Board of Directors Meeting

Our Mission:To improve the lives of low-income individuals and families

through service and collaboration leading to self-sufficiency.

Little DixieCommunity Action Agency, Inc.

J U N E 1 1 , 2 0 1 9 • 1 0 : 0 0 A M

H O M E O W N E R S H I P C E N T E R

5 0 0 E A S T R O S E W O O D - H U G O , O K L A H O M A

1

Little Dixie Community Action Agency, Inc.

Board of Directors and/or Executive Committee Meeting

Tuesday, June 11, 2019 10:00 a.m.

HomeOwnership Center 500 East Rosewood Hugo, Oklahoma

AGENDA

A. Call to Order and Invocation

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

C. Client Testimonial: Faces of Transit

D. Finance/Audit/Loan Committee Report

Consent Docket - The following items of business indicated by brackets (E and F, G, H) 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have discussion about at the meeting or withdrawn from the Consent Docket and handled individually in order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.

E. Consideration, Discussion, and Vote to Approve May 2019 Regular Meeting Minutes

(Organizational Standards – Category 5, Standard 5.5)

F. Consideration, Discussion, and Vote to Approve April 2019 Financial Reports; Distribution

of May 2019 Financials for July 2019 Consideration and Vote (O.S. 8.7)

G. Consider Submission of Resolutions/Grant Applications, Vote to Approve – $1,502,000

1. State Farm Neighborhood Assist® Grant Application to State Farm

® - $25,000

2. Delinquency Prevention Formula Grant Application (Continuation - Year 3) to the Oklahoma

Office of Juvenile Affairs – State Advisory Group - $40,000

3. FY 2019 Enhancing Community Responses to the Opioid Crisis: Serving Our Youngest

Crime Victims Grant Application to the U.S. Department of Justice, Office for Victims of

Crime - $750,000

4. Learning Communities Grant Application to NeighborWorks® America - $10,000

5. Strategic Investment Fund Grant Application (Round II) to NeighborWorks® America -

$50,000 6. Drug-Free Communities Support Program Grant Application (Competing Continuation) to

the Substance Abuse and Mental Health Services Administration - $625,000

7. FY 2019 Community Initiatives Peer Learning Site Visit Grant Application to

NeighborWorks®

America - $2,000

H. Consider Acceptance of Grants/Contracts/Awards, Vote to Approve – $500

1. 2019 NeighborWorks Week Grant Award from NeighborWorks® America - $500

I. Consideration, Discussion, and Vote to Approve Signing of Proclamation Recognizing June

as National Homeownership Month

J. Discussion Concerning Filed Lawsuit Against LDCAA

K. Update Regarding Agency Name

Item A Page 1 of 2

2

L. Consideration, Discussion, and Vote to Approve Phase 1 of 2018-2019 Self-Assessment Plan

M. Consideration, Discussion, and Vote to Approve Submission of 2019-2020 Transportation

Waiver for the Head Start Program

N. Board Training: Results Oriented Management and Accountability (O.S. 5.7)

O. Board Training/Programmatic Report: HS/EHS/EHS-CC Monitoring Protocol (O.S. 5.7, 5.9)

P. Board Training/Programmatic Report: Eligibility, Recruitment, Selection, Enrollment, and

Attendance (ERSEA) Training on HS/EHS/EHS-CC Eligibility (O.S. 5.7, 5.9)

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

R. National Community Action Month Update (O.S. 5.9)

S. National NeighborWorks Week Update (O.S. 5.9)

T. Recognition of June 2019 Employee of the Month:

Carolyn Whitley, Mentor Coach – Head Start, Early Head Start, EHS-Child Care Programs

U. Recognition of Service Awards

Five Years: Cynthia Hamilton, Teacher Aide – Head Start Program

V. Other Reports/Announcements/Correspondence: HHS Communication and Guidance

Report; HS/EHS/EHS-CC Program Summary Report; USDA Meals and Snack Report;

HS/EHS/EHS-CC Enrollment/Attendance Report; HS/EHS/EHS-CC Data Analysis Report;

Program Spotlights (O.S. 5.9)

W. Consideration, Discussion, and Vote on New Business (Not known about or which could not

have been reasonably foreseen prior to time of posting the Agenda. Okla. Stat. Title 25 § 311)

X. Consideration, Discussion, and Vote to Adjourn

Posted: _________________________ Date: __________________ Time: __________

Item A Page 2 of 2

1

LITTLE DIXIE COMMUNITY ACTION AGENCY, INC.

209 NORTH 4TH

STREET

HUGO, OKLAHOMA 74743

MINUTES

BOARD OF DIRECTORS MEETING

May 14, 2019

LDCAA HomeOwnership Center - Hugo, Oklahoma

The Board of Directors of Little Dixie Community Action Agency, Inc. met in a regular

meeting session on Tuesday, May 14, 2019 at 10:08 a.m. The meeting was held at the LDCAA

HomeOwnership Center, located at 500 East Rosewood in Hugo, Oklahoma.

The meeting was called to order by Chairman Brent Franks.

The Invocation was given by Board Member Andrea Henkel.

Roll Call was taken and a quorum was established (18 members present, 7 absent). The

following members were present: Brad Burgett, Melissa Cress, Brent Franks, Trilla Frazier, Jim

Freeny, Andrea Henkel, Sharon Jernigan, Sandra Meeks, Dwight Satterfield, Leah Savage, Wade

Scott, David Smith, William Smith, Randy Springfield, Vicky Wade, Ashley Whisenhunt,

Harolynn Wofford, and Marcia Wright. The following members were absent: Jimmy Brandon,

Kevin Cory, Clinton Crawley, Tina Foshee-Thomas, Walt Frey, David Hawkins, and Vickie

Leathers. In addition, the following LDCAA employees and visitors were present: Stella

Dennis, Dawn McDaniel, Mattie Ferguson, Darla Galyon, Jordan Mack, Rhonda Teague, Sheila

Pierce, Olivia Barnett, Sharon Pennell, Sheree Ensley, Johnny Moffitt, Macy Self, Rebecca

Reynolds, Amber Duncan, and Kathy James.

Rebecca Reynolds, Executive Director, presented the Board with “Oklahoma Faces of

Transit” printed cards. These client and staff testimonials on behalf of Little Dixie Transit are

being disseminated to the public in order to raise awareness of the program and services offered.

Each card provides a breakdown of public transit’s economic impact in Oklahoma, as well as a

first-hand accounting of how transit is needed and utilized by residents in LDCAA’s tri-county

area. More information on this initiative and participating programs across Oklahoma can be

found online at OkFacesOfTransit.com.

William Smith, Secretary/Treasurer, provided the Board with the Finance/Audit/Loan

Committee Report. The Finance/Audit/Loan Committee met on May 14, 2019 at 9:10 a.m. The

Committee received a status report on all active loans; some delinquent loans have been paid in

full or brought current. There were no new loan applications to present. The Committee

approved the agency’s Financial Reports for March 2019, and recommended approval of the

Financial Reports by the Governing Board. The Committee was presented with the proposed

updates to the LDCAA Procurement Policy, and voted to recommend approval of the updates by

the Board.

Item E Page 1 of 9

2

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.

Brent Franks, Chairman, requested the Board’s consideration, discussion, and vote to

approve the April 2019 Regular Meeting Minutes and the March 2019 Financial Reports; the

April 2019 Financials were distributed for consideration and vote at the June 2019 Board

Meeting (Organizational Standards – Category 5, Standard 5.5; Category 8, Standard 8.7). The

April 2019 Board Meeting Minutes presented contained an error on page 7, stating the time of

adjournment as 12:14 a.m. Instead, the last sentence on page 7 should state “The Regular

Meeting adjourned at 12:14 p.m.”, as reflected on the May 14, 2019 Voting Record. A motion

was made by Andrea Henkel and seconded by William Smith to approve the April 2019 Regular

Meeting Minutes and the March 2019 Financial Reports, with the correct adjournment time of

12:14 p.m. to be noted on the signed Meeting Minutes. The roll call vote was as follows: Yes

14; No 0; Abstain 3. The motion carried. The Voting Record is attached (Items E & F).

CONSIDER SUBMISSION OF RESOLUTIONS/GRANT APPLICATIONS

1. Microloan Program - Technical Assistance Grant Application to the U.S. Small Business

Administration in the amount of $5,704; if awarded, these funds will be used to

supplement the Loan Officer’s salary and associated expenses.

2. PY’ 19 Department of Energy Weatherization Assistance Program Grant Application to

the Oklahoma Department of Commerce/Community Development in the amount of

$77,878; if awarded, these funds will be used to support LDCAA’s Weatherization

Program. Of the total awarded, $9,788 will be used for administration costs, and the

remaining $68,090 will be used directly to improve the homes receiving weatherization

services.

3. 2019 NeighborWorks Week Grant Application to NeighborWorks® America in the

amount of $500; if awarded, these funds would be used to implement a NeighborWorks

Week Project the week of June 1-8, 2019 at Hugo Lake State Park. The award will be

used primarily for marketing the event and supplies, as most of the accomplishments will

be achieved by the donation of time and labor by the community.

4. FY 2019 Community Services Block Grant Application (3rd

and 4th

Quarter Allocations)

to the Oklahoma Department of Commerce/Community Development in the amount of

$113,319; if awarded, this allocation of funds will be used primarily for salary and

operational support for several agency programs, including Housing, Court Appointed

Special Advocates (CASA), Mentoring, Retired and Senior Volunteer Program (RSVP),

and LDCAA Administration.

5. Second Chance Act Comprehensive Community-Based Adult Reentry Grant Application

(Category 1) to the U.S. Department of Justice, Bureau of Justice Assistance in the

amount of $1,000,000; if awarded, these funds will be used to implement a new reentry

program for incarcerated individuals due to be released who are returning to the tri-

county area. The program will provide case management, education and services linkages

in order to facilitate a smooth, successful reentry process for participants.

Item E Page 2 of 9

3

After discussion and Board Member input with regards to the applications presented, a

motion was made by Brad Burgett and seconded by Jim Freeny to approve the submission of

resolutions and/or grant applications in the amount of $1,197,401 presented as listed on the

Consent Docket. The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion

carried. The Voting Record is attached (Item G).

CONSIDER ACCEPTANCE OF GRANTS/CONTRACTS/AWARDS

1. Section 5339(b) – Bus and Bus Facilities Discretionary Program Award from the

Oklahoma Department of Transportation in the amount of $161,329; these funds will be

used to purchase 10 ADA six-passenger minivans, to replace high mileage units in the

existing fleet which are approaching or have exceeded 200,000 odometer miles.

2. FY 2019 Supplement Award (Cost-of-Living Adjustment - Head Start/Early Head Start)

from the U.S. Department of Health and Human Services, Administration for Children

and Families in the amount of $64,752; this funding will be used to provide LDCAA’s

Head Start/Early Head Start staff with a 1.77% COLA increase for the Budget Period of

12/1/2018 - 11/30/2019. The COLA will serve to increase salaries and fringe benefits in

an effort to ensure retention of experienced, qualified staff and overall program quality.

The 1.77% COLA also reflects an increase in the hourly rate of pay for each employee

and a permanent increase of 1.77% in the Head Start/Early Head Start pay scale. The

total COLA Federal Request will be matched with $16,188 in Non-Federal Share funds.

3. Signature Cause Grant Award from the International Paper Foundation in the amount of

$15,000; of this total, $14,000 will be used to increase the food supply at four food banks

in LDCAA’s service area (Sharing Hope in Hugo – Hugo, OK; First Baptist Church Food

Bank – Antlers, OK; Gracefully Yours – Broken Bow, OK; Hand to Hand – Idabel, OK).

The remaining funds will be used for the Retired and Senior Volunteer Program’s

administrative operations (i.e. travel, printing, supply expenses) to facilitate the

collaborative effort with the four food bank partners, which also serve as volunteer sites

for the program.

4. FY 2019 CSBG Award (3rd

and 4th

Quarter Allocations) from the Oklahoma Department

of Commerce/Community Development in the amount of $113,319; these funds represent

the core funding source to support Community Action Agencies and other CSBG-funded

organizations whose primary mission is to address and alleviate poverty within their

communities. This allocation of funds for the 3rd

and 4th

Quarters will provide salary and

operational support for Housing, LDCAA Administration, Mentoring, CASA, and RSVP.

The total amount of CSBG funding awarded for FY 2019 is $226,638.

A motion was made by Brad Burgett and seconded by Wade Scott to approve acceptance

of grants, contracts, and awards in the amount of $354,400 as presented and listed on the

Consent Docket. The roll call vote was: Yes 17; No 0; Abstain 0. The motion carried. The

Voting Record is attached (Item H).

Rebecca Reynolds, Executive Director, requested the Board’s consideration, discussion,

and vote to approve the signing of a Proclamation recognizing May as National Community

Action Month. Reynolds also provided the Board of Directors an overview and history of

Community Action, and reviewed LDCAA’s History, Mission, Vision, and Values

(Organizational Standards – Category 5, Standard 5.7). A motion was made by Harolynn

Item E Page 3 of 9

4

Wofford and seconded by Randy Springfield to approve the signing of a Proclamation

recognizing May as National Community Action Month. The roll call vote was as follows: Yes

17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item I).

Sheree Ensley, Accounting Supervisor, requested the Board’s consideration, discussion,

and vote to approve updates to the LDCAA Procurement Policy (Organizational Standards –

Category 8, Standard 8.11). These updates, regarding protest procedures, are being proposed

following guidance received during program monitoring conducted by the Department of

Education. A motion was made by William Smith and seconded by Trilla Frazier to approve the

updates to the LDCAA Procurement Policy as presented. The roll call vote was as follows: Yes

17; No 0; Abstain 0. The motion carried. The Voting Record is attached (Item J).

Kathy James, Senior Program Planner, requested the Board’s consideration, discussion,

and vote to approve submission of a Budget Revision Request for the Early Head Start-Child

Care Partnership Program for Fiscal Year 2018 (8/1/2018–7/31/2019). The revised funding

proposed under this Amendment request will support the replacement of gas heat/air units with

new electric units, as well as associated electrical service work at the LDCAA center in Idabel

that provides Head Start, Early Head Start, and Early Head Start-Child Care Program services.

The total cost for these necessary improvements will total $24,983.72. Since the three programs

jointly share the Idabel facility, the total costs for the proposed improvements will be divided

equally under Amendment request ($24,984 total cost 3 programs). Therefore, the expense

incurred by each program to implement these facility improvements will equal $8,328. This

Amendment submission will also include a Non-Federal Share Waiver Request for the program

overall for FY 2018 in the amount of $52,000. If approved, the EHS-CC Program would only be

required to provide $6,203 in Non-Federal Share Match during the budget period of 8/1/2018–

7/31/2019. A motion was made by Randy Springfield and seconded by Brad Burgett to approve

submission of a Budget Revision Amendment (to include the Non-Federal Share Waiver

Request) for the Early Head Start-Child Care Program for the period of 8/1/2018–7/31/2019.

The roll call vote was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting

Record is attached (Item K).

Kathy James, Senior Program Planner, requested the Board’s consideration, discussion,

and vote to approve submission of FY 2019 Supplement Applications for Program Improvement

and associated Non-Federal Share Waiver Requests for the Head Start, Early Head Start, and

Early Head Start-Child Care Partnership Programs. The proposed one-time Supplemental funds

will be used to renovate a building owned by LDCAA. If awarded, these renovations would

allow the building to be re-purposed as the new Head Start, Early Head Start, and Early Head

Start-Child Care Partnership Administration building and programmatic center of operations. As

such, the total cost of the renovations would be divided equally among the three programs. The

building would house all management staff, while also being utilized for staff trainings,

programmatic meetings, and other such activities. The total cost for the Program Improvement

project will be $245,034, with the costs split equally between the three programs ($81,678 each).

If approved, the total Non-Federal Share to be waived will be $61,259. Since the project is being

divided equally between the three programs, the Waivers submitted on behalf of Head Start,

Early Head Start, and EHS-Child Care will total $20,420 each. A motion was made by Andrea

Henkel and seconded by Sharon Jernigan to approve submission of the FY 2019 Supplement

Item E Page 4 of 9

5

Applications for Program Improvement and associated Non-Federal Share Waiver Requests for

the Head Start, Early Head Start, and Early Head Start-Child Care Programs. The roll call vote

was as follows: Yes 17; No 0; Abstain 0. The motion carried. The Voting Record is attached

(Item L).

Rebecca Reynolds, Executive Director, requested the Board’s consideration, discussion,

and vote to approve the Vision 20/20 Statement from the Small Business Initiative Guiding

Coalition. A motion was made by Wade Scott and seconded by Randy Springfield to approve the

Vision 20/20 Statement from the Small Business Initiative Guiding Coalition. The roll call vote

was as follows: Yes 16; No 0; Abstain 0. The motion carried. The Voting Record is attached

(Item M).

Darla Galyon, Head Start/EHS/EHS-CC Program Director, requested the Board’s

consideration, discussion, and vote to approve the Head Start/Early Head Start/EHS-Child Care

Organizational Chart. Revisions were necessary due to changes in staffing and positions within

the programs, including the addition of a Quality Assurance Advocate. A motion was made by

David Smith and seconded by Brad Burgett to approve the Head Start/Early Head Start/EHS-

Child Care Organizational Chart. The roll call vote was as follows: Yes 17; No 0; Abstain 0.

The motion carried. The Voting Record is attached (Item N).

Mattie Ferguson, Early Head Start-Child Care Assistant Director, requested the Board’s

consideration, discussion, and vote to approve the EHS-CC Program Training Plan. A motion

was made by William Smith and seconded by Trilla Frazier to approve the Early Head Start-

Child Care Program Training Plan. The roll call vote was as follows: Yes 17; No 0; Abstain 0.

The motion carried. The Voting Record is attached (Item O).

Rebecca Reynolds, Executive Director, provided the Board with an extensive review of

the results from the LDCAA Board Self-Assessment (Organizational Standards – Category 5,

Standard 5.7).

Rebecca Reynolds, Executive Director, facilitated discussion with the Board concerning

the agency’s name.

Rebecca Reynolds, Executive Director, facilitated discussion with the Board concerning

the Risk Assessment and Management Committee’s review of quarterly licensing reports for the

Head Start/Early Head Start/EHS-Child Care Programs. Following the discussion, it was decided

that the Committee would report to the Board on the status of the reports after each review.

Sharon Pennell, Fiscal Officer, provided Board Training over LDCAA Finances

(Organizational Standards – Category 5, Standards 5.7 and 5.9; Category 8, Standard 8.7). The

training covered the following topics: CSBG Organizational Standards – Fiscal Management;

Financial Oversight – Overall Agency Fiscal Status, Procedures, Practices, Transactions; and

Interpreting Financial Statements.

Macy Self, Administrative Assistant, provided a Board Training over CSBG

Organizational Standards (Category 5, Standards 5.7 and 5.9). Self provided a brief overview of

Item E Page 5 of 9

6

all the CSBG Organizational Standards, and then conducted an extensive discussion of Category

5 pertaining to Board Governance.

Sheila Pierce, Housing Director, provided the Asset Management Committee Report. The

Committee met on May 14, 2019 at 9:00 a.m. and reviewed the quarterly multi-family housing

reports. There has been a rent increase at Belmont and Clayton Place senior housing complexes.

There have been no new interested parties with regards to the purchase of Moyers Apartments.

Sheila Pierce, Housing Director, provided a Board Training/Programmatic Report over

Quarterly Housing Production for the period of 1/1/2019 – 3/31/2019, as reported to

NeighborWorks® America (Organizational Standards – Category 5, Standards 5.7 and 5.9).

Jordan Mack, Head Start/Early Head Start Assistant Director, provided a Board

Training/Programmatic Report over Head Start/Early Head Start/EHS-Child Care Monitoring

Protocol (Organizational Standards – Category 5, Standards 5.7 and 5.9).

Darla Galyon, Head Start/Early Head Start/EHS-Child Care Director, provided the Board

with the Head Start/Early Head Start/EHS-Child Care Policy Council Report (Organizational

Standards – Category 2, Standard 2.1; Category 5, Standards 5.7 and 5.9).

Rebecca Reynolds, Executive Director, provided the Board with an update on National

NeighborWorks Week, which will take place June 1 – 8, 2019. LDCAA will engage in both an

awareness campaign and, in keeping with tradition over the past 20 years, will hold a community

project. The awareness campaign will involve social media posts depicting achievements over

the past two decades that are a direct result of being a NeighborWorks Organization. The

community project will be held at Hugo Lake State Park on June 4 – 5, 2019, and will involve

cleaning up cabins, trails, and asphalt work. LDCAA expects at least 35 persons in attendance,

including staff, Board Members, and volunteers.

Rebecca Reynolds, Executive Director, recognized Sheree Ensley (Accounting

Supervisor, LDCAA Administration) as the May 2019 Employee of the Month.

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; Program Spotlights; and an update on the National Community Action

Month Celebration (Organizational Standards – Category 5, Standard 5.9).

There being no other business to come before the Board, a motion was made by Brad

Burgett and seconded by Andrea Henkel to adjourn the regular meeting. The roll call vote was as

follows: Yes 14; No 0; Abstain 0. The motion carried. Voting record is attached (Item CC).

The Regular Meeting adjourned at 12:19 p.m.

______________________________

William Smith, Secretary/Treasurer

Item E Page 6 of 9

Item E

Page 7 of 9

Item E

Page 8 of 9

Item E

Page 9 of 9

Item F Page 1 of 22

Item F Page 2 of 22

Item F

Page 3 of 22

Item F

Page 4 of 22

Item F Page 5 of 22

Item F Page 6 of 22

Item F Page 7 of 22

Item F

Page 8 of 22

Item F

Page 9 of 22

Item F Page 10 of 22

Item F Page 11 of 22

Item F Page 12 of 22

Item F Page 13 of 22

Item F Page 14 of 22

Item F Page 15 of 22

Item F Page 16 of 22

Item F Page 17 of 22

Item F Page 18 of 22

Item F Page 19 of 22

Item F Page 20 of 22

Item F Page 21 of 22

Item F Page 22 of 22

Utilizing the Outdoors to Teach STEM Concepts in Southeastern Oklahoma

The proposed project would utilize an outdoor classroom setting to address physical health,

math, science and engineering objectives, while also working to improve literacy learning. This

project would serve to create a significant resource for the five area school districts and would be

located at Hugo Lake State Park – a major draw for locals and tourists alike in Choctaw County.

Funding would be used to purchase developmentally-appropriate resources (tri-directional trough

system, magnetic water wheel, exploration table, rock wall, walking trail, etc.) to improve and

enhance the educational achievement levels of students in Choctaw County and surrounding

areas. Implemented at Hugo Lake State Park, these learning resources will benefit a large

population, given that the park serves over 100,000 visitors per year. The proposed project will

reinforce and support learning in the areas of math, science, engineering and technology, all

while promoting healthy living/lifestyles. Children visiting this hands-on, outdoor classroom will

be exposed to fundamental concepts that will lay the foundation for improving test scores. While

engaged in the outdoor classroom, children will also have access to a nature trail equipped with

identification signage highlighting exotic animals and areas of nature found in the park. Best of

all, learning can occur throughout the year.

Overall, the project will assist children in strengthening their foundation of key fundamental

concepts related to math, science, and literacy skills, while improving their general educational

achievement as well.

Item G1

Funding Entity: Oklahoma Office of Juvenile Affairs - State

Advisory Group on Juvenile Justice and

Delinquency Prevention

Funding Opportunity: Delinquency Prevention Formula Grant – Year 3

Amount Requested: $40,000

Agency Program: Victim and Youth Services Programs – Youth First

Data demonstrates the need for prevention programs in Oklahoma. These approaches

strengthen youth development and help build strong families. A lack of adequate

prevention and diversion programming leads to problems such as juvenile delinquency,

truancy, teen pregnancy, substance abuse and eventually high rates of incarceration in our

adult correction system. To address this lack of programming, the Oklahoma State

Advisory Group proposes: 1) prioritizing funding for primary prevention programs that

adequately develop effective partnerships with established community organizations; 2)

funding programs based on research that shows effective results; 3) establishing and

applying criteria for cost-effectiveness when funding programs; and 4) demonstrating

outcomes.

To this end, the State Advisory Group of the Oklahoma Office of Juvenile Affairs

provides funds for Prevention Formula Grants designed to reduce the incidence of

delinquency referrals from the youth population determined to be at-risk of becoming

delinquent. These risk factors include family issues, poor academic achievement, and

poverty.

With the Board’s approval, we are requesting $40,000 in funding for Year 3 of a three-

year Prevention Formula Grant from the Oklahoma Office of Juvenile Affairs. The goal

of this grant is to help prevent juvenile delinquency. This three-year grant funds a

delinquency prevention initiative within Little Dixie CAA’s Victim and Youth Services

Programs, which includes CASA (Court Appointed Special Advocates), Mentoring, and

the Victim Advocacy Services Program. The Youth First Project is led by a full-time

Coordinator, and involves multi-component child/family intervention strategies which

will help to ensure at-risk area youth and their families receive needed services and

support to counteract delinquency. The project targets youth ages 10 to 17 who reside

within Choctaw, McCurtain, or Pushmataha Counties. Components of the delinquency

prevention initiative that work to reduce family, peer group, and individual risk factors

include: case management; goal setting; family services; group activities/peer mentoring;

and education services. If awarded the grant for Year 3, funding will provide salary

support/fringe benefits for the Coordinator for one year, as well as needed supplies,

travel, and operating costs associated with the project.

Item G2

6/7/2019 GRANTS.GOV - Search Opportunities - View Grant Opportunity

https://www.grants.gov/web/grants/view-opportunity.html?oppId=316446 1/2

OVC-2019-15644 OVC FY 2019 Enhancing Community Responsesto the Opioid Crisis: Serving Our Youngest CrimeVictims

Department of Justice Office for Victims of Crime

« Back | Link

Apply Subscribe

Print Synopsis Details ?

General Information

Document Type: Grants Notice

Funding Opportunity Number: OVC-2019-15644

Funding Opportunity Title: OVC FY 2019Enhancing CommunityResponses to the OpioidCrisis: Serving OurYoungest Crime Victims

Opportunity Category: Discretionary

Opportunity Category Explanation:

Funding Instrument Type: Grant

Category of Funding Activity: Income Security andSocial Services

Law, Justice and LegalServices

Category Explanation:

Expected Number of Awards: 24

CFDA Number(s): 16.582 -- Crime VictimAssistance/DiscretionaryGrants

Cost Sharing or Matching Requirement: No

Version: Synopsis 1

Posted Date: May 28,2019

Last Updated Date: May 28,2019

Original Closing Date for Applications: Jul 11,2019

Current Closing Date for Applications: Jul 11,2019

Archive Date:

Estimated Total Program Funding: $18,000,000

Award Ceiling: $750,000

Award Floor: $0

Eligibility

Eligible Applicants: Others (see text field entitled "Additional Information on Eligibility" for clarification)

Additional Information on Eligibility: See solicitation.

Additional Information

Agency Name: Office for Victims of Crime

Description: The purpose of this solicitation is to address an urgent gap in crime victim services related to theopioid epidemic and to expand upon existing or establish new programs to provide services tochildren and youth who are victimized as the result of the opioid crisis. OVC anticipates that thissolicitation will support service providers in expanding their current scope and expertise toensure that children and youth�the most vulnerable victims impacted by the opioidcrisis�are supported as they heal from the impact of crime and substance abuse. OVC willconduct a pre-application webinar on June 10, 2019, at 1:00 p.m. e.t. Register atwww.ovc.gov/grants/webinars.html. Apply by July 11, 2019.

Link to Additional Information: Funding Opportunity

Grantor Contact Information: If you have difficulty accessing the full announcement electronically, please contact:

SYNOPSIS VERSION HISTORY RELATED DOCUMENTS PACKAGE

Item G3

Funding Opportunity: Learning Communities

Funding Entity: NeighborWorks America

Funding Amount: $10,000

Little Dixie Community Action Agency, Inc. is requesting the Boards approval to apply to

NeighborWorks America to participate in the Second Round of the Learning Community

Initiative. LDCAA is proposing to apply as a cohort organization within the topic area of

“Developing the Next Generation of Leaders.”

Within this topic area, DEVELOPING THE NEXT GENERATION OF LEADERS –

NeighborWorks America recognizes investment in meaningful youth participation at the

community and organization level helps to ensure that future generations have the tools

necessary for strong leadership and accountability within communities. This learning community

will focus on best practices and new strategies for developing the next generation of leaders in

communities and within LDCAA by identifying, training, and retaining youth leaders as

employees and citizens.

The younger population within LDCAA’s service area is declining. Based on data gathered

during community needs meetings and from interviews with leadership and others, this decline in

population is attributed in part to the economy. Young people in our communities leave to

obtain their secondary education goals and do not return and/or young people leave to find work

that pays livable wages.

A trend in in a declining population raises concerns over time. One concern is not having a pool

of qualified individuals to fill professional positions and leadership roles equating to loss of the

area’s next generation of leaders. Through this initiative, LDCAA hopes to learn strategies and

best practices from other rural communities that have experienced similar issues so as to ensure

for ongoing leadership within our service area.

Item G4

Funding Entity: NeighborWorks® America

Funding Opportunity: FY 2019 Strategic Investment Fund

Funding Amount: $50,000

Due Date: June 11, 2019

In an effort to continue providing a resource opportunity designed to be responsive to network

organizations’ current priorities and strategic goals, for FY 2019 NeighborWorks America is

again offering the Strategic Investment Fund (SIF).

Awarded grants will focus on supporting network organizations’ efforts to strengthen the

positive impact being made in communities through any of the following (in no particular

priority order):

• delivering new, innovative and/or increased services

• reaching into currently underserved communities (persons and/or places)

• collaborating with residents, stakeholders and/or other organizations

• improving the effectiveness and sustainability of organizations and/or the organization’s

programs and services

LDCAA is requesting Board Approval to submit an application to NWA for the Strategic

Investment Fund Opportunity. The request, for $50,000 will be used to support the existing

YouthBuild program through helping to fund the position of a job developer. LDCAA believes

this strategy will serve to increase success rates of YouthBuild program (YB) participants.

YouthBuild serves young people (ages 16-24) residing in Choctaw County by creating

opportunities to achieve educational and vocational goals. Participants gain knowledge and

skills, opening doors to opportunities. Participants represent at-risk high-school dropouts. Many

are involved in the criminal justice system, represent foster youth, are homeless, unemployed

and/or live below the federal poverty limits. Participants spend time in the classroom preparing

for their GED and at worksites gaining construction skills working collaboratively with the Self

Help Housing program. Addtionally, YouthBuild participants are provided opportunities to job

shadow with contractors (electricians, plumbers, brick layers, heat/air and more). The job

developer will serve to help link participants to construction industry and other employers in the

area. This employee will determine employment needs and participants vocational goals in the

area of construction and other unrelated fields. He/she will work with the local workforce board

to ensure participants are accessing all resources available to them. They will inform participants

and ensure for access to job fairs and work to raise awareness and establish protocols for hiring

YouthBuild participants upon program completion. This key position will serve to ensure

participants are able to continue to move forward with their vocational goals upon program

completion.

Successful applicants will be announced by September 30, 2019.

Item G5

Funding Opportunity: Drug Free Communities-Competing Continuation

Funding Entity: Substance Abuse and Mental Health Services Administration

Funding Amount: $625,000

Due Date: July 8, 2019

Little Dixie Community Action Agency, Inc. is requesting the Board’s approval to submit an

application to SAMHSA on behalf of the Choctaw County Coaltion (CCC) for the 2019-2024

DFC-Competing Continuation Funding Opportunity.

The Choctaw County Coalition (CCC) Drug-Free Communities Support Program serves

Choctaw County, Oklahoma. The goals of the DFC program are to establish and strengthen

community collaboration in support of local efforts to reduce and/or prevent substance use/abuse

among youth, grades 6th

through 12th

within five school districts in the county. The coalition will

achieve its goals working in coordination with Oklahoma Healthy Living program staff, a

division of the State Department of Health, utilizing the Strategic Prevention Framework Model

to assess needs; build capacity, plan and implement strategies and evaluate program outcomes.

Further, the CCC will involve and foster the Choctaw County Youth Coalition (YouCo!) and

Choctaw Nation Youth Advisory Board to promote diversity and youth input in activities and

strategies. Little Dixie Community Action Agency, Inc. (LDCAA) will be the fiscal agent/legal

applicant for the CCC DFC program. This will represent the second five-year Drug Free

Communities support program for the CCC with a project period of October 31, 2019 through

October 30, 2024. The first five-year funding period occurred from 2012-2017.

The CCC Drug Free Communities program will continue to implement the goals and objectives

developed by utilizing the Strategic Prevention Framework. The DFC will implement policy,

environmental, programmatic and infrastructure to reduce youth substance abuse through

collaborative efforts with other resource providers. Among the goals, objectives and strategies

are: The two goals of the DFC program are:

DFC Goal 1: Increase community collaboration and;

DFC Goal 2: Reduce youth substance use.

Applicants must identify two substances within their target area that will be the focus of the

project. The Choctaw County Coalition met on October 21, 2019 and upon a unanimous vote to

apply for the DFC-Competing Continuation application, they discussed at great length the

prevalence and concerns with various substances to include, tobacco, alcohol, marijuana,

opioids, methamphetamines, prescription drugs, and other drugs. Following their discussion,

they unanimously voted to focus on tobacco and marijuana. The CCC DFC project will serve 80

youth annually and 400 over the project period.

Item G6

Instructions for Community Initiatives Peer Learning Site Visits FY19

Purpose

NeighborWorks® Community Initiatives Programs (Rural, Community Stabilization, Healthy Homes & Communities, and Community Building & Engagement) are supporting peer learning opportunities for network organizations to further their work in comprehensive community development. Onsite visits will be designed to optimize learning and encourage adoption of impactful practices in comprehensive community development across the NeighborWorks network.

Host Sites Host sites have been selected based on the strength and relevance of specific comprehensive community development practices. These practices include models for:

• Financial Capability and Eviction Prevention

• Creative Use of Space and Place

• Innovative Rental Housing Solutions

• Addressing Persistent Poverty and Collective Impact

• Anti-Displacement Strategies

• Youth Engagement, Leading Change

• Health Equity and Social Determinants of Health

• Single-family Scattered Site Rental Solutions

• Resident leadership and Community Leadership Institutes

See the Peer Learning Site Visit Opportunities document for the list and description of the opportunities available in 2019.

Who participates and how This resource opportunity is open to NeighborWorks America network organizations. Selected organizations will send a visiting team of up to 3 individuals (with some flexibility based on host accommodation) to participate in a structured Peer Learning Site Visit of 1 to 2 days. Visiting teams will be selected by the end July 2019 to participate in a specific Peer Learning Site Visit to take place between September 2019 and April 2020. Actual dates of the visit will be set by the host site in consultation with the final visiting teams.

A visiting team is expected to include up to 3 individuals. Team composition should consider the following: • A staff person who is the chief implementer of the adopted practice;

• The chief implementer’s supervisor or another key senior leadership staff member who can

support implementation;

• Resident volunteers, staff of relevant partner organizations, key team members, board members or others who can serve as champions for the work or who are important to the adoption of the new practice.

Criteria for selection of visiting teams Decisions will be made on a first come, first serve basis as space allows. Please take into consideration the rationale for the site visit.

Item G7 Page 1 of 2

Resources available Each selected team will be provided with:

• Community Initiatives staff support for advance preparation to ensure the best possible

learning experience and follow up to the site visit

• At least a $2,000 stipend (with some flexibility based on demand) to contribute towards anticipated transportation and lodging costs for the team. Note: All travel arrangements will be made by the visiting team in collaboration with the host site. NeighborWorks America does not guarantee that the grant funds provided will be sufficient to cover 100% of the team travel costs.

Expectations of selected Visiting Teams* Organizations that are selected to participate in Peer Learning Site Visits will be expected to:

• Make their own travel arrangements in collaboration with the host organization

• Pay for expenses related to the site visit, including transportation and lodging that exceeds the

grant amount, meals en route, parking, cabs to and from the airport, etc. • Ensure full participation by the team in all activities included in the Peer Learning Site Visit.

• Provide feedback, including a site visit evaluation, to NeighborWorks’ Community Initiatives staff on the Peer Learning Site Visit experience to inform future rounds.

• Submit a written report to NeighborWorks America’s, due by May 2020, that describes the outcomes and impact of the Peer Learning Site Visit.

*failure to complete expectations may affect consideration in future rounds of Peer Learning

Anticipated timeline for FY19 Peer Learning Site Visits

May 15, 2019 Visiting Team Expression of Interest (EOI) template available to all network members via email.

June 7, 2019 Visiting Team EOI due to Elena Kaye-Schiess ekaye-

schiess@nw. (Must specify first and second choice for site visits).

June - July, 2019 Visiting team EOI reviewed; host sites and visiting teams recommended for approval

August 2019 Host site and visiting team stipends approved and announced

September 2019 Site visit plans set, dates finalized

September 2019 – April 2020

FY18 Peer Learning Site Visits take place (Each site visit will have fixed dates determined in advance.)

May 30, 2020 Peer Learning Outcome & Impact Reports due from Visiting Teams

For more information Contact Elena Kaye-Schiess

Senior Specialist, Rural Initiative ekaye-schiess@nw.org or 617-585-5041.

Item G7 Page 2 of 2

Funding Opportunity: National NeighborWorks Week

Funding Entity: NeighborWorks America

Amount: $500

NeighborWorks Week -June 1-8, 2019

LDCAA is requesting the Board’s approval to accept a $500 award from NeighborWorks

America for FY2019 NeighborWorks Week. Each June, NeighborWorks America and its

network of local organizations mobilize tens of thousands of volunteers, businesspeople,

neighbors, friends, and local and national elected and civic leaders in a week of neighborhood

change and awareness. Since its inception in 1983,

NeighborWorks Week showcases

how the NeighborWorks network

strengthens communities and

celebrates the collective impact as a

network.

Little Dixie Community Action

Agency, Inc. will be recognizing

National NeighborWorks Week

through two separate activities:

1)Implementation of a Social

Media campaign and 2) Hosting a

special community facility

improvement event.

The media campaign, which will occur June 1st – June 8th

will serve to raise awareness about

the impact that being a NeighborWorks Organization has at the agency and community level.

The campaign will utilize social media platforms to recognize a few of the various community,

leadership, housing, and other activities that have occurred over the past 20 years via LDCAA’s

partnership with NeighborWorks America.

The community facility improvement event will be held at Hugo Lake State Park on June 4th

and

June 5th 2019. LDCAA estimates to have approximately 35 people in attendance. Staff, Board

and Volunteers will engage in a road surface improvement event aimed at improving safety for

all visiting the park. The event is open to the public and lunch will be provided to all

participants. LDCAA will purchase shirts, signage, supplies and food. The $500 award from

NWA will support about 25% of the overall costs. The remaining funds of approximately $1,500

will be provided by LDCAA and Hugo Lake State Park non-federal funds. The labor for the

cleanup event will be completed by volunteers and has an estimated value of $2,500. In the event

of rain, the contingency plan will be to give a fresh look to the cabins with a new coat of paint on

exteriors doors. The infographs will represent data provided by management, housing staff,

community and economic development staff and will represent a compilation of various lines of

business.

Item H1

PROCLAMATION

WHEREAS, in 2002, President George W. Bush declared Homeownership as an important

part of the American Dream; and

WHEREAS, homeownership provides shelter and improves safety for families and their

children to prosper and thrive; and

WHEREAS, for many Americans, their home is an important financial investment, and a

great source of personal pride as well as an important part of community stability; and

WHEREAS, homeownership encourages individual responsibility and instills the importance

of building strong families; and

WHEREAS, in communities where homeownership prospers, neighborhoods become more

stable and civic-minded, schools are better, and crime rates decline; and

WHEREAS, due to resources available in America, more citizens own homes today than at

any other time in our history, but among low-income families especially, many are still unaware of the

opportunities available and the steps necessary to becoming homeowners.

As such, Little Dixie Community Action Agency, Inc. is working to provide all families in its service

area with the tools and information they need to overcome the barriers of becoming homeowners.

NOW, THEREFORE, the Board of Directors of Little Dixie Community Action Agency, Inc.

does hereby resolve to support the designation of June 2019 as

NATIONAL HOMEOWNERSHIP MONTH

and we urge all of our local citizens to join us in celebrating homeownership and recognizing its

importance in building strong communities and families.

IN WITNESS WHEREOF, signed this 11th day of June, 2019. _________________________________________ Brent Franks, Chairman Board of Directors Little Dixie Community Action Agency, Inc.

Item I

Little Dixie C.A.A., Inc.

Head Start/Early Head Start/Early Head Start-Child Care

Policy Council

400 South “K” Street

Hugo, OK 74743

May 28, 2019

MINUTES

The Little Dixie Community Action Agency’s Head Start/Early Head Start/EHS-CC

Policy Council met on Tuesday, May 28, 2019 at 10:30a.m. at 400 S. “K” Street in Hugo,

Oklahoma. Notice of time, place and agenda of meeting was posted within prominent view at

400 S. “K” Street, Hugo, Oklahoma twenty-four (24) hours prior to the meeting.

The meeting was called to order at 11:15 a.m. by Darla Galyon, HS/EHS/EHS-CC

Director, in the absence of the Chair and Vice-Chairperson. Members present were Erica

Norwood, Boswell I; Brittany Shufeldt, Horace Mann I; Sarah Chappell, Horace Mann III;

Jordyn Guest, Valliant I; Jane Rhodes and Jessica Bozeman, Community Representatives.

HS/EHS/EHS-CC staff present included: Darla Galyon, HS/EHS/EHS-CC Director;

Jordan Mack, HS/EHS Assistant Director; Mattie Ferguson, EHS-CC Assistant Director; Lori

Henry, Program Secretary; Susie Mashburn, Education Specialist; Nikki McAdams, Assistant

Education Specialist; Katelyn Nelms, Nutrition Specialist; Johonna House, Assistant Nutrition

Specialist; Sara Moore, ERSEA Specialist; Kim Weatherford Assistant ERSEA/Professional

Development Assistant; Rita Burke, Disability/Mental Health Specialist; Christina Merritt,

FCE/Disability Assistant; Marsha Zulkey, Health Specialist; Ronda Spear, Health Assistant;

Cathrine Oliva, AmeriCorps Specialist; Arron Mack, Professional Development Specialist;

Kacey Thomas, Quality Assurance Advocate; Brittany Schafer, LaRanda Vaughan and Monica

Nabors; Family Advocates.

Consideration and Vote to accept the Minutes from the April 16 2019 meeting: Brittany

Shufeldt made a motion to approve the minutes as written and Erica Norwood 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 Kacey

Thomas, Quality Assurance Advocate; Abigail Simpson, Substitute; Tiara Taylor, Substitute;

Tesia Pryor, Substitute; Savannah Ivey, Specialial Needs Aide; Shyloe Harvey, Idabel III TA to

Forest Grove TA; pursuant to LDCAA Okla. Stat. title 25, § 307(B)(1): Darla Galyon explained

the Executive Session process to the new members. No Motion was made to enter into

Executive Session.

Consideration, Discussion, and Vote to Adjourn Out of Executive Session and the

Regular Board Meeting Be Reconvened: Did not enter into Executive Session, no motion was

needed.

Consideration, Discussion, and Vote to Approve New Hires, Transfers and Terminations

recommended by the Personnel Committee: Brittany Shufeldt made a motion to approve and

Jordyn Guest seconded the motion. The motion carried.

Consideration, Discussion and Vote to Accept the FY 2019 Supplement Award (Cost-of-

Living Adjustment-Head Start/Early Head Start) from the U.S. Department of Health and Human

Services, ACF in the amount of $64,752: Darla Galyon explained to the council that this award

was for the 1.77% cost of living Allowance (COLA) for Head Start/ Early Head Start employees.

Item Q Page 1 of 4

Brittany Shufeldt made a motion to accept and Jessica Bozeman seconded the motion. The

motion carried.

Consideration, Discussion and Vote to Approve the Submission of Budget Revision

Request for the Early Head Start-Child Care Program (Period 8/1/2018-7/31/2019): Darla

Galyon explained to the council members that the revised funding proposed in this Amendment

request will support the replacement of gas heat/air units with new electric units, as well as

associated electrical service work at the LDCAA center in Idabel that provides Head Start, Early

Head Start, and Early Head Start-Child Care Program services. The total cost for these necessary

improvements will total $24,983.72. Since the three programs jointly share the Idabel facility,

the total cost for the proposed improvements will be divided equally under Amendment request

($24,984 total cost / 3 programs). Therefore, the expense incurred by each program to implement

these facility improvements will equal $8,328. This Amendment submission will also include an

overall Non-Federal Share Waiver Request for the program for FY 2018 in the amount of

$52,000. If approved, the EHS-CC Program would only be required to provide $6,203 in Non-

Federal Share Match during the budget period of 8/1/2018-7/31/2019. Brittany Shufeldt made a

motion to submit and Jessica Bozeman seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Submission of FY 2019 Supplement

Applications (Program Improvement) and Non-Federal Share Waiver Requests for the Head

Start, Early Head Start and Early Head Start-Child Care Programs: Darla Galyon explained to

the council that the proposed one-time Supplemental funds will be used to renovate a building

owned by LDCAA. If approved, these renovations would allow the building to be re-purposed

as the new Head Start/Early Head Start/Early Head Start-CC Administration building and

programmatic center of operations. As such, the total cost of the renovations would be divided

equally among the three programs. The building would house all management staff, while also

being used for staff trainings. The total cost for the Program Improvement project will be

$245,034, split equally between the three programs ($81,678 each). The total Non-Federal Share

Waiver request for the required match will be $61,259, also divided equally between the three

programs ($20,420 each). Erica Norwood made a motion to approve submission of the

Applications and Waiver Requests and Sara Chappell seconded the motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Submission of an additional Early

Head Start-Child Care In-Kind Non-Federal Share Waiver for 2018-2019 in the amount of

$52,000: Darla Galyon explained to the council this request would only require the program to

provide $6,203 in Non-Federal Share Match during the budget period of 8/1/2018-7/31/2019.

Jessica Bozeman made a motion to approve submission and Brittany Shufeldt seconded the

motion. The motion carried.

Consideration, Discussion, and Vote to Approve the Revised HS/EHS/EHS-CC

Organizational Chart: Darla Galyon provided a copy of the revised Organizational Chart stating

that the revision included the addition of the new Quality Assurance Advocate position. Brittany

Shufeldt made a motion to approve and Erica Norwood seconded the motion. The motion

carried.

Consideration, Discussion, and Vote to Approve EHS-CC Training Plan: Darla Galyon,

HS/EHS/EHS-CC Director provided a copy along with an overview of the plan for council

members present. Jordyn Guest made a motion to approve and Sara Chappell seconded the

motion. The motion carried.

Consideration, Discussion and Vote to accept HS, EHS, EHS-CC, SAF, Community

Facilities, AmeriCorps, OECP, USDA, and Non-Fed March, 2019 Financial Statements and

Item Q Page 2 of 4

Credit Card Distribution Reports and Presentation of April, 2019 Financial Statements and

Credit Card Distribution Reports: Darla Galyon reviewed the financial statements and Credit

Card Distribution Report with the Council. With finance committee recommendation, a motion

was made by Brittany Shufeldt to approve and Jordyn Guest seconded the motion. The motion

carried.

Consideration, Discussion, and Vote to Approve Phase 1 of 2018-2019 Self-Assessment

Plan: Jordan Mack, HS/EHS Assistant Director provided a copy of the 2018-2019 Self-

Assessment Plan, Report and Program Improvement Plan along with an overview and

discussion. Brittany Shufeldt made a motion to approve and Jordyn Guest seconded the motion.

The motion carried.

Consideration, Discussion, and Vote to Approve the updated Emergency Procedures

Plan: Marsha Zulkey, HS/EHS/EHS-CC Health Specialist provided a copy of the plan along

with an overview stating that the only changes to the plan were to include the words Violet

intruders and that a copy of the procedures will be given to the parent so that they will know

where their child will be in the case of an emergency. Jordyn Guest made a motion to approve

and Jessica Bozeman seconded the motion. The motion carried.

Presentation and Distribution of the Integrated Services Policies and Procedures for

review by Sub-Committee Members: Jordan Mack, HS/EHS Assistant Director gave an

overview of what the Integrated Services Policies and Procedures are and how it was developed.

Specialist provided copies of their polices along with overview of changes for members present

and mailed copies to those not in attendance to review and give suggestions/feedback.

Distribution of Menus for Review and Input by Policy Council Members-Katelyn Nelms:

Jordan Mack, HS/EHS Assistant Director presented an overview and provide copies of the six

week cycle menus for HS, EHS, for members present and asked for any input they might have.

Policy Council Training: HS/EHS/EHS-CC Monitoring Protocol: Jordan Mack,

HS/EHS Assistant Director provided a video, fact sheet and discussion/overview on

Understanding Grantee’s Approach to Program Design and Services for council members

present.

Policy Council Training-Family Interactions and Activities to Do With Your Child

During the Summer-Arron Mack: Arron Mack, Professional Development Specialist proved

handouts along with a power point presentation of ides of things parents can do with their

children over the summer to help keep them active.

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 87.5% and that Early Head Start

is fully enrolled with 48 children and attendance for EHS was 85.6%. Mrs. Moore

reported that EHS-CC is full with 122 children currently enrolled and attendance was

85.7%. Mrs. Moore also 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: Mrs. Wofford-Mrs. Wofford was not in attendance so

Darla Galyon, HS/EHS/EHS-CC Director 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.

Item Q Page 3 of 4

iii. Christina Merritt, FCE/Disabilities Assistant proved a power point/overview of

activities that took place during the Week of The Young Child

iv. USDA Meals and Snack Report-Katelyn Nelms provided a copy and an overview

summary of meals and snacks served.

v. OHS Communications and Guidance-Darla Galyon-All OHS Communications

and Guidance received since the last council meeting were provided and reviewed

with council members.

vi. Program Summary Report-Darla Galyon presented the HS/EHS/EHS-CC Program

Summary for the council to review.

There being no other business to come before the board, Jordyn Guest made a motion to adjourn

and Brittany Shufeldt seconded the motion. The motion carried and the meeting was adjourned.

_____________________________

Charity Garcia-Chairperson

Ashley Whisenhunt-Vice Chairperson

Erica Norwood-Secretary

Item Q Page 4 of 4

Item T Page 1 of 2

Item T Page 2 of 2

6/6/2019 What's New on the Early Childhood Learning and Knowledge Center (ECLKC)

https://hsicc.cmail20.com/t/ViewEmail/j/6CD0A777540ED4582540EF23F30FEDED/D18F507C9A738DD7C5EC08CADFFC107B 1/3

View the web version Go to ECLKC

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

News from the Office of Head StartCreate an Account and Join Us on Twitter – A Message from Dr. Bergeron (email)

Explore the Newly Redesigned Head Start Resources App Today – Now Available on the App Storeand Google Play! (email)

Head Start Program Facts: Fiscal Year 2018

Head Start Resources AppiOS

Android

Home at Head Start: What We Are Learning (vlog)

New ORR/UACP Funding Opportunity: Residential (Shelter) Services for Unaccompanied AlienChildren (email)

Preventing Child Maltreatment (vlog)

Promoting Organizational and Staff Wellness (webinar from the Safe Foundations, Healthy FuturesCampaign)

Federal Register Alert: Applications for New Awards; Child Care Access Means Parents in SchoolProgram (email)

Federal Register Alert: The Early Head Start Family and Child Experiences Survey (Baby FACES2020) (email)

Grant Notice: Child Care Access Means Parents in School (CCAMPIS) Program (email)

Grant Notice: Child Care Policy Research Partnership Grants (email)

T/TA ResourcesEarly Childhood Development, Teaching, and Learning:

Responsive Learning Environments for Infants and Toddlers (webinar from the BabyTalks Series)

Disabilities Services Issue 24: Using the Activity Matrix to Maximize Learning Time (email)

Instructional Leadership Part I: Organization Conditions Necessary for Effective Leadership (webinarfrom the Front Porch Series)

Head Start TAlks

Research on the Go (podcasts)Research on the Go: “S” in STEAM

Research on the Go: “T” in STEAM

Research on the Go: “E” in STEAM

Research on the Go: “A” in STEAM

Research on the Go: “M” in STEAM

Head Start Tip Sheets for Grantee Planning

Item V Page 1 of 13

6/6/2019 What's New on the Early Childhood Learning and Knowledge Center (ECLKC)

https://hsicc.cmail20.com/t/ViewEmail/j/6CD0A777540ED4582540EF23F30FEDED/D18F507C9A738DD7C5EC08CADFFC107B 2/3

Developmental Screening for Children Ages Birth to 5

Including Grandparents in Home-Based Activities

Ongoing Assessment for Children Ages Birth to 5

Serving Families with Multiple Children in the Home-Based Option

Socialization Environments in Head Start and Early Head Start Home-Based Programs

Socializations and Field Trips in Head Start and Early Head Start Home-Based Programs

Special Considerations: Developmental Screening of Children Ages Birth to 5 Who Are DualLanguage Learners (DLLs)

Using Materials Found in the Home in Head Start and Early Head Start Home-Based Programs

Planned Language Approach: Focus on Alphabet Knowledge and Early Writing (webinar from The Big5 Series)

Planned Language Approach: Oral Language and Vocabulary

Planned Language Approach: Phonological Awareness

Supporting Positive Parent-Child Relationships (webinar from the Home Visiting Series)

Standards in Action

In Spanish:Exploring Joan Talks: A Resource Guide for Training and Technical Assistance Providers

Head Start Prepares Children for Your Classroom

Introduction to the Big 5 for ALL

Health:

Brush Up on Oral Health: Fluoride (email)

Nutrition Education in Young Children (webinar)

WIC and Head Start Providing Increased Access to Health and Nutrition Services

Parent, Family, and Community Engagement:

Connecting Parents with Apprenticeship Programs (webinar from the Building Foundations for EconomicMobility (BFEM) Series)

Enhance Parents’ Advocacy and Leadership SkillsEnhance Parents’ Advocacy and Leadership Skills: A Guide for Head Start Staff and Early HeadStart Staff

Tips for Families: You Are a Leader

Tips for Families: Making Time for Leadership

Tips for Families: Everyday Leadership Skills

PregnancySupporting Positive Parent-Child Relationships

Services to Pregnant Women and Expectant Families in Early Head Start

Engaging Expectant Families, Including Fathers

Community Partners for Serving Expectant Families

Resources to Share with Expectant Families

Services to Pregnant Women and Expectant Families After a Loss

In Spanish:Module 1: Overview of Family Homelessness (part of the Supporting Children and FamiliesExperiencing Homelessness Series)

Professional Development:

Item V Page 2 of 13

6/6/2019 What's New on the Early Childhood Learning and Knowledge Center (ECLKC)

https://hsicc.cmail20.com/t/ViewEmail/j/6CD0A777540ED4582540EF23F30FEDED/D18F507C9A738DD7C5EC08CADFFC107B 3/3

Coaching Companion Overview (video)

Back to Basics: Revisiting the Practice-Based Coaching Cycle (webinar in the Coaching Corner Series)

Program Management and Fiscal Operations:

Equipment Management and Maintenance

Real Property Guidance and Regulations

Upcoming Events for MayMay 7: MyPeers Orientation

May 7: Making the Most of MyPeers

May 9: Building Foundations for Economic Mobility 101: Financial Capability

May 16: Promoting Learning and Growth for School-Age Children During the Summer Months

May 16: Planned Language Approach: The Big 5 Series: Focus on Phonological Awareness

May 17: Teacher Time: Using Ongoing Child Assessment to Support Effective Preschool TeachingPractices

May 22: Coaching Corner Series: PBC Reflection and Feedback: Strategies for Success

May 24: MyPeers Orientation

May 29: Five Key Oral Health Messages to Share with Pregnant Women and Parents

May 30: A Closer Look at the Planning Guide and Organizational Readiness Chart for Early HeadStart and Early Head Start-Child Care (EHS-CC) Partnerships

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

Office of Head Start (OHS) | 330 C Street, SW | 4th Floor Mary E. Switzer Building | Washington, DC 20201

https://eclkc.ohs.acf.hhs.gov | 1-866-763-6481 | Contact Us

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

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

Item V Page 3 of 13

Program Summary Head Start, Early Head Start, Early Head Start-Child Care Programs

June 11, 2019 Eligibility, Recruitment, Selection, Enrollment & Attendance: Little Dixie Head Start is serving 3 and 4 year old children within 29 classrooms in the tri-county service area, with a year ending enrollment of 425 children. There are currently 48 children, aged birth to 3, enrolled among the three Early Head Start centers, and 132 children enrolled in the Early Head Start-Child Care locations. We are currently at our fully funded enrollment for EHS and EHS-CC, but continue to accept applications for all three programs. In May, Little Dixie Head Start/Early Head Start programs were represented along with the ECCS program at the Antlers Family Fun Festival. Head Start/Early Head Start also set up a booth at the Kiamichi Technology Center during the Community Action Day event to recruit children for all three programs. Partnering child care facilities and various other Little Dixie programs have been actively recruiting children for the Head Start and Early Head Start programs as well. We will continue placing recruitment flyers, recruitment cards, and other recruitment items in and around various businesses throughout the year to ensure all enrollment opportunities are filled as they occur.

Family & Community Engagement: For April & May we had 233 parents that participated in the Parent Meeting with a total of 1457 for the current school year. Family Advocates are working on FPA’s with families, which are at 92% of all families. In the Parent Ready to Read in April we had 95, in May 30, with a total of 676 people volunteering to read to classrooms since August of this year. The Love and Logic parenting curriculum is doing well and I’m very optimistic that we are going to have more parents participate.

Father Involvement: The activities for the month of April were making an umbrella, or something similar. For May, the children did a watermelon craft. We had fathers/grandfather/uncles and other adults that were there for dad’s day. For the month, April totals were 242 with 90 being male figures. In May, we had 137 with 52 being male figures. There were also 37 dads/father figures that participated in April/May parent meetings, with a year to date total of 231. Total male involvement since August for dad’s day and parent meetings is 986!

Nutrition: For the Month of May, the Nutrition component has been very busy. The 2nd round of CACFP on-site monitor visits have been done with the exception of 6 centers, due to scheduling conflict. Early Head Start and Child Care folder checks have begun for the 2nd quarter and they are almost complete. Menus were given out to all policy council members in May to look over for suggestions and meal ideas. Early Head Start and Early Head Start-Child Care In-Service will be June 20th. Specialists will meet with staff and go over any topics on which staff needs to be updated. For the Nutrition component, we will be covering CACFP regulations and Meal Service Duties.

Health: During the month of May, we have been finishing up folder checks for EHS & EHS/CC. We completed another CPR class on May 9th. We presented the Integrated Service Policy safety plan for approval

Item V Page 4 of 13

during the policy council meeting. We also completed the last of the hearing and vision screenings of newly enrolled head start children before schools were out for the summer.

Education: The end of the school year is a very busy time. Teaching staff have been organizing the end of the year activities for children and parents. They spend several days finalizing data information, completing inventory, and cleaning and storing classroom equipment. They have also attended the end of the year in-service, and are on to a much deserved summer. Early Head Start and Early Head Start Child Care will care for children all summer. The administrative staff is beginning the process of planning for the 2019-2020 school year.

Professional Development: Little Dixie Head Start/Early Head Start/Early Head Start Child Care staff and partnership staff attended an end of year in-service on May 21st held at the Kiamichi Technology Center. This in-service is held every year to wrap up another busy and successful school year for Head Start while EHS and EHS-CC continue to provide year round services serving children age birth through 36 months. This year we had “Recycle Your Way to Steam” training. Susie Mashburn and Nikki McAdams were able to step in and present this for Lakeshore since our trainer was caught in the city with bad weather. We are always looking for new, exciting, and creative ways to implement science, technology, engineering, art, and mathematics for staff to ensure their comfort and familiarity with the tool. To wrap up the end of the day, this in-service was equipped team building with an interactive training for our large number of staff in attendance that was enjoyed by everyone. Trainings during in-service typically take up much of the day, leaving very little time for staff from other centers to interact with one another or the management team. During this time, staff was able to enjoy and connect with staff from other centers, as well as with members of the management team. We appreciate the hard work and dedication that is put forth by each staff member and always welcome the opportunity to show our appreciation. Staff is making progress towards meeting educational goals and maintaining required credentials. We had five complete their CDAs this month. We are proud of these girls for their hard work and discipline. We also held CPR/FA training for staff members who were expiring, or who needed to complete it for the initial certification. Rebecca Taylor from CAP Tulsa was able to join us for four days of PITC training. The goal of PITC is to help infant/toddler care teachers recognize the crucial importance of giving tender, loving care and assisting in the infants’ intellectual development through an attentive reading of each child’s cues.

Disabilities/Mental Health/Transition: Currently, we have 16 Early Head Start-Child Care children that have been identified by Sooner start as eligible for services. They are receiving services at the EHS-CC centers. Six other EHS-CC children are in the referral process to Sooner Start, and will be evaluated to determine a need for special services. Sooner Start Staff are also providing services to five Early Head Start children and have five referrals for Sooner Start evaluations. In Head Start, we have 95 students on IEPs that are receiving services from the public schools. There have been 13 other referrals made to the public schools from the screenings that have been done in the areas of vision, hearing, speech, developmental areas of motor skills, communication, problem solving, personal-social, and social-emotional skills.

Item V Page 5 of 13

The Mental Health Consultant is currently conducting follow-up activities from classroom observations at the Early Head Start and Early Head Start- Child Care, completed during the school year. Parents can request services and referrals to be made. In May, the Parent Consent for Referral Form was signed by parents of one child and a referral has been made to the Mental Health Consultant. At the Early Head Start-Child Care Centers and the Early Head Start Centers, staff has 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 May, there was only 1 transition meeting for a child moving to the next level.

Item V Page 6 of 13

Month Breakfast Lunch Snack Monthly Total

May-18 3381 3384 3935 10700June-18 531 604 533 1668July-18 632 673 631 1936August-18 3948 3978 5020 12946September-18 4432 4430 5675 14537October-18 4959 4958 6699 16616November-18 4152 4139 5325 13616December-18 3419 3426 4326 11171January-19 4758 4790 6230 15778February-19 4278 4293 5606 14177March-19 3945 4100 4813 12858April-19 5471 5672 7176 18319

YEARLY TOTALS 43906 44447 55969 144322

1/2 to 2/3 of their daily nutritional needs.

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

Item V Page 7 of 13

4/30/2019 ATTENDANCE

30 Day Date Total

Count Dropped Enrollment

Antlers 1 17 17 0 17 0 17 6 18 88.2%

Antlers 2 20 20 3 3 17 0 17 6 18 95.8%

Battiest 16 16 6 6 10 0 10 5 18 96.7%

Boswell 1 19 19 2 2 17 0 17 7 18 87.2%

Boswell 2 16 16 0 16 0 16 9 18 91.3%

Broken Bow 1 18 18 1 1 17 0 17 0 19 93.8%

Broken Bow 3 18 18 1 1 17 0 17 2 19 90.4%

Clayton 1 19 19 3 3 16 0 16 3 17 94.1%

Clayton 2 21 21 2 2 19 0 19 3 17 95.1%

Forest Grove 1 13 13 2 2 11 0 11 4 18 87.4%

Forest Grove 2 14 14 4 4 10 0 10 6 18 85.6%

Fort Towson 14 14 4 4 10 0 10 5 17 93.5%

Haworth 22 22 5 5 17 0 17 5 18 88.9%

Horace Mann 1 20 20 3 3 17 0 17 3 18 87.6%

Horace Mann 2 23 23 6 6 17 0 17 4 18 88.9%

Horace Mann 3 18 1 19 1 1 2 17 1 4/1/2019 18 6 18 89.6%

Hugo 2 20 20 5 5 15 0 15 4 18 84.8%

Hugo 4 21 21 6 6 15 0 15 0 18 92.2%

Idabel 1 22 22 3 1 4 18 1 4/15/2019 19 1 21 80.2%

Idabel 2 18 1 19 2 1 3 16 1 4/15/2019 17 2 21 81.0%

Idabel 3 22 2 24 8 8 16 0 16 1 21 90.2%

Rattan 1 19 19 2 2 17 0 17 5 17 90.7%

Rattan 2 7 7 0 7 0 7 7 17 95.0%

Rattan 3 8 8 1 1 7 0 7 3 17 91.6%

Soper 1 16 2 18 2 1 3 15 1 4/25/2019 16 6 18 86.2%

Soper 2 18 18 1 1 17 1 4/19/2019 18 10 18 88.4%

Swink 10 10 0 10 0 10 5 18 90.0%

Valliant 1 17 17 4 4 13 0 13 8 18 88.5%

Valliant 2 16 16 1 1 15 0 15 6 18 90.3%

TOTALS 502 6 508 77 5 82 426 5 431 0 132 89.4%

Monthly

ADA

Kid

Days

April 2019 HEAD START TIME & ATTENDANCE REPORT

CENTER

Previously

Enrolled

Monthly

Enrolled

YTD

Enrolled

Previously

Drop

Monthly

Drop

YTD

Drop

Currently

Enrolled AI

ENROLLED DROPPED

Item V

Page 8 of 13

As of 4/30/19

Antlers 2 0 0

Battiest 3 3 2 2 1 18

Boswell 1 0 0

Boswell 2 0 0

Broken Bow 3 0 0

Clayton 2 0 0

Forest Grove 1 0 0

Horace Mann 2 0 0

Hugo 2 0 0

Hugo 4 5 5 1 1 4 18

Soper 2 1 1 0 1 6

Swink 5 5 1 1 4 18

TOTALS 13 1 14 1 3 4 10

88.9%

95.2%

100.0%

100.0%

91.7%

April 2019 Pre-K TIME & ATTENDANCE REPORT

Monthly

ADA

Kid

DaysCENTER

Previously

Enrolled

Monthly

Enrolled

YTD

Enrolled

Previously

Drop

Monthly

Drop

YTD

Drop

Currently

Enrolled

ENROLLED DROPPED ATTENDANCE

Item V

Page 9 of 13

As of 4/30/19

30 Day Date

Count Dropped

Antlers 42 1 43 18 2 20 23 0 2 4/17/2019 22

Hugo 19 19 7 7 12 1 0 22

Idabel 24 2 26 12 2 14 12 1 2 4/12/2019 22

TOTALS 85 3 88 37 4 41 47 2 4

April 2019 EHS Time and Attendance

CENTER

Previously

Enrolled

Monthly

Enrolled

YTD

Enrolled

Previously

Dropped

Monthly

Drop

YTD

Drop

Currently

Enrolled AI

ENROLLED DROPPED ATTENDANCE

Kid

Days

83.2%

80.7%

84.2%

82.8%

Monthly

ADA

Item V

Page 10 of 13

As of 4/30/19

30 Day Date

Count Dropped

ELC-Antlers 10 10 2 2 8 0 0 22

ELC-Broken Bow 40 1 41 17 17 24 2 0 22

ELC-Hugo 21 21 9 9 12 1 0 22

ELC-Idabel 28 1 29 13 13 16 1 0 22

ELC-Swink 9 9 1 1 8 4 0 22

Giggle Time 16 16 4 4 12 0 0 21

The LearningTree 65 2 67 25 6 31 36 2 6 4/26/2019 22

Turner Learning 23 23 11 1 12 11 5 1 4/26/2019 21

TOTALS 212 4 216 82 7 89 127 15 7

April 2019 EHS-CC Time and Attendance

ENROLLED DROPPED ATTENDANCE

CENTER

Previously

Enrolled

Monthly

Enrolled

YTD

Enrolled

Previously

Dropped

Monthly

Drop

87.7%

91.0%

YTD

Drop

Currently

Enrolled AI

Kid

Days

Monthly

ADA

94.3%

99.6%

89.2%

89.2%

89.1%

79.9%

92.2%

Item V

Page 11 of 13

Item V Page 12 of 13

Item V Page 13 of 13