Health Assistant Teacher Health Specialist Specialist

HS/EHS/EHS-CC EHS Caregiver Substitutes/ Disabilities/MH Aide SNAs Specialist HS/EHS/EHS-CC EHS Center Assistant AmeriCorps EHS Cook Director AmeriCorps Director Planning & Dev. Members Specialist

Program Clerk HS/EHS/EHS-CC EHS Substitutes Procurement Clerk EHS-CC Program EHS-CC Family Secretary/Data EHS AmeriCorps Advocates Item Entry Clerk Member

EHS-CC Mentor V Coaches *Revised 8/4/20 Item W Page 1 of 4 Item W Page 2 of 4 Item W Page 3 of 4 Item W Page 4 of 4

Item X Page 1 of 3

RD Instruction 1944-I Exhibit E Page 1 (Revision 1) GUIDANCE FOR RECIPIENTS OF SELF-HELP TECHNICAL ASSISTANCE GRANTS (SECTION 523 OF HOUSING ACT OF 1949)

7 CFR Part 1944, Subpart I provides the specific details of this grant program. The following is a list of some functions of the grant recipients taken from this subpart. With the list are questions we request to be answered by the recipients to reduce the potential for fraud, waste, unauthorized use or mismanagement of these grant funds. We suggest the Board of Directors answer these questions every six months by conducting their own review. Paid staff should not be permitted to complete this evaluation.

A. Family Labor Contribution

1. Does your organization maintain a list of each Yes No family and a running total of hours worked (when and on what activity)?

2. Are there records of discussions with participating Yes No families counseling them when the family contribution is falling behind?

3. Are there obstacles which prevent the family from Yes No performing the required tasks?

B. Use of Grant Funds

1. Were grant funds used to pay salaries or other Yes No expenses of personnel not directly associated with this grant?

2. Were grant funds used to pay for construction Yes No work for participating families?

3. Were all purchases or rentals (item and cost) Yes No of office equipment authorized?

4. Are all office expenses authorized by 7 CFR Part 1944, Yes No Subpart I?

5. Was a record of long distance telephone calls Yes No maintained and was that log and telephone checked?

6. Was all travel and mileage incurred for official Yes No business and properly authorized in advance?

7. Were mileage and per diem rates within authorized Yes No levels? (11-15-90) SPECIAL PN Item X Page 2 of 3

RD Instruction 1944-I Exhibit E Page 2 (Revision 1)

8. Were participating families charged for use of Yes No tools?

9. Were grant funds expended to train grant personnel? Yes No

10. Was training appropriate for the individual trainee? Yes No

11. Were any technical or consultant services obtained Yes No for participating families?

12. Were the provided technical or consultant services Yes No appropriate in type and cost?

C. Financial Responsibilities

1. Does each invoice paid by the grant recipient match Yes No the purchase order?

2. Does each invoice paid by the borrower and Rural Yes No Development match the purchase order?

3. Were purchases made from the appropriate vendors? Yes No

4. Are the invoices and itemized statements totaled Yes No for materials purchased for individual families?

5. Is there a record of deposits and withdrawals to Yes No account for all loan funds?

6. Are checks from grant funds signed by the Board Yes No Treasurer and Executive Director?

7. Are grant funds deposited in an interest bearing Yes No account?

8. Are checks from loan funds prepared by the grant Yes No recipient for the borrower's and lender's signature?

9. Are checks from loan funds accompanied by accurate Yes No invoices?

10. Are any borrower loan funds including interest, Yes No deposited in grantee accounts?

11. Are checks from loan funds submitted to Rural Yes No Development more often than once every 30 days? 12. Is the reconciliation of bank statements for both Yes No grant and loan funds completed on a monthly basis?

Item X Page 3 of 3

RD Instruction 1944-I Exhibit E Page 3

13. If the person who issues the checks also reconciles Yes No them, does the Executive Director review this activity?

14. Are materials purchased in bulk approved by the Yes No Executive Director?

15. Was the amount of materials determined by both the Yes No Executive Director and construction staff?

16. Were any participating families consulted about the Yes No purchase of materials?

17. Were savings accomplished by the bulk purchase method? Yes No

18. Did the Executive Director review the purchase Yes No order and the ultimate use of the materials?

19. Are materials covered by insurance when stored by Yes No grantee?

D. Reporting

1. Are “Requests for Advance or Reimbursement” made Yes No once monthly to the Rural Development District Office?

2. Has the grant recipient engaged a certified public Yes No Accountant (CPA) or CPA firm to review their operations on a regular basis: (Annually is preferable but every two years and at the end or the grant period are requirements)?

3. Are the quarterly evaluation reports submitted on Yes No time to the County Supervisor?

What, if any, problems exist that need to be corrected for effective management of the grant project?

______Date President, Board of Directors

(Period covered by report______)

(11-15-90) SPECIAL PN Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency April 1 - June 30 2020 Midwest Region

Total Reported Investment $1,610,692.00

Homeowners Created - Customers 12

Preserved Homeownership - Customers 1

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

Rental Homes, Repaired 0

Total Repaired - Homes 0

All Group Education - Customers 4

Other Counseling - Customers 62

Foreclosure Mitigation Counseling, Home Not 0 Retained - Customers All Counseling and Education - Customers 66

Foreclosure Mitigation Counseling Intake - 0 Customers Financial Capability - Customers

Rental Homes Portfolio, Owned and/or 121 Managed Page Item 1

'Total Reported Investment' and 'Created and Preserved Homes and Customers' are the two measures that NeighborWorks America uses to demonstrate and evaluate the strength and impact of network of organizations. 4 Y Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency April 1 - June 30 2020 Midwest Region

I. Clients & Homeowners Created Financing NWO Constructs New NWO Sells a Unit it Directly Provides Self- Plays Intermediary Counselor and/or Total Homeowners Unit for New Home Had Purchased (with Help Housing for New Role in Providing Self- Broker/Lender ONLY Created Owner or without rehab) to Home Owner Help Housing for New for New Home Owner New Home Owner Home Owner Investment $0.00 $0.00 $133,907.00 $1,047,677.00 $287,108.00 $1,468,692.00

Homes 0 0 1 8 3 12

Customers 0 0 1 8 3 12

Preserved Homeownership

Owner Occupied Rehab Refinance not foreclosure Reverse mortgage Replacement Foreclosure Mitigation Total Preserved Counseling (home retained) Homeownership Investment $0.00 $0.00 $142,000.00 $0.00 $0.00 $142,000.00 Homes 0 0 1 0 0 1 Customers 0 0 1 0 0 1

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

Homes 0 * 0 0 0 0 0

*Units reported under For-Sale Homes Developed do not count towards Total Production, Investment does count toward Total Investment. Page Item 2 of 4 Y Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency April 1 - June 30 2020 Midwest Region

III. Rental Homes Portfolio IV. Commercial Development Portfolio V. Group Education Customers a. Owned 121 Number of Projects 0 a. Number of households that completed pre-purchase homebuyer 4 education workshop b. Managed not Owned 0 Square Footage 0 b. Number of households that completed financial literacy 0 workshop, including home financing budgeting and/or credit repair c. Section 8 Place-based homes 0 c. Number of households that completed resolving or preventing 0 d. Section 8 Tenant-based homes 17 mortgage delinquency workshop d. Number of households that completed non-delinquency post- 0 e. USDA Rental Assistance Place-based homes 0 purchase workshop, including home maintenance and/or financial management for homeowners f. USDA Rental Assistance Tenant-based homes 0 e. Number of households that completed fair housing workshop 0

f. Number of households that completed predatoring lending 0 workshop Total Group Education 4

VI. Counseling Results - Customers

Preserved Homeownership, Foreclosure Mitigation Foreclosure Mitigation Counseling, Home Not Other Counseling - Customers - Customers Retained - Customers Number of households that received Reverse Mortgage one-on-one 18 a. Mortgage refinanced 0 a.Executed a deed-in-lieu 0 counseling Number of households that received Pre-Purchase/Homebuying one-on- 44 b. Brought mortgage current 0 b. Sold property/chose alternative 0 one counseling housing solution c. Mortgage modified 0 Number of households that received Home Maintenance and Financial 0 c.Pre-foreclosure sale 0 Management for Homeowners (Non-Delinquency Post-Purchase) one-on- one counseling d. Received second mortgage 0 d.Mortgage Foreclosed 0 Number of households that received Resolving or Preventing Mortgage 0 e. Initiated forebearance 0 e.Bankruptcy 0 Delinquency or Default one-on-one counseling agreement/repayment plan Other Counseling - Customers (Total) 62 f. Obtained partial claim loan from FHA 0 f. Entered debt management 0 lender g. Counseled and referred for legal 0 Preserved Homeownership, 0 assistance Foreclosure Mitigation - Customers (Total) h. Other (final result not listed above) 0

Foreclosure Mitigation Counseling, 0 Home Not Retained - Customers (Total) Page Item 3 of 4 Y Quarterly Production Summary Report 8251 - Little Dixie Community Action Agency April 1 - June 30 2020 Midwest Region

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

First Mortgages Subordinate Mortgages Revolving Loan Fund (RLF), Non Amortized a. Total outstanding number of RLF loans 5 j. Total outstanding number of RLF loans 0 a. Total number of outstanding non-amortized 0 loans (excluding forgivable) b. Total outstanding value RLF loans $181,299.00 k. Total outstanding value of RLF loans $0.00 b. Total value of outstanding non-amortized loans $0.00 (excluding forgivable) c. Number currently 30-59 days delinquent 0 l. Number currently 30-59 days delinquent 0 d. Value currently 30-59 days delinquent $0.00 m. Value currently 30-59 days delinquent $0.00 e. Number currently 60-89 days delinquent 1 n. Number currently 60-89 days delinquent 0 f. Value currently 60-89 days delinquent $20,960.00 o. Value currently 60-89 days delinquent $0.00 g. Number currently 90 days or more delinquent 1 p. Number currently 90 days or more delinquent 0 h. Value currently 90 days or more delinquent $7,502.00 q. Value currently 90 days or more delinquent $0.00 i. Delinquency Rate (90 days or more) 4.14 % i. Delinquency Rate (90 days or more) 0.00 %

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

Inventory For-Sale Homes Days on the Market for For-Sale Homes in Inventory Volunteer Hours 12,043

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

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

# of Owned Undeveloped Lot 39

# of Units Under Construction 1

# of Units Sold 0

X. Home Ownership Customers: Education and Counseling Hours

0 Hours >0 and <4 Hours =>4 and <8 Hours =>8 Hours

# Clients % Total Clients # Clients % Total Clients # Clients % Total Clients # Clients % Total Clients Page

0 0 1 8.33 % 0 0 11 91.67 % Item 4 of 4 Y Item AA A GUIDE TO THE EMPLOYEE ONBOARDING PROCESS

National CASA Court Appointed Special Advocates Guardians ad Litem Core Model FOR CHILDREN NATIONAL CASA/GAL ASSOCIATION

National CASA Board of Trustees Approved Oct. 11, 2016

The National CASA Association core model identifies the foundational elements of CASA/GAL best interest advocacy. This includes our guiding principle, the types of cases served, the primary activities performed by CASA/GAL volunteers, parameters for staff serving cases and the screening, training and supervision requirements. National CASA assistance and support is limited to core model activities.

The National CASA Core Model:

The CASA/GAL program provides screened, trained, and qualified community volunteers to advocate for the best interests of children and youth who are before the court as a result of abuse or neglect as defined by the state child welfare laws', living at home or in out-of-home care. State statute takes precedence if it provides for the CASA/GAL volunteer to take other types of cases.

CASA/GAL best interest advocacy is driven by the guiding principle that children grow and develop best with their family of origin if that can be safely achieved. CASA/GAL volunteers serve children from birth through the age defined by state statute as the limit to youth remaining in care.

CASA/GAL volunteers advocate for children's best interest through the following activities:

• Information gathering

• Visit the child at least monthly

• Collaborate and coordinate with legal, child welfare and other partners to assure service provision that is in the child's best interests

• Report to the court with recommendations regarding the child's placement and needed services

• Monitor the case until released by the court

'State statute takes precedence if it provides for the CASA/GAL volunteer to take other types of cases National CASA assistance and support is limited to work with dependent children who have experienced abuse or neglect. CASA/GAL staff serving children is kept to a minimum and only occurs under extraordinary circumstances or when mandated. Anyone serving children must adhere to the service provisions and standards outlined in the core model

CASA/GAL volunteers are: 21 Item CC Page 1 of 4 Little Dixie C.A.A., Inc. Head Start/Early Head Start/Early Head Start-Child Care Policy Council 104 North E Street Hugo, OK 74743

July 21, 2020 MINUTES

Little Dixie Community Action Agency’s Head Start/Early Head Start/EHS-CC Policy Council met on Tuesday, July 21, 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 10:35 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; Jonna Reynolds, Soper I; Rebecca Morris, Ft. Towson; Misty Diaz, Horace Mann I; Patsy Guess, Lisa Heady and Suzanne Himes; 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; Mattie Ferguson, HS/EHS/EHS-CC Assistant Director; Lori Henry, HS/EHS Program Secretary; Paula Savoy, Health Specialist; Sara Moore, ERSEA Specialist; Kacey Thomas, Professional Development 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 June 16, 2020 meeting: Jonna Reynolds made a motion to approve the minutes as written and Clinton Crawley 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 Bree’Ann French, EHS-CC Family Advocate; Kelsi Fry, Teacher Aide-Soper I; Destiney Myers, Substitute; Katherine “Paige” Stacy, EHS-CC Secretary/Data Entry Clerk; Ken McDaniel, HS/EHS/EHS-CC Maintenance Technician; Cassie Grace, OECP Family Advocate; Macy Courtwright, Teacher Aide-Rattan II & III; Shaina Billy, Caregiver Aide-Antlers EHS; Carla Spradling-From Broken Bow SNA to Broken Bow III Teacher Aide; Leota Southard, From EHS-CC Caregiver to Head Start Family Advocate and Kirk Mays, 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 Jonna Reynolds seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the 2019-2020 HS/EHS/EHS-CC Self- Assessment Report and Program Improvement Plan: Jordan Mack, HS/EHS/EHS-CC Assistant Item CC Page 2 of 4 Director provided a slide presentation and an overview of the report and answered all questions the council members had. Copies of the Self-Assessment Report and Program Improvement Plan were emailed to policy council members prior to the meeting for review. Rebecca Morris made a motion to approve and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve Updates to the HS/EHS/EHS-CC Community Assessment: Tori Crawford, Family & Community Engagement Specialist provided copies of the Community Assessment to review along with an overview and answered all questions that were asked. Copies of the Self-Assessment were emailed to policy council member prior to the meeting for review. Misty Diaz made a motion to approve and Jonna Reynolds seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Submission of the 2020 AmeriCorps Grant Application (Budget Increase-Year 2 Continuation) and Match Waiver Request to the Corporation for National and Community Services, Oklahoma Community Service Commission in the amount of $45,330 (Waiver: $164,141; Total Requested: $179,914): Darla Galyon, HS/EHS/EHS-CC Director explained that this request to submit for an increase in funding for Year 2 AmeriCorps Continuation award. This request is in the amount of $45,330 would result in an overall Year 2 budget of $179,914 ($134,584-original request + $45,330 increase). If awarded, the additional funds will be used to increase the living allowances/stipends paid to the AmeriCorps members. Darla Galyon also stated that additionally, Oklahoma CNCS accepted submissions from grantees for waiver of matching funds. Ms. Galyon explained that all AmeriCorps programs that have been funded for 10 years or longer are required to match the grant funds dollar for dollar with non-federal resources. Within the revised budget for increased funding, LDCAA requested a waiver of $161,141 of the $179,914, thereby only having to supply $15,773 in matching funds. This award will fully fund the AmeriCorps Program for the 2020- 2021 program year. Sara Parsons made a motion to submit and Rebecca Morris seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Acceptance of the Oklahoma Early Childhood Program Grant Award (Year 15: 7/1/2020-6/30/2021) from Community Action Project of Tulsa County, Inc.- $181,239.68 (Match: $90,812.94): Darla Galyon, HS/EHS/EHS- CC Director stated that the Oklahoma Early Childhood Program grant is a supplemental funding source used to enhance the quality of Little Dixie Community Action Agency’s Early Head Start and Early Head Start-CC Programs. This grant provides the agency’s birth to age three programs the ability to raise the quality of existing classrooms in various aspects. The funding provides the resources needed to supplement staff salaries, heighten training opportunities that would otherwise be unobtainable, and raise classroom monitoring standards. In closing Darla stated that Little Dixie CAA is requesting funding that will provide enhancement to 12 classrooms and 80 slots in the following centers was approved by the council for submission at the June 21, 2020 meeting Antlers Early Head Start-24 slots, Antlers Early Learning Center-8 slots, Broken Bow Early Learning Center-24 slots, Hugo Early Head Start-12 slots, Idabel Early Head Start- 12 slots. Patsy Guest made a motion to accept and Misty Diaz seconded the motion. The motion carried.

Consideration, Discussion and Vote to Approve the HS, EHS, SAF, Community Facilities, AmeriCorps, OECP, USDA, and Non-Fed May, 2020 Financial Statements and Credit Card Distribution Reports and Presentation of June, 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. Sara Parsons made a motion to approve and Jonna Reynolds seconded the motion. The motion carried. Item CC Page 3 of 4 HS/EHS/EHS-CC Child Outcomes/Assessment Results for Spring 2019-2020- Susie Mashburn, Education Specialist: Mrs. Mashburn stated that due to the closure of classrooms during the Covid Pandemic of 2020, outcomes data is not available. Teachers used phone, Facebook, and FaceTime to communicate with parents/children. Teaching packets, Google Classrooms, Splash Math, Ready Rosy, and other online learning platforms were used for distance learning. When parents reported developmental and educational progress to teachers, they could discuss and plan new activities to further enhance learning.

Policy Council Training: School Readiness and Transitioning-Susie Mashburn and Rita Burke: Susie Mashburn, Education Specialist provided a slide and overview of school readiness and answered questions from the council. Rita Burke, Disability/Mental Health Specialist provided a slide along with an overview of the transition process.

Policy Council Training: Leadership, Parent Participation, and Recruitment-Kacey Thomas, Professional Development Specialist & Sara Moore, ERSEA Specialist: Kacey Thomas presented a slide along with a discussion on Leadership and Parent Participation and Sara Moore provide a slide along with a discussion on the Recruitment process.

Consideration, Discussion and Vote to elect a Policy Council Member as a Liaison to Little Dixie Governing Board: Darla Galyon, HS/EHS/EHS-CC Director explained that the previous liaison could no longer serve therefore she had to resign. Darla Galyon then explained the role and responsibilities of the position and asked for volunteers/nominations. Patsy Guess, Nutrition Education Assistant with OSU Cooperative Extension Office and Community Representative volunteered to serve as liaison and with there be no other volunteers/nominations Jonna Reynolds made a motion approve and Sara Parsons 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 ended the school year with 425 children enrolled and attendance was 93.2% and that Early Head Start is fully enrolled with 48 children and attendance for EHS was 99.3%. Mrs. Moore reported that EHS-CC currently has 117 children and attendance is 94.7%. 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 program was actively recruiting and asked the council to help by spreading the word to family and friends. ii. Governing Board Report-Mattie Ferguson: 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 June, 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. vi. COVID-19 Updates-Darla Galyon, HS/EHS/EHS-CC shared with the council the operating procedures for parents brining their children and picking them up from the classroom/center. Some procedures mentioned were child’s temperature is taken at home, visual inspection of child for signs of illness, including flushed cheeks, rapid breathing, fatigue or fussiness. Staff and children over 2 years are encourage to wear Item CC Page 4 of 4 cloth face covering that covers nose and mouth when in the center. Children under the age of 2 shall not wear masks. All staff and children exhibiting any signs or symptoms should not attend the center until 24 hours symptom free without medication. Volunteers should not be inside facility until further notified, outside visitors should not be inside facility until further notified, essential visitors, such as those providing services directly to children, should be allowed upon prior approval from management team. All parents/guardians have gotten or will be given a copy of the complete Little Dixie Head Start Operating Procedures.

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, Sara Parsons 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 DD Page 1 of 2

Item DD Page 2 of 2

Item FF Page 1 of 23 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

Coronavirus Disease 2019 (COVID-19)

ACF-IM-HS-20-04 Head Start Transportation Services and Vehicles During the COVID-19 Pandemic Available in Spanish (español)

CARES Act Gives Extra $750 Million for Head Start Program (email) COVID-19 and the Head Start Community Online Book Culturally Responsive Supports for Children and Families During Social Distancing The Importance of Schedules and Routines Schedules and Routines at Home Services for Children with Disabilities Supporting Children's Learning and Development Through Summer Learning Programs Summer Learning for Children with IEPs and IFSPs Transition Tips for Reopening Infant/Toddler Programs Virtual Family Service Provision

Fiscal Management During the COVID-19 Emergency (webinar) Good Eating and Toothbrushing Practices at Home During COVID-19 (email) Helping Children Thrive During the COVID-19 Pandemic (video blog) Home at Head Start: Strategies for Supporting Families Experiencing Homelessness and Housing Instability During COVID-19 (email) Reaching Out to Press on CARES Act Funding (email) Staff Wages and Benefits: Flexibility Through Sept. 30 (email) In Spanish: ACF-IM-HS-20-03 Coronavirus Disease 2019 (COVID-19) Fiscal Flexibilities

Other News

A Father's Day Message During COVID-19 (video blog) Head Start Graduates of 2020, Ready to Soar to Great Heights (video blog) Head Start Heals Campaign: Partnering with Families to Address Domestic Violence (webinar) Promoting Healing and Resilience with Staff and Families (webinar) Supporting Families Impacted by Substance Use Disorders (webinar)

Importance of Strong Site Leadership in Head Start (video blog)

Federal Register Alerts and Grant Notices Item FF Federal Register Alert: Annual Updates to the Income-Contingent Repayment (ICR) Plan FormulaPage for 2 of 23 2020 – William D. Ford Federal Direct Loan Program (email) Grant Notice: Tribal Colleges and Universities Head Start Partnership Program Grants (email) Grant Notices from the Administration for Children and Families (email) T/TA Resources

Early Childhood Development, Teaching, and Learning

American Indian and Alaska Native 15-minute In-service Suite Materials Emergent Writing Math: Number Recognition and Subitizing STEAM

Designing Messy Play for Infants and Toddlers (Connecting Research to Practice Brief) Disabilities Services Newsletter No. 36: Meaningful Resources to Support Children with Disabilities (email) ELOF Effective Practice Guide (EPG)/Quality of Caregiver-Child Interactions for Infants and Toddlers (Q-CCIIT) Crosswalk Individualized Professional Development (iPD) Portfolio Online Book Course Catalog Frequently Asked Questions (FAQs)

Planned Language Approach (PLA) Introductory Video Research Based Literacy and Language Practices

Professional Learning Guides to Support Children Who Are Dual Language Learners Engaging with Families of Children Who Are Dual Language Learners Integrating Culturally and Linguistically Responsive Practices to Support Children Who Are Dual Language Learners Intentional Language Support for Children Who Are Dual Language Learners

Responsive Learning Environments (podcast) Science, Technology, Engineering, Art, and Math (STEAM) for Everyone (webinar in the Highly Individualized Practices Series) Teacher Time Series Exploring Engineering with Preschoolers (webinar) Exploring Technology with Preschoolers (webinar)

Transition to Kindergarten: Resource Guide In Spanish Education Manager Planning Calendar Get Ready for Kindergarten! Activity Calendar for Families Get Ready for Kindergarten! Activity Calendar for Educators

Health

Brush Up on Oral Health: Anesthesia and Sedation Used for Oral Healthcare

Parent, Family, and Community Engagement

Building Foundations for Economic Mobility Newsletter: June 2020 (email) Building Partnerships with Families Series Engaging with Families in Conversations About Sensitive Topics Item FF Preparing for Challenging Conversations with Families Page 3 of 23

Celebrate Fathers in Head Start and Early Head Start Programs Five Ways Fathers Support Their Child's Learning Every Day Tools for Planning Community Partnerships Transition to Kindergarten: Engaging Families – Aggregating and Sharing Data About Children's Progress During the Transition to Kindergarten (email)

Professional Development

Home-Based Coaching Considerations (webinar in the Coaching Corner series) Instructional Leadership for Early Learning Environments (webinar in the Education Manager Series) Instructional Support, Part 2: Engineering and Math Early Learning (podcast in the Supporting STEAM Learning Series) Selecting Quality Online Professional Development (video)

Program Management and Fiscal Operations

Leadership and Governance (Learning for New Leaders: Head Start A to Z Series) In Spanish Eligibility, Recruitment, Selection, Enrollment, and Attendance (ERSEA)

Prioritizing Eligibility and Meeting the Greatest Need Developing Effective Recruitment Services Thoughtful Selection Policies and Procedures Maintaining Full Enrollment Encouraging and Supporting Regular Attendance

Pandemic Programmatic and Community Update Upcoming Events for July

July 14: Infant/Toddler Webinar Series: What You Need to Know About Safe Sleep July 15: Collaborating Actively in Meaningful Planning (CAMP) Series: Session 3 July 16: PLA Series: Updating Classroom Language Models in a Planned Language Approach July 21: Inclusion Series: Inclusion Resources to Boost Professional Development July 22: Coaching Corner Series: Coaching Supports to Address Behavior Management July 22: CAMP Series: Session 4 July 23: Promoting Health and Safety Through Child Care Health Consultation: Responding to the Challenge of COVID-19 July 24: Making the Most of MyPeers July 24: MyPeers Orientation July 28: Culturally Responsive Parent Engagement July 29: CAMP Series: Session 5 July 29: Partnering with Families to Build Economic Security During Emergencies July 30: Stories of Healing and Resilience from Native Communities During Challenging Times

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).

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

Eligibility, Recruitment, Selection, Enrollment & Attendance Children for the 2020-2021 school year are currently being enrolled in Head Start. Classes begin as soon as August 3, 2020 this year. With COVID-19 making some parents/guardians hesitant about sending their children back to school, we have offered them the opportunity to distance learn. Openings are still available in all locations within the three-county service area. Early Head Start only has a couple of openings at this time, which we are in the process of filling. We are currently in the process of filling several vacancies at Early Head Start – Child Care also. We are still actively recruiting and placing children on the waiting list for all three programs.

Family & Community Engagement Teaching staff have been reaching out to families to assist as needed during the COVID-19 pandemic. Preparations were made to begin virtual Parent Meetings and Dad’s Day beginning in August. Activities will be sent to parents to be done with their children at home.

Nutrition Preparations for the 2020-2021 school year have been completed. Early Head Start and Early Head Start – Child Care Folder checks are under way for the 3rd Quarter. Nutrition Folder Checks will look much different this year with COVID-19. One we are able to travel to centers for the 1st semester Head Start folder checks the Nutrition Specialist and Assistant will address any special diets that require accommodations and also assess the growth assessment for child regarding their BMI. New Menus for the 2020-2021 school year have been sent to the Registered Dietitian to make sure of nutrition soundness and that they meet the requirements for the Child and Adult Care Food Program. Once they are sent back with an approval they will be disbursed to each center within Head Start, Early Head Start, and Early Head Start-Child Care.

Education July was a busy month. Transitioning to our new building has been exciting. Pre-Service was a new experience, as specialists presented via video. Presentations and Teacher Packets were sent to teaching staff, instead of the usual in person Pre-Service. A TSGOLD presentation was made to the LDCAA Governing Board and Policy Council. The Policy Council also received a presentation on School Readiness. We have been assisting teachers as they have many questions about classrooms, online learning, and COVID-19 safety.

AmeriCorps Program The Little Dixie School Readiness AmeriCorps Program is gearing up for a successful 2020-2021 school year. We have begun recruiting members and have started scheduling interviews. We continue to receive inquiries and applications daily. If you know of someone who may be interested, please have them call Cathrine Oliva at 580- 326-7581 for more information and an application.

Item FF Page 5 of 23

Health During the month of July employee Physical tracking continued. We have also continued to receive updates for Child Plus immunizations and Physicals received from centers. Updated Child Health folder forms were introduced during the Pre-Service via Zoom. Several employees attended the Little Dixie Wellness Event and had their Employee Physicals completed at that time. Promoting Health and Safety through Child Care Health Consultation Responding to the Challenge of COVID-19 Webinar attended for educational Health updates. One CPR class was held in July. New CPR/Choking posters and Infrared thermometers have been received for all classrooms across HS/EHS/EHS-CC.

Professional Development During the month of July, Little Dixie Head Start held their annual Pre-Service the week of July 20th. Pre-Service was done in a brand new way this year, due to the COVID-19 pandemic. Each specialist at the Head Start administration office pre-recorded their required trainings and saved the videos and hand out materials to a flash drive. Flash drives and materials were then hand delivered to each center so staff had the opportunity to get their required trainings in while still complying with social distancing protocol. Little Dixie Head Start was fortunate enough to be able to purchase In-depth training from Becky Bailey at Conscious Discipline, highlighting resilience in young children, and starting back to school under these unprecedented times. Head Start and Early Head Start/Early Head Start-CC were able to access videos in accordance to the age group they work with on a daily basis on the Conscious Discipline website, and corresponding books from Conscious Discipline were purchased for staff.

During our monthly Policy Council meeting, Professional Development presented on Leadership and Parental involvement in Head Start, highlighting the importance of parents who are actively involved in their children’s education by volunteering in the classroom and participating in the Policy Council Board.

Professional Development also scheduled a CPR training in July, in which 6 staff members received or renewed their Adult and Pediatric CPR and First Aid certifications. Tori Crawford and Paula Savoy instructed the class.

Disabilities/Mental Health/Transition Throughout the 2019-2020 year, there were 22 children that received services from Sooner Start. There were nine others that were referrals but did not qualify for services. Currently, there are 9 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. Seven 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.

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 37 students on IEPs that will be receiving services from the staff/consultants from the public schools. There have been 5 other referrals made to the public schools from the screenings from the 2019-2020 year that were done in the areas of vision, hearing, speech, and the developmental areas of motor skills, communication, problem solving, personal-social and social-emotional skills. As the new school year begins, all enrolled 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. Item FF Page 6 of 23

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 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 July, eight children were eligible for transition to the next level and may still be in the EHS or EHS-CC program due to the early dismissal of classes in March. The EHS-CC and the EHS center staff are providing curriculum to all participants either onsite or virtually.

Item FF Page 7 of 23

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

YEARLY TOTALS 32158 32803 41022 104826 June 2020 EHS Time and Attendance As of 6/30/20 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 59 2 61 36 1 37 24 0 1 6/7/2020 22 87.5% Hugo 24 24 12 12 12 1 0 22 90.8% Idabel 36 36 24 24 12 3 0 22 96.2%

TOTALS 119 2 121 72 1 73 48 4 1 90.6% Page Item 8 of 23 FF June 2020 EHS-CC Time and Attendance As of 6/30/20 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 22 93.2% ELC-Broken Bow 36 3 39 16 3 19 20 2 3 6/7/2020 22 79.0% ELC-Hugo 23 23 12 12 11 2 0 22 90.9% ELC-Idabel 25 25 10 1 13 12 1 1 6/9/2020 22 100.0% ELC-Swink 13 13 5 5 8 2 0 22 86.2% Cabbage Patch 26 26 16 2 18 8 1 2 6/21/2020 17 66.7% The LearningTree 58 4 62 18 4 22 40 2 4 6/21/2020 22 92.2% Turner Learning 16 1 17 5 1 6 11 3 1 6/21/2020 22 94.4%

TOTALS 211 8 219 88 11 101 118 13 11 88.9% Page Item 9 of 23 FF Item FF Page 10 of 23 Data Analysis Report Summary June 2020

Disabilities IEP/IFSP –

30%

25%25%25%25% Aug-19 25% 23% 25% Sep-19 22% 21%21% Oct-19 20% Nov-19 Dec-19 15% 14% Jan-20 Feb-20 10% 8% 8%8%8% 8%8% 7% Mar-20 6% 6%6%6% 6% 8% 5% 5% Apr-20 5% 4%4%4%4% 4%4% 2% May-20 0% Jun-20 0% Head Start EHS EHS-CC

Attendance 120 Aug-19 99.6 100 94.7 93.2 95.5 Sep-19 99.3 90.5 89 90.6 90.590.388.587.8 88.9 84.886.585.385.2 85.3 86.8 86.7 85.187.1 85.186.2 93.2 82.281.5 Oct-19 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 EHS EHS-CC Head Start

*Attendance for April & May 2020 show children actively engaged with Distance Learning. Item FF Page 11 of 23

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 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 2020. Item FF Page 12 of 23

Insurance Proposal

Prepared for:

Little Dixie Community Action Agency, Inc.

Effective: 8/4/2020

Presented by: Brad Shelton Item FF Page 13 of 23 Little Dixie Community Action Agency, Inc.

TABLE OF CONTENTS Table of Contents...... 2 Dependable Professional Driven ...... 3 Tedford Executive Team...... 4 Little Dixie Community Action Agency, Inc. Team...... 5 Additional Lines ...... 6 When to Notify Tedford Insurance ...... 7 Our Locations...... 8 Policy Information ...... 9 Location Schedule ...... 9 Directors & Officers Liability...... 10 Employment Practices Liability...... 10 Fiduciary Liability...... 10 Premium Summary...... 11 Important Notice regarding Contract Review and Certificates of Insurance ...... 12

This presentation is designed to give you an overview of the insurance coverages we have quoted your company. It is meant only as a general understanding and should not be construed as a legal interpretation of the insurance policies that will be written for you. Please refer to your specific insurance contracts for details on coverages, conditions, and exclusions.

Page 2 of 12 Item FF Page 14 of 23 Little Dixie Community Action Agency, Inc.

DEPENDABLE PROFESSIONAL DRIVEN

WHO WE ARE… Tedford Insurance was established in 1978 to George and Kay Tedford. George Tedford had a single goal: providing sound insurance advice and coverage. George believed in the power of relationships; he knew the level of trust and responsibility that comes with this profession. He felt his value was in the process not the product. George Tedford passed away in 2004. The passion he had is still alive in the legacy of Tedford Insurance. His son, and owner, Mark Tedford leads a team of over 50 employees many of whom worked alongside his dad so many years ago. Mark tends to clients personally, as well as leads the staff. He takes every opportunity to mentor other employees, sharing the same wisdom his father shared with him as he learned the family business. Forty years later it’s still about more than selling insurance.

WHY WE ARE IN BUSINESS… At Tedford Insurance, we are passionate about protecting dreams. As a 2nd generation business owner, Mark, understands what’s at stake for a business owner. He believes every insurance solution should be customized to fit the needs of the business. Many other insurance agencies commoditize their products. They bundle policies and offer a generic cookie cutter solution based on what they think you need. We reject this product-driven business model. Instead, Tedford Insurance is people-driven. Our priority isn’t to push a product, but to truly understand your business and what drives your success. Customizing a coverage plan that protects the vision of your company, its assets and its people is what we mean when we say, “protecting dreams”.

Page 3 of 12 Item FF Page 15 of 23 Little Dixie Community Action Agency, Inc.

OUR CORE VALUES… Our core values are not lofty goals that we someday hope to achieve. They already exist at Tedford Insurance. These are our “non-negotiables.” They are the ethos that define what it means to be part of Tedford Insurance.

 Dependable o We will be there when we say we will be there- for our customers and for each other o We will always do what we say we are going to do o Our work will be done right and on time

 Professional o We hold ourselves to high standards of personal and professional accountability o We are committed to being “students of the industry”, always working to hone our craft o We conduct ourselves in a manner that is respectful of ourselves, our agency, and our customers

 Driven o We will never lose an account because someone out-worked us o We strive to be the best and do what is necessary and right for the customer o We will strive for a sense of urgency TEDFORD EXECUTIVE TEAM

Mark Tedford Chief Executive Officer/Owner Phone: 918-299-2345 Email: [email protected]

Todd Waldeck Aaron Walton Chief Financial Officer Chief Operations Officer Phone: 918-299-2345 Phone: 918-299-2345 Email: [email protected] Email: [email protected]

Chad Ferguson Terri Eckel Director of Sales and Development Executive Administrative Assistant Phone: 918-299-2345 Phone: 918-299-2345 Email: [email protected] Email: [email protected]

Page 4 of 12 Item FF Page 16 of 23 Little Dixie Community Action Agency, Inc.

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC.TEAM

Risk Manager/Sales: Brad Shelton  Manages your account regarding service, marketing, and renewal Email: [email protected]  Coordinates meetings with the client and loss control, claims, etc. Phone: (918)299-2345 x83921  Proposes coverages and risk management techniques  Negotiates with companies on behalf of clients Account Manager/Service: Carla Carter, CIC  Point of contact for policy questions or changes Email: [email protected]  Certificates of Insurance Management- ISNet, Avetta, PICS Phone: (918)299-2345 x82937  Processes audits  Maintains all activity on the account

Page 5 of 12 Item FF Page 17 of 23 Little Dixie Community Action Agency, Inc.

ADDITIONAL LINES

PERSONAL LINES DEPARTMENT

 Auto insurance  Homeowners insurance  Life insurance  Umbrella policies  Specialty Lines (boats and other watercraft, motorcycles, RVs, motor homes, etc.)  Farm / ranch  Dwelling fire  Flood insurance

EMPLOYEE BENEFITS DEPARTMENT

 Group Medical, Group Dental, and Group Vision  Group Life and Voluntary Life  Long-Term and Short-Term Disability Plans  Voluntary Products and Payroll Deduction Programs  Section 125 Premium-Only Plans and Flex Spending Plans  Employee Assistance Programs  Wellness Programs  Retirement Plans {401(k) & 403(b)}

BOND DEPARTMENT

 Full Service Surety & Bond Department specializing in License and permit Bonds  Construction Contract Bonds

Page 6 of 12 Item FF Page 18 of 23 Little Dixie Community Action Agency, Inc.

WHEN TO NOTIFY TEDFORD INSURANCE

It is important that you keep us informed of changes which may impact your insurance program. The insurers have evaluated and accepted your risk based upon the information originally provided. Any changes to these conditions could have an impact in the event of a loss.

The types of changes may include, but are not limited to:

 A new mailing address, telephone, email, or other contact information

 A legal change in ownership or corporate structure

 Acquisition or creation of a new business or entity and/or mergers

 Moving your operations to a new location

 The purchase or construction of a new building; the alteration, remodel or demolition of an existing building; vacating the building

 Increase in value of a building or contents therein

 Removal of contents or stock to a new or temporary location

 Addition of vehicles or equipment, whether owned, hired, leased or borrowed

 Purchase or rental of aircraft or watercraft

 Addition of new drivers

 Operations in states you’ve previously not been working

 Personnel traveling out of the country on business

 A change in your business focus, business operations or building occupancy

 The addition, alteration or temporary disconnection of your fire or burglary protection systems

 Changes to your Board of Directors, CEO, COO

 Changes in ERISA Plan assets

 An accident, injury, or incident that may give rise to a claim against your insurance

Page 7 of 12 Item FF Page 19 of 23 Little Dixie Community Action Agency, Inc.

OUR LOCATIONS

CHANDLER CLAREMORE

907 Manvel Avenue 1330 West Will Rogers Boulevard Chandler, OK 74834-3851 Claremore, OK 74018 Phone: 405-258-1332 Phone: 918-341-2362 Toll Free: 800-852-9062 Fax: 918-341-0576 Fax: 405-258-2636

DRUMRIGHT JENKS

330 E Broadway St. 121 East Main Street Drumright, OK 74030 P.O. Box 1050 (mail) Phone: 918-352-3779 Jenks, OK 74037-3954 Phone: 918-299-2345 Toll Free: 800-852-9062 Fax: 918-299-5441

MCALESTER MUSKOGEE 110 North 3rd Street 322 E. Wyandotte Muskogee, OK 74401-6603 McAlester, OK 74501 Phone: 918-682-1991 Phone: 918-423-0595 Fax: 918-683-8334 Toll Free: 800-852-9062 Fax: 918-423-8883

OKLAHOMA CITY

1900 NW Expressway, Suite R-117 Oklahoma City, OK 73118 Phone: 405-608-2750

Page 8 of 12 Item FF Page 20 of 23 Little Dixie Community Action Agency, Inc.

POLICY INFORMATION Policy # Term Carrier Line of Business PHSD1557944 08/04/2020 - 08/04/2021 Philadelphia Insurance Co. Directors and Officers

NAMED INSURED Name: Little Dixie Community Action Agency, Inc.

LOCATION SCHEDULE Loc # Bldg # Description Address City State Zip 00001 00001 Office 209 N 4th Hugo OK 74743

Page 9 of 12 Item FF Page 21 of 23 Little Dixie Community Action Agency, Inc.

DIRECTORS &OFFICERS LIABILITY EMPLOYMENT PRACTICES LIABILITY FIDUCIARY LIABILITY

COVERAGE WRITTEN ON: Coverage Type Occurrence/Claims Made Claims Made

Retroactive Date: D&O: 8/4/2006 EPLI: 8/4/2006 FID: 8/24/2012

COVERAGE DETAIL Limits Coverage Descriptions Deductible Deductible Type 3,000,000 D & O Liability 10,000 Per Claim 3,000,000 Employment Practices Liability Coverage 10,000 Per Claim 1,000,000 Fiduciary 5,000 Per Claim

Page 10 of 12 Item FF Page 22 of 23 Little Dixie Community Action Agency, Inc.

PREMIUM SUMMARY

Description of Coverage Expiring Premium Renewal Premium (Includes fees/tax where applicable) Directors & Officers Liability $ 11,009.00 $ 10,795.00 Employment Practices Liability $ 4,280.00 $ 5,724.00 Fiduciary Liability $ 938.00 $ 938.00 Total Estimated Annual Premium $ 16,227.00 $ 17,457.00

*All quoted premiums are annual estimates and may change due to year end audits or mid-term policy changes.

Page 11 of 12 Item FF Page 23 of 23 Little Dixie Community Action Agency, Inc.

IMPORTANT NOTICE REGARDING CONTRACT REVIEW AND CERTIFICATES OF INSURANCE

You may, on occasion, find yourself submitting a copy of a contract to our office when requesting a certificate of insurance. The purpose of this notice is to clarify our position regarding these contracts.

While the contract often outlines required insurance, it does not go into specific coverage detail. Additionally, the actual coverages afforded under your policy are subject to many limitations, conditions, and exclusions. Sometimes your coverage may not meet the required specifications due to pricing considerations wherein you elected not to carry broader insurance, or it may simply be that the contract asks for certain provisions or indemnifications for which there is no such coverage available.

Many contracts ask that an additional insured endorsement be added to your policy in favor of the other party. This is a very complicated endorsement and it varies greatly from insurance carrier to insurance carrier. Often times reference is made to the existence of a valid “insured contract” in order to trigger coverage under the additional insured endorsement. Depending upon the language within the contract, it may either positively or negatively modify the way in which the additional insured endorsement responds. Thus, we are unable to provide any definitive interpretation of such.

If you would like to continue to forward copies of your contracts with your certificate requests, we’ll be happy to review them for limit requirements and other relevant information relating to policy terms and conditions, however, please do not construe our review of the contract and issuance of a certificate as a guarantee that the policy is in compliance with the contract, nor that responding coverage will be available for any or all claims submitted under the policy. We are not legal experts so it is strongly suggested that you have your attorney review all contracts along with your insurance policies, including all related endorsements that modify or change the coverage.

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