Hill Country Community Action Association, Inc. Board of Directors Meeting

August 25, 2020 VIRTUAL

MINUTES

President Bill Schumann called the meeting to order at 4:26 p.m. A roll call was done and a quorum was established; The following members joined by CHIME video: President Bill Schumann, Vice-President David Blackburn, Bob Vacek, Marlene DiLillo and Karen Dezarn. The following members joined by phone conference: Lloyd Huggins, Treasurer, Jason Williams, Secretary, John Driver, Jamie Smart, Melissa Esau, Denise Edmonson, Frank Somera, Jr. Cindy Travers, Anna Velez, Dale Jaecks, Paula Gore, Roxanne Achmad, Shelly Worley, Karla Curry, Kay Shelton, Angie Chandler, L.C. Richards, Jessica Graham, Byron Theodosis, Jim Keay and Steve Young. The attendance roster is attached.

President Schumann welcomed everyone to the Board meeting and gave the invocation.

The Year to Date Attendance Record was included in the Board Packet as well as the Standing Committees and Terms of Office Chart.

A list of current Board vacancies was included in the Board packet. We currently have 2 vacancies: Low Income Sector, At Large and Low Income Sector, Mason County. We hope to have both of these positions filled by the next Board Meeting.

Meets Organizational Standard - 1.1 - Standard 1.1 Documentation - The organization demonstrates low-income individuals' participation in its activities.

President Bill Schumann stated that the following items are being presented to the Board for approval.

ACTION ITEMS:

1) Minutes - June 23, 2020 - These minutes were included in the Board packet.

There were no corrections to the minutes of the June 23, 2020 Board meeting. Steve Young made a motion with a second by Frank Somera, Jr. to accept the minutes as presented. Motion passed unanimously.

2) Separate Action - Policies

• Work from Home Policy- Employees are permitted to work from home with approval from the CEO at times of emergency conditions such as weather, fire, floods, tornadoes earthquakes or extraordinary circumstances such as epidemic, pandemic, or a disaster that warrants a state of emergency that can disrupt agency operations. Depending on a number of factors and the arrangements made with the CEO, working from home is a privilege that may be revoked at any time. The Agency may request that an employee be present in the office at any time (regardless of scheduled WFH time) or deny a request to work from home based on business needs, employee performance, or viability of doing

the work from home. To be eligible to work from home, an employee must have access to reliable internet and a space that is free from excessive noise or distraction.

Marlene DiLillo made a motion with a second by Denise Edmonson to approve the Work from Home Policy as presented. Motion passed unanimously.

• Family First Coronavirus Response ACT (FFCRA) - Policies & Procedures - Tama Shaw stated that this Act will allow employees to have paid time off for circumstances related to COVID-19. This policy covers all the requirements of the ACT.

Jamie Smart made a motion with a second by Frank Somera, Jr. to approve the FFCRA Policy as presented. Motion passed unanimously.

3) Separate Action - Applications/Budget and Amendments - Tama Shaw addressed each of these items and was available to answer any questions.

• Approve Refunding Application to the Texas Department of Agriculture for a Purchase of Service Contract for the Child & Adult Care Food Program - 10/1/20 - 9/30/2021 - Funding Amount - $390,751

• Approve Refunding Application to the Texas Department of Agriculture for the Texans Feeding Texans Home Delivered Meals Grant for the Counties of Bell, Coryell, Hamilton, Lampasas, Llano, Milam, Mills and San Saba-FY 20-21

• Approve Refunding Application to the Texas Department of Housing and Community Affairs (TDHCA) for Community Services Block Grant (CSBG) Funds 01/01/2021 -12/31/2021-Budget - $509,856

• Approve Refunding Application to ATMOS Energy 7/1/2020 - 6/30/2021-Funding Amount - $27 ,000

• Approve Budget Amendment for Head Start Non-Federal Waiver Request - Reduce In­Kind by $700,000 - Ms. Shaw stated that due to COVID-19 and the children not being in the classroom for an extended period of time which did not allow us to obtain the 20% match for Head Start, we are requesting the waiver to reduce the in-kind requirement in the amount of $700,000.

• Approve Budget Amendment for Weatherization DOE Contract with TDHCA combining 2019 -2020 Contract with 2020-2021 Contract - Budget - 436,324 - Ms. Shaw stated that due to COVID-19, TDHCA has combined these two contracts.

Frank Somera, Jr. made a motion with a second by Dale Jaecks to approve the Refunding Applications and Budget Amendments as presented above. Motion passed unanimously.

HCCAA Board Minutes August 25, 2020

2 of8

4) Separate Action - HCCAA Strategic Plan-Copies of the plan were distributed prior to the meeting. Ashley Johnson stated that every five years we are required by TDHCA as a part of the Organizational Standards to submit a Five Year Strategic Plan. This year it is due and we prepared the plan for the years 2021through2025. The plan includes goals based on our Community Needs Assessment. The goals are agency wide goals and include the numbers of individuals that we have targeted to serve. Ms. Johnson asked if there were any questions regarding the Strategic Plan. Marlene DiLillo commented that the Plan states that it gives Board Members the opportunity to utilize resources on HCCAA' s behalf. She said she thinks that the agency should give the Board the tools to utilize the resources.

Ms. DiLillo stated that the Plan lists an External Threat as other agencies performing the same services. She said that collaboration with other agencies is very important and could be an option to overcome the threat. President Schumann stated that in another section, the Plan addresses this threat with the option to take advantage of strengths in planning to continue to increase effective partnerships. He suggested that wording such as "promoting partnerships" be added to the External Threat section.

President Schumann said that the Strategic Plan is a very well presented document and he thanked Ashley Johnson and Cynthia Zepeda for their good work.

Steve Young made a motion with a second by Jessica Graham to approve the HCCAA Strategic Plan with the revisions expressed by Marlene DiLillo and President Schumann. Motion passed unanimously.

Meets Organizational Standard 6.1 - The organization has an agency- wide strategic plan in place that has been approved by the governing board within the past 5 years.

5) Separate Action - HCCAA Community Action Plan - FY 2021 - Copies of the plan were distributed prior to the meeting. Ashley Johnson stated that the Plan was reviewed in detail during the CSBG Public Hearing held immediately prior to the Board Meeting. She asked if anyone had any questions regarding the Plan. President Schumann stated that this Plan would be an excellent tool for Board Members to utilize as a resource when working on HCCAA' s behalf. It provides a detailed list of what HCCAA is striving to do in the community through the various programs. Ms. Johnson said that there could possibly be some revisions to include the services that go with the National Performance Indicators (NPI's) which would give a better visual of the whole picture. Ms. DiLillo stated that it would be good to have a one page information sheet that could be shared with people in their community. Ms. Johnson stated that Christy Pierce has started a newsletter and a copy was included in the Board packet which could be used as a tool for sharing information with others. The newsletter will be written on a quarterly basis and will be sent to Board members.

Frank Somera, Jr. made a motion with a second by Denise Edmonson to approve the HCCAA Community Action Plan for FY 2021. Motion passed unanimously. Meets Organizational Standard 4.2 -The organization's Community Action plan is outcome-based, anti-poverty focused, and ties directly to the community assessment. HCCAA Board Minutes August 25, 2020

3 of8

FINANCIAL REPORTS - Ashley Johnson, Director of Finance & Administration

1) Bank Reconciliations for the month of July, 2020 was included in the Board packet.

2) Form 425 Reports for Head Start and RSVP-These are Federal reports that are submitted on a quarterly or semi-annual basis which reflects the amount of funding requested, expensed and on hand.

3) Agency

• Balance Sheet & Revenue & Expense Statements as of 6/30/2020 - These reports shows our current assets, liabilities and fund balance which indicates that the agency is in a good financial position.

• Comparative Budget to Actual Expense by Program as of 6/30/2020. Ms. Johnson stated that this report is based on program year funding cycle; therefore, some programs are crossing Agency Fiscal Year periods. Both Years' information is shown on this report.

4) Head Start I Early Head Start -Balance Sheet & Revenue & Expense Statement

5) CSBG Balance Sheet & Revenue and Expense Statement - Ms. Johnson stated that there are currently three different funding streams for CSBG.

6) Nutrition Revenue & Expenses by Center - Ms. Johnson went over this report and was available to answer questions.

7) Community Services Funds Expended by Location - Ms. Johnson went over this report and was available to answer questions.

Bill Schumann made a motion with a second by Anna Velez to approve the financial reports as presented. Motion Passed Unanimously.

Meets Organizational Standard 8. 7 - The governing board receives financial reports at each regular meeting that include the following: 1. Organization-wide report on revenue and expenditures that compares budget to actual, categorized by program; and 2. Balance sheet/statement of financial position.

PROGRAM REPORTS

l) Head Start/Early Head Start - Kim Daniel, Program Director

• Information Memorandum from Administration for Children and F amilies Regarding Transportation was included in the Board packet.

HCCAA Board Minutes August 25, 2020

4of8

• Monitoring of Child and Adult Care Food Program (CACFP) for the period of October 1, 2018- September 30, 2019-All corrections for non-compliance have been made and the monitoring is closed.

• Head Start I Early Head Start Annual Report - This report was included in the Board Packet. In 2019, the Head Start program served 476 children ages 3 - 5. Our Early Head Start program is made up of 72 children that range from ages 6 weeks to 3 years old. The report contains a lot of information about the overall program involvement and activity during the 2019 program year.

• Head Start I Early Head Start Program Report - This report was included in the Board packet. Ms. Daniel reported that the centers started classes on August 17th. They are not fully enrolled and are not required to be at this time during the COVID-19 pandemic. Ms. Daniel stated that we have 15 staff vacancies that are posted under job listings on our agency website. Regular monitoring of the centers and the classrooms will resume as much as possible.

Bill Schumann made a motion with a second by L.C. Richards to approve the Head Start reports as presented. Motion Passed Unanimously.

2) Senior Services

• Nutrition Report - Kimbra Hobbs, Aging Services Director - This report was included in the Board packet. Ashley Johnson reported in the absence of Kimbra Hobbs. Ms. Johnson stated that as of June 30, 2020, we expended $304,295 that we received from CTCOG to serve seniors that were impacted by the COVID-19 pandemic. We served a total of 67,616 COVID-19 meals. Ms. Johnson commended Ms. Hobbs and her staff for doing an excellent job in getting all these additional meals set up and served.

Ms. Johnson stated that the CDAC Committee (Killeen CDBG) recommended that we receive 100% of the funds requested of $9,942 which pays the partial salary/benefits for one meal delivery driver. We are waiting on approval from the City Council. We also received notice that we will be receiving $6,450 from the United Way of Greater Fort Hood Area (UWGFHA) for direct services for Killeen and Copperas Cove. IN addition, we will be receiving an extra $10,000 of COVID-19 funding from UWGFHA.

• Retired Senior Volunteer Program (RSVP) - Ronnie Ault, RSVP Director

};> Transfer of RSVP State Grant Funds from Corporation for National Service (CNS) to Health and Human Services Commission (HHSC) Effective 9/1/2020-Budget Amount- $44,908

};> Retired Senior Volunteer Program Report - This report was included in the Board packet. Ms. Ault stated that starting September 1, 2020, the administration of the State money/contracts will be moved from the Corporation for National and Community Service (CNS) to the Health and Human Services Commission (HHSC).

HCCAA Board Minutes 5 of 8 August 25, 2020

Bill Schumann made a motion with a second by Frank Somera, Jr. to approve the Senior Services reports as presented. Motion Passed Unanimously.

3) Community Services

• Community Services Block Grant (CSBG) - Cynthia Zepeda, CSBG Coordinator

);;> Community Needs Assessment - CSBG CARES - this document was included in the Board packet.

);;> CSBG Performance Reports I Dashboard - this report was included in the Board packet. Ms. Zepeda stated that this report shows our targets for client assistance for 2020 and the results of client assistance that we have provided year to date through July 30, 2020.

Meets Organizational Standard 4.4 - The governing board receives an annual update on the success of specific strategies included in the Community Action plan.

);;> HCCAA Client Satisfaction Survey for 2020 - this report was included in the Board packet. Ms. Zepeda stated that these surveys were completed in the first quarter of the year.

Meets Organizational Standard 1.3 - The organization has a systematic approach for collecting, analyzing, and reporting customer satisfaction data to the governing board.

);;> HCCAA Strategic Plan Progress - 2020 - Ms. Zepeda stated that this report shows our six goals and what we have planned in 2019 to do and what we have done in 2020 to meet those goals.

Meets Organizational Standard 9.3 - The organization has presented to the governing board for review or action, at least within the past 12 months, an analysis of the agency's outcomes and any operational or strategic program adjustments and improvements identified as necessary.

);;> Community Services Block Grant Program Report - this report was included in the Board packet. Ms. Zepeda stated that CSBG is still taking applications for Case Management. We are looking for quality TOP (Transfer Out of Poverty) clients and increasing partnerships in our service area. The CSBG Discretionary funds and CSBG CARES funds have enabled us to provide 543 units of service with assistance with rent, utilities, internet, prescriptions, food gift cards and gas cards. We have transitioned 11 individuals out of poverty this year and Ms. Zepeda said that she feels confident that we will hit our target of 20 this year. Our current caseload is 93 individuals in 27 families on Case Management.

HCCAA Board Minutes August 25, 2020

6 of8

Meets Organizational Standard 5.9 -The organization's governing board receives programmatic reports at each regular board meeting.

• Bell County HELP Center Report - Cynthia Zepeda, CSBG Coordinator - this report was included in the Board packet. Ms. Zepeda stated that the HELP Centers have been very busy taking applications for all programs. Applications are coming in through the mail and Kiosk and the majority of the applications are COVID-19 related. We have received TERF funds for Bell County in the amount of $50,000 which will be used solely for rental assistance.

• Weatherization Program Report - Christy Pierce, HRJW AP Director - this report was included in the Board packet. Ms. Pierce stated that due to COVID-19 we have had a slower than normal amount of production. We have been able to get out the last couple of months to work on some of the homes. As of July, 31, 2020 we have completed 11 DOE homes and completed 8 LIHEAP units for the 2020 contract. We have 28 units in progress and we are hoping to get those completed within the next month. Ms. Pierce stated that we are working on renewing our contract with ATMOS. Last year we were able to complete 14 units with the ATMOS funds in the amount of$37,000 and we expect to receive around $27,000 in funding for the upcoming year. Ms. Pierce asked the Board if they know of people in their communities that may need Weatherization services to refer them to HCCAA for submitting their applications.

• Energy Assistance - Clovia Ketchum, Energy Assistance Program Director

>- CEAP Production Schedule Tool-this report was included in the Board packet.

>- Energy Assistance Report - this report was included in the Board packet. Ms. Ketchum stated that her report shows expenses by site and what funds were utilized for the services provided through July 31, 2020. We have obligated 95% of our regular CEAP funds for the year. We have obligated 12% of the CARES CEAP funds which runs thru July 30, 2021. We have also received $10,000 of TXU Energy Aid funds which are to be used for TXU bills only.

Bill Schumann made a motion with a second by Anna Velez to approve the Community Services reports as presented. Motion Passed Unanimously.

At this time Tama Shaw reported that she has been really busy working with Head Start staff in completing the renewal application for the Child and Adult Care Food Program for the upcoming program year. She stated that she would like to thank all the staff this year for working extremely hard under really difficult conditions. She complimented Kimbra Hobbs for all her hard work in getting all the additional clients signed up and receiving meals who had been affected by COVID-19. She said there is so much paperwork in involved in this program as well as all the others specifically Energy Assistance and we have hired a few temporary staff to assist with that program. We have received around $2,000,000 for Energy Assistance. The application process for this program is very detailed and involves obtaining a lot of documentation from the

HCCAA Board Minutes August 25, 2020

7 of8

clients before we can process the applications. Ms. Shaw thanked Christy Pierce for taking time to put the Agency newsletter together. She also stated that she appreciates all the Board Members and their participation and support even through the difficulty of our virtual meetings. She stated that the agency is doing well with all the additional COVID-19 funding.

The next Board of Directors Meeting is scheduled for Tuesday, October 20, 2020.

Anna Velez made a motion with a second by Frank Somera, Jr. to adjourn the meeting at 5:25 p.m. Motion Passed Unanimously.

THE FOLLOWING BOARD MEMBERS, GUESTS AND STAFF WERE PRESENT: (See attached list of board members categorized according to the representation of the membership on the Board and list of guests & staff).

Respectfully submitted,

Jason Williams, Secretary

HCCAA Board Minutes August 25, 2020

8 of8

BOARD ATIENDANCE RECORDS HCCAA BOARD OF DIRECTORS' MEETING

August25,2020

REPRESENTATIVES OF PUBLIC SECTOR Yes No

../ Judge David Blackburn Bell County

../ Commissioner John Driver Bell County

../ Comm. Bill Schumann Bell County x Comm. Ray Ashby Coryell County x Don Jones - Alternate Coryell County

../ Comm. Lloyd Huggins Hamilton County

../ Commissioner Jamie Smart Lampasas County .It Judge Ron Cunningham Llano County

y Bob Vacek Mason County x Judge Jerry Bearden - Alternate Mason County

y Judge Steve Young Milam County y Comm. Jason Williams Mills County y Judge Byron Theodosis San Saba County

Pat Pool - Alternate San Saba County

REPRESENTATIVES OF PRIVATE SECTOR y Melissa Esau Bell County y Denise Edmonson Bell County y Frank D. Somera, Jr . Coryell County .,/ Jim Keay Hamilton County y Karen Dezarn Lampasas County ../ Cindy Travers Llano County .,/ Anna Velez Mason County .,/ Dale Jaecks Milam County ../ Paula Gore Mills County

Georgia Harris San Saba County ./ Roxanne Achmad AT Large

REPRESENTATIVES OF LOW INCOME SECTOR Yes No

./ Marlene Dilillo Bell County

../ Shelly Worley Bell County Rita Hotz Coryell County

../ Karla Curry Hamilton County

../ Kay Shelton Lampasas County

../ Jessica Graham Llano County Vacant Mason County

../ L. C. Richards Milam County x Sharon Casbeer Mills County

../ Angie Chandler San Saba County

REPRESENTATIVE OF HEAD START POLICY COUNCIL

Vacant AT LARGE 26 Members needed for quorum 16

HCCAA BOARD MEETING REGISTER, AUGUST 25, 2020

LAMPASAS MUL Tl-SERVICE CENTER, 901 SOUTH LIVEOAK, LAMPASAS TX BOARD MEMBERS

NAME SIGNATURE REPRESENTING

1. Roxanne Achmad 7 ' Private Sector Rep. • Al Large

2. Ray Ashby Public Sector Rep . • Coryell County

Don Jones - Alt. Public Sector Rep.· Coryell County

3 David Blackburn Public Sector Rep. • Bell County

4 . Sharon Casbeer Low Income Sector Rep. - Mills County

5. Angie Chandler Low Income Sector Rep. - San Saba County

6. Ron Cunningham Public Sector Rep. - Llano County

7. Karla Curry Low Income Sector - Hamilton County

8. Karen Dezarn Private Sector Rep. - Lampasas County

9. Marlene Dilillo \7. Low Income Sector Rep. • Bell County

10. John Driver Public Sector - Bell County

11 . Denise Edmonson Private Sector • Bell County

12. Melissa Esau V Private Sector • Bell County

13. Paula Gore V Private Sector - Mills County

14. Jessica Graham V Low Income Sector Rep. • Llano County

15. Georgia Harris Private Sector Rep . • San Saba County

16. Rita Hotz Low Income Sector Rep. - Coryell County

17. Lloyd Huggins \/'" Public Sector Rep .• Hamilton County

18. Dale Jaecks / Private Sector Rep .• Milam County

19. Jim Keay \/' Private Sector Rep. - Hamilton County

20. L.C. Richards Low Income Sector Rep. - Milam County

21 . Bill Schumann Public Sector Rep. - Bell County

22. Kay Shelton Low Income Sector Rep. - Lampasas County

23 . Jamie Smart Public Sector Rep. • Lampasas County

HCCAA BOARD MEETING REGISTER, AUGUST 25, 2020

LAMPASAS MUL Tl-SERVICE CENTER, 901 SOUTH LIVEOAK, LAMPASAS TX BOARD MEMBERS

NAME SIGNATURE REPRESENTING

24. Frank 0. Somera, Jr. / Private Sector Rep. • Coryell County

25. Byron Theodosis / Public Sector Rep. • San Saba County

Pat Pool - Alt. Public Sector Rep. · San Saba County

26. Cindy Travers V7 Private Sector Rep. • Llano County

27. Bob Vacek V Public Sector Rep. • Mason County

Jerry Bearden, Alt. Public Sector Rep. • Mason County

28. Anna Velez V Private Sector Rep .• Mason County

29. Jason Williams / Public Sector Rep. · Mills County

30. Shelly Worley Low Income Sector Rep • Bell County

31 . Steve Young Public Sector Rep. • Milam County

32. Vacancy Low Income Sector Rep. • Mason County

33. Vacancy Low Income Sector Rep • At Large

TOTAL BOARD MEMBERS ATTENDING •

MEMBERS NEEDED FOR QUORUM -17

CHIME:

HCCAA Board Virtual Board Meeting August 25, 2020-4:00 P.M.

HCCAA Staff Attending - Tama Shaw, Ashley Johnson, Christy Pierce,

Cindy Hawkins, Cynthia Zepeda, Clovia Ketchum, Ronnie Ault, Elizabeth Murray & Kim Daniel

Board Members Attending:

CHIME: Bill Schumann David Blackburn Bob Vacek Marlene Dilillo Karen Dezarn

PHONE CONFERENCE: John Driver Lloyd Huggins Jamie Smart Jason Williams Melissa Esau Denise Edmonson Frank Somera, Jr. Cindy Travers Anna Velez Dale Jaecks Paula Gore Roxanne Achmad Shelly Worley Karla Curry Kay Shelton

Angie Chandler LC. Richards Jessica Graham Byron Theodosis Jim Keay Steve Young

HCCAA BOARD MEETING REGISTER AUGUST 25, 2020

LAMPASAS MUL Tl-SERVICE CENTER, 901 SOUTH LIVEOAK, LAMPASAS TX STAFF AND GUESTS

NAME REPRESENTING

11 It

8.

9. l+-u.-10.

11.

12.

13.

14.

15.

16.

17.

18.

19.

20.

21 .

21 .

22.

23.

24.