2020.04.23-Agenda.pdf - Texoma Council of Governments

Zoom Meeting ID: 834-3653-4623

Password: TCOG0423

Online: https://us02web.zoom.us/j/83436537629

Telephone: (346) 248-7799

Thursday, April 23, 2020 – 5:30 p.m.

A. Call to Order & Declaration of a Quorum

B. Invocation and Pledges

C. Welcome Guests

D. Executive Director’s Report

1. Strategic Plan Update

E. Approval of Minutes: Approve Meeting Minutes for February 20, 2020 and April 3, 2020 – page 3

F. Consent

All items on Consent Agenda are considered to be routine by the Council of Governments and will be

enacted with one motion. There will not be separate discussion of these items unless a member of the

Governing Body or a citizen so requests, in which event these items will be removed from the general order

of business and considered in normal sequence.

1. Texoma Retired and Senior Volunteer Program (RSVP) Grant Continuation (AS): Authorize submission

and, if awarded, acceptance of the Corporation for National and Community Service (CNCS) RSVP

Continuation Grant for the Texoma Senior Corps program.

Virginia Rhodes, Texoma Senior Corps Program Manager – page 6

G. Action

1. Regionally Coordinated Transportation Plan (RCTP) (RS): Approve the submission of an application to

TxDOT to fund the required update of the 5-Year RCTP.

Molly Guard, GIS & Planning Program Manager – page 24

2. TCOG representation on Texas Department of Agriculture’s (TDA) Unified Scoring Committee (USC) (RS):

Nominate the Honorable Scott Neu, Mayor of Lindsay as TCOG’s regional representative on TDA’s

Community Development Block Grant (CDBG) USC.

Eric M. Bridges, Executive Director – page 27

3. AAA Area Plan for FFY 2021-2022 (AS): Approve the Texoma AAA Area Plan FFY 2021 – 2022 for

submission to the State of Texas.

Judy Conner, Aging Services Director – page 28

4. United Way of Grayson County (UWGC) Grant Application (AS): Authorize submission and, if awarded,

acceptance of the UWGC Grant for the Texoma Senior Corps Foster Grandparent Program.

Virginia Rhodes, Texoma Senior Corps Program Manager – page 87

5. Housing Rehabilitation Assistance (HRA) Contract (CS): Authorize the HRA Contract for the Aging &

Disability Resource Center of Texoma.

Delano Smith, Client Services Director – page 92

6. Service Member and Veteran Families (SMVF) Grant Application (CS): Authorize submission and, if

awarded, acceptance of the SMVF Grant Application.

Delano Smith, Client Services Director – page 96

7. Community Services Block Grant (CSBG) through Texas Department of Housing and Community Affairs

(TDHCA) (ES): Authorize the 2019 CSBG Discretionary Contract with the TDHCA.

Judy Fullylove, Energy Services Director – page 98

8. Texas Department of Housing and Community Affairs (TDHCA) Comprehensive Energy Assistance

Program (CEAP) 2020 Contract Amendment No. 1 (ES): Ratify and approve 2020 CEAP contract

amendment with TDHCA.

Judy Fullylove, Energy Services Director – page 121

https://us02web.zoom.us/j/83436537629

AS: Aging Services Department AF: Administration & Finance Department CS: Client Services Department ES: Energy Services RS: Regional Services

Pursuant to the Texas Open Meeting Act, Government Code Chapter 551 one or more of the above items may be considered in executive session closed to the public, including but not limited to consultation with

attorney pursuant to Texas Government Code Section 551.071 and Section 551.074 arising out of the attorney's ethical duty to advise TCOG concerning legal issues arising from an agenda item. Any decision held on

such matter will be taken or conducted in open session following the conclusion of the executive session.

Persons with disabilities who plan to attend this meeting and who may need auxiliary aids or services are requested to contact Administration & Finance at 903-813-3514 two (2) work days prior to the meeting so

that appropriate arrangements can be made. The above Agenda was posted online at http://www.tcog.com and physically posted at the Texoma Council of Governments offices in a place readily accessible to the

public. The Agenda was also emailed to the County Clerk offices in Cooke and Fannin Counties, TX on Friday, April 17, 2020.

9. Low-Income Home Energy Assistance Program (LIHEAP) Weatherization 2019 Contract Amendment No.

3 (ES): Ratify the amended 2019 LIHEAP Weatherization contract with Texas Department of Housing and

Community Affairs (TDHCA).

Evan Brown, Weatherization Program Manager – page 126

10. FY2020 Homeland Security Grant Program Projects and Resolution (RS): Approve the FY2020 Homeland

Security Grant Program Projects and Resolution.

Stephanie Davidson, Criminal Justice and Emergency Planning Program Manager – page 135

11. Grayson County Sheriff’s Office (GCSO) Public Safety Answering Point (PSAP) Workstation Equipment

(RS): Authorize staff to request from the Commission on State Emergency Communications (CSEC)

approval to acquire equipment for the 4th 9-1-1 workstation at the GCSO’s PSAP.

Beth Eggar, 9-1-1 Program Manager – page 139

12. Statewide Emergency Radio Infrastructure (SERI) Grant Resolution (RS): Approve the SERI Grant

Resolution.

Stephanie Davidson, Criminal Justice and Emergency Planning Program Manager - page 144

13. TCOG Criminal Justice Advisory Committee (CJAC) Members and Bylaws Update (RS): Approve the 2020

TCOG CJAC Members and Bylaws Update.


14. Office of the Governor’s (OOG) Criminal Justice Division (CJD) FY 2021 Prioritized Projects (RS): Authorize

recommendations from the TCOG CJAC results from the scoring and ranking of applicants for the

following funding categories for Funding Year (FY) 2021: Criminal Justice Program, Juvenile Justice and

Truancy Prevention Grant Program, General Victim Assistance Grant Program, and Violent Crimes Against

Women Criminal Justice & Training Projects.


15. FYE 2020 Cost Pool Budgets Update (AF): Accept recommendation, if any, regarding TCOG’s FYE 2020

Cost Pool Budgets.

Mindi Jones, Finance Director – page 159

16. FYE 2020 Cost Pool Allocations (AF): Accept recommendation, if any, regarding TCOG’s FYE 2020 Cost

Pool Budget Rate changes.

Mindi Jones, Finance Director

17. TCOG FYE 2020 Auditor Selection (AF): Authorize the audit engagement for fiscal year ending April 30,

2019.

Mindi Jones, Finance Director – page 166

18. TCOG FYE 2021 Annual Financing Plan (AF): With regard to the FYE 2021 Annual Financing Plan:

approve the FTE and Salary Budget Authority; set fixed carry-forward Indirect Cost Rates as follows:

General & Administrative, 32.14%, and Central Service Information Technology, 3.51%; approve the

proposed Holiday Schedule; and approve the proposed Membership Dues Schedule.

Mindi Jones, Finance Director

H. President’s Report

I. Adjourn

APPROVAL

_________________________

Eric M. Bridges, Executive Director

Page 2

TCOG Governing Board Minutes 1117 Gallagher Drive, Sherman, Texas

Thursday, February 20, 2020 – 5:30 p.m.

Members Present: Jason Brinkley, Jeff Whitmire, Debbie Plyler, Bryan Wilson, Bob Rhoden, Ken Keeler, Tony Rodriguez, Randy Moore Members Absent: Teresa Adams, Josh Brinkley, Craig Jezek, Cecil Jones, Scott Neu, Josh Stevenson, Stan Thedford

A. Jason Brinkley began the meeting without a quorum and proceeded to non-action items until a quorum arrived. The meeting was official called to order by Jason Brinkley at 5:45 p.m when Randy Moore arrived.

B. Tony Rodriguez provided the invocation followed by Jeff Whitmire who led the pledges.

C. Welcome Guests & Staff: Kay Black, Eric Bridges, Beth Eggar, Virginia Rhodes, Judy Conner, Mindi Jones, Sean Norton, Mary Browning-Rodriguez, Molly Guard, Catherine Krantz, Judy Fullylove, Evan Brown, Rayleen Bingham, Delano Smith.

D. Executive Director’s Report 1. Eric Bridges presented an updated handout on the strategic plan for the board. 2. Eric Bridges provided an overview of survey results from the year-end employee survey. 3. Additionally, Eric Bridges informed the board that we are working on member impact profiles. 4. Eric Bridges discussed with the board the viability of local funds. 5. Eric Bridges discussed the status of the Texoma Regional Foundation and the vacant officer

seats.

E. Josh Stevenson made a motion to approve the November 21, 2019 meeting minutes. This motion was seconded by Tony Rodriguez. Motion carried unanimously.

F. Action 1. A motion as made by Bryan Wilson to approve submission of the FY 2020/2021 Municipal

Solid Waste (MSW) Regional Funding Plan and Application to the Texas Commission on Environmental Quality (TCEQ). Randy Moore seconded the motion. Motion carried unanimously.

2. A motion was made by Randy Moore to authorize acceptance of the Glaser Family Charitable Foundation Grant funds from Texoma Regional Foundation. This motion was seconded by Tony Rodriguez. Motion carried unanimously.

3. A motion was made by Ken Keeler to authorize submission of the Annual SEMAP certification to the Department of Housing and Urban Development (HUD) for Fiscal Year ending December 31, 2019. This motion was seconded by Bryan Wilson. Motion carried unanimously.

4. A motion was made by Bryan Wilson to proclaim the month of April as Fair Housing Month in the Texoma Region. This motion was seconded by Ken Keeler. Motion carried unanimously.

5. A motion was made by Jeff Whitmire to ratify contract extension for the 2019 CSBG with Texas Department of Housing and Community Affairs. This motion was seconded by Randy Moore. Motion carried unanimously.

6. A motion was made by Ken Keeler to approve 2020 CEAP contract with TDHCA. This motion was seconded by Bob Rhoden. Motion carried unanimously.

7. A motion was made by Bryan Wilson to approve the TDHCA LIHEAP WAP Contract. This motion was seconded by Bob Rhoden. Motion carried unanimously.

8. A motion was made by Bryan Wilson to ratify the amended contract with DOE for the WAP funding. This motion was seconded by Tony Rodriguez. Motion carried unanimously.

9. No action was taken regarding TCOG’s FYE 2020 Cost Pool Budgets or allocations. 10. Bryan Wilson made a motion to approve TCOG’s FYE 2021 State Salary Comparison. This

motion was seconded by Ken Keeler. Motion carried unanimously.

Page 3

G. President’s Report 1. Jason Brinkley informed the board that there was a schedule conflict for the upcoming April

meeting. Jason Brinkley suggested we should possibly move the meeting to April 23. Sean Norton will send an email to the board surveying availability for the week of April 20.

H. Jason Brinkley adjourned the meeting at 6:52 p.m.

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TCOG Governing Board Minutes Zoom Meeting: (346) 248-7799

Meeting ID 937 162 7349 Friday, April 3, 2020 – 10:00 a.m.

Members Present: Jason Brinkley, Josh Brinkley, Jeff Whitmire, Teresa Adams, Bryan Wilson, Debbie Barnes-Plyler, Stan Thedford, Tony Rodriguez, Ken Keeler, Randy Moore Members Absent: Josh Stevenson, Bob Rhoden, Scott Neu, Cecil Jones, Craig Jezek

A. Jason Brinkley began the meeting without a quorum and proceeded to non-action items until a quorum arrived. The meeting was official called to order by Jason Brinkley at 5:45 p.m when Randy Moore arrived.

B. Tony Rodriguez provided the invocation followed by Jeff Whitmire who led the pledges.

C. Welcome Guests & Staff: Eric Bridges, Sean Norton, Molly Guard, Stephanie Davidson, Judy Fullylove, Kay Black, Delano Smith.

D. Action 1. Jeff Whitmire made a motion to accept and authorize an amendment to TCOG’s Personnel

Policy Manual regarding PTO for employees under unexpected or extraordinary circumstances, This motion was seconded by Bryan Wilson. Motion carried unanimously.

2. Ken Keeler made a motion to grant Executive Director temporary emergency authorization on matters related to COVID-19. This motion was seconded by Tony Rodriguez. Motion carried unanimously.

E. President’s Report 1. Jason Brinkley wanted to tell the board to be mindful of leadership during COVID-19 and be a

calming voice.

F. Jason Brinkley adjourned the meeting at 10:32 a.m.

Page 5

TO: TCOG Governing Board

THRU: Judy Conner, Area Agency on Aging Director

FROM: Virginia Rhodes, Texoma Senior Corps Program Manager

DATE: April 23, 2020

RE: Texoma Retired and Senior Volunteer Program (RSVP) Grant Continuation

RECOMMENDATION Authorize submission and, if awarded, acceptance of the Corporation for National and Community Service (CNCS) RSVP Continuation Grant for the Texoma Senior Corps program.

BACKGROUND Texoma Senior Corps consists of two senior volunteer programs whose specific goal is to connect senior volunteers age 55 and older and their life experiences and skills to specific needs within our community. Our program outreach strives to provide positive impact among organizations, children, seniors and people with disabilities who are in need of assistance. Texoma RSVP participants have a flexible schedule but must be willing to serve a minimum of one hour per month. CNCS partners with volunteer programs who share the vision of strengthening our community by identifying critical needs and achieving best possible solutions with the greatest impact. The funding supports senior involvement within our community by partnering those who want to serve with persons who need service. The program is partially funded by federal, state and local contributions.

DISCUSSION The application is for a renewal grant year 2 of 3. Texoma Senior Corps will use CNCS funds to support RSVP volunteers whose primary focus is assisting with various needs within our community. In 2019, Texoma RSVP volunteers served 87,196 hours in areas of transportation, companionship, food pantries, hospitals, crisis centers, and meal deliveries. There are currently 587 volunteers and 58 stations. Funding would be used to continue to provide volunteer insurance, volunteer support and recognition.

BUDGET The budget allocated through this grant is $64,113 for RSVP. The grant funding project period is July 2020 through June 2021.

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STATE APPLICATION IDENTIFIER:

19SRWTX004

FEDERAL IDENTIFIER:

20SR225133

2b. APPLICATION ID:

3. DATE RECEIVED BY STATE:

4. DATE RECEIVED BY FEDERAL AGENCY:

Texoma Council of GovernmentsLEGAL NAME:

1117 Gallagher DrSte 470

Virginia RhodesNAME:

(093) 813-3547

TELEPHONE NUMBER:

FAX NUMBER:

[email protected] E-MAIL ADDRESS:

7512921956. EMPLOYER IDENTIFICATION NUMBER (EIN): 7. TYPE OF APPLICANT:

8. TYPE OF APPLICATION (Check appropriate box).

If Amendment, enter appropriate letter(s) in box(es):

94.00210a. CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER:

Retired and Senior Volunteer Program10b. TITLE: Texoma RSVP

11.a. DESCRIPTIVE TITLE OF APPLICANT'S PROJECT:

Cooke, Fannin and Grayson counties

12. AREAS AFFECTED BY PROJECT (List Cities, Counties, States, etc):

07/01/19START DATE: 06/30/22END DATE: TX 04

$ 64,113.00a. FEDERAL

$ 40,243.00b. APPLICANT

$ 24,621.00c. STATE

$ 15,622.00d. LOCAL

$ 0.00e. OTHER

$ 104,356.00g. TOTAL

Mindi Jones

a. TYPED NAME OF AUTHORIZED REPRESENTATIVE: b. TITLE:

(903) 813-3562 3574

c. TELEPHONE NUMBER:

04/09/20

e. DATE SIGNED:

Area Agency on Aging

2a. DATE SUBMITTED TO CORPORATION FOR NATIONAL AND COMMUNITY SERVICE (CNCS):

1. TYPE OF SUBMISSION:

Non-Construction

5. APPLICATION INFORMATION

NAME AND CONTACT INFORMATION FOR PROJECT DIRECTOR OR OTHER PERSON TO BE CONTACTED ON MATTERS INVOLVING THIS APPLICATION (give area codes):

ADDRESS (give street address, city, state, zip code and county):

A. AUGMENTATION B. BUDGET REVISION

C. NO COST EXTENSION D. OTHER (specify below):

9. NAME OF FEDERAL AGENCY:

Corporation for National and Community Service

13. PROPOSED PROJECT: 14. CONGRESSIONAL DISTRICT OF:

15. ESTIMATED FUNDING: 16. IS APPLICATION SUBJECT TO REVIEW BY STATE EXECUTIVE ORDER 12372 PROCESS?

YES. THIS PREAPPLICATION/APPLICATION WAS MADE AVAILABLE TO THE STATE EXECUTIVE ORDER 12372 PROCESS FOR REVIEW ON:

DATE:

17. IS THE APPLICANT DELINQUENT ON ANY FEDERAL DEBT?YES if "Yes," attach an explanation. NOX

18. TO THE BEST OF MY KNOWLEDGE AND BELIEF, ALL DATA IN THIS APPLICATION/PREAPPLICATION ARE TRUE AND CORRECT, THE DOCUMENT HAS BEEN DULY AUTHORIZED BY THE GOVERNING BODY OF THE APPLICANT AND THE APPLICANT WILL COMPLY WITH THE ATTACHED ASSURANCES IF THE ASSISTANCEIS AWARDED.

APPLICATION FOR FEDERAL ASSISTANCE

Sherman TX 75090 - 3108

NEW

CONTINUATION AMENDMENTX

7b.

7a. Other

f. PROGRAM INCOME $ 0.00

PART I - FACE SHEET

DUNS NUMBER: 879884815

Modified Standard Form 424 (Rev.02/07 to confirm to the Corporation's eGrants System) Application

NEW/PREVIOUS GRANTEE

11.b. CNCS PROGRAM INITIATIVE (IF ANY):

X NO. PROGRAM IS NOT COVERED BY E.O. 12372

d. SIGNATURE OF AUTHORIZED REPRESENTATIVE:

Year #:

X

2

a.Applicant b.Program TX 04

County: Grayson

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For Official Use Only

Narratives

Executive Summary

Executive Summary

Texoma Retired and Senior Volunteer Program (RSVP) is requesting $64,113 of federal funding for

support of RSVP volunteers services in Texoma. An estimated 500 RSVP volunteers will serve in

Texoma non-profit, proprietary, governmental or health care agencies. The program's sponsor, the

Texoma Council of Governments (TCOG) is an organization comprised of city and county

governments, colleges, school districts, and chambers of commerce determined to build strength

through regional cooperation. Its members are served by working together to continually improve the

economic, social and educational opportunities for the citizens of Cooke, Grayson and Fannin

Counties. Created by the Texas State Legislature in 1968, the Texoma Council of Governments serves

governmental membership from the aforementioned tri-county area.

Texoma RSVP is a part of the Texoma Area Agency on Aging (AAA). The goal of the agency is to serve

as the community catalyst to enhance awareness of the strengths and needs of our older population

and to promote the development of a coordinated and comprehensive system of services, programs,

and opportunities to ensure their prolonged well-being, independence and dignity.

According to the United States Census Bureau, in 2016 there were 49.2 million seniors which equates

to 15.2 percent of the U.S. population. It is estimated one in five residents will be over the age of 65 by

2030, and by 2035, seniors will outnumber children younger than 18. According to the Statista.com

website, the Texas senior population rates third highest in the nation. The American Health Ranking

Senior Report 2018 indicates that 16.8% of seniors age 60 and above face the threat of hunger because

of food insecurity in Texas. In 2016, it was estimated that 34,620 individuals in the Texoma region

were affected by food insecurities according to Feeding America.Org. This number indicates a food

insecurity rate of 17.37% in our tri-county area. Some Texoma community needs include

unemployment, poverty, homebound individuals trying to maintain some level of independence,

isolation due to lack of socialization, and an aging population whose health problems related to aging

continue to increase. The current need for assistance in this area is great.

An estimated sixty-five RSVP volunteers will serve in outcome assignments. These assignments will

include RSVP volunteers addressing hunger by delivering meals to homebound individuals as well as

help lessen the effects of isolation through social interaction. RSVP volunteers will also provide support

to individuals with food insecurities by assisting in local food pantries. Volunteers will become certified

Matter of Balance coaches and teach seniors on falls prevention to improve their capacity for

independent living. Other community priorities will consist of RSVP volunteers serving the

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Strengthening Communities

community by providing assistance in hospital settings, crisis centers, thrift stores, transportation to

doctor appointments, educating seniors on financial information to avoid fraud and abuse, and

provide handmade blankets and hats to those in need. Texoma RSVP service assignments will address

areas focused on Healthy Futures and Other Community Priorities objectives. At the end of the three

year grant period we anticipate 250 individuals will have increased social support and/or increased

food security.

The CNCS federal investment of $64,113 will be supplemented by state and other funds in the

combined amount of $40,243. The total anticipated amount of funding will be $104,356.

STRENGTHENING COMMUNITIES

In keeping with our local sponsor's mission to continually improve the economic, social and

educational opportunities for citizens of Cooke, Grayson and Fannin, the Texoma Retired and Senior

Program (RSVP) serves the elderly, disabled and disadvantaged throughout the Tri-County area.

Senior volunteers will serve in various stations throughout the tri-county area that is comprised of

Cooke, Fannin and Grayson Counties. The service area covers about 2000 square miles and is largely

rural. According to Texas Demographics, the tri-county area has a combined population of

approximately 200,000. The Texoma population is expected to grow by 6.6% by 2020. This increase

would be consistent in all three counties, with an increase of 6.7% in Cooke and Grayson counties and

6.4% in Fannin County.

The program director and coordinator are active in the community, serving on the advisory board for

Texoma Community Center (formerly MHMR) Volunteer Services Council and is also active with the

Grayson Social Services Association that allows the opportunity to network services as well as learn of

community needs. The program director also serves on the Texoma Regional Advisory Council on

Aging (TRAC). Along with serving on boards, the director and coordinator spread program

information within the community by attending city council meetings, participating in Expos, Health

Fairs, and various outreach programs, as well as being on local radio, television and social media.

Volunteers are encouraged to participate in activities and opportunities offered at our partners' events.

When possible, volunteers help with various events, giving testimony when applicable of their

participation in the program. At minimum five hundred RSVP volunteers will serve community

needs by serving in several capacities. At least twenty-seven RSVP volunteers will be assisting in meal

delivery to homebound individuals, Twenty-three RSVP volunteers will serve in food pantries to those

affected by food insecurities, and the remainder will provide respite care, thrift stores, transportation to

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Recruitment and Development

doctor visits, minor home repairs, etc. Six RSVP volunteers will help educate individuals on the opioid

epidemic. Texoma RSVP will maintain a base of volunteers dedicated to helping community

endeavors to improve hunger, provide support for caregivers and those medically and physically

challenged. Two volunteers will receive training and become certified Matter of Balance coaches and

teach seniors on falls prevention to improve their capacity for independent living. Our goal is to keep

homebound individuals as independent as possible and improve food security that in turn improves

quality of life as our community continues to grow.

RECRUITMENT AND DEVELOPMENT

Recruitment for the Texoma Retired and Senior Volunteer Program (RSVP) is ongoing. Because

attrition rate gets higher as volunteers age, Texoma RSVP will recruit volunteers from the following:

*Each volunteer, advisory council member and volunteer station manager will be aware of the need

to recruit and retain volunteers from the community and will be involved in doing so.

*Brochures will be distributed to each individual, and

*Flyers will be printed and distributed among volunteer stations to encourage awareness of the

program to their campus visitors.

*There are two major newspapers in the area that will be utilized periodically to distribute news

releases on activities including recognition and training events.

* Social media, local radio and two television stations will be used periodically as media sources for

distribution of program information, volunteer events and invitations to participate in program

activities. These media sources are supportive of the Texoma Area Agency on Aging (AAA) and RSVP.

*Project staff and advisory council members will participate in marketing opportunities as made

available through activities such as volunteer fairs, fan drives and other partner or program events.

*Volunteers will receive attire as the budget permits such as t-shirts, caps and/or vests that identify the

RSVP program name that serves strategically for appropriate station attire and advertisement of the

program.

*Project Staff will periodically attend other community related meetings such as city council meetings,

community services focus groups, etc in order to broaden awareness of the program services and

opportunities.

According to the Michigan State University 4H Recognition Handbook, recognition provides

individuals with an opportunity for reflection, increases self-esteem and is an important component of

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Program Management

volunteer retention. Volunteers who feel appreciated and important are more likely to feel connected

to the program and continue their involvement. Volunteers will be recognized as often as possible by

the Retired Senior and Volunteer Program at any special event or activity in which they participate,

and with at least one special recognition event annually. Volunteers will be recognized by the Texoma

Council of Governments and AAA. Volunteer Stations recognize their volunteers and generally

include them in their station event documents, calendars, etc.

RSVP Stations recognize involve volunteers at annual station recognition events. RSVP staff are

invited to attend whenever possible. Local media have recognized the volunteers by filming/or

photographing them serving and airing the segments on the news and in specified sections of area

newspapers. In recent years, an RSVP volunteer was recognized for celebrating her 100th birthday

while still remaining an active volunteer.

Each new applicant will fill out an application that includes information about volunteer interests,

previous work experience and volunteer preferences. The interview process between staff and the

volunteer assist with determining volunteer placement. Program staff provides training to insure the

volunteer is aware of program policies, timekeeping processes, etc. RSVP stations are asked to provide

any applicable station training to insure volunteer is prepared for assigned tasks.

Each new volunteer will be issued a Program Handbook, which will be updated as needed. The

handbook consists of policy and procedures, contact information, etc.

A monthly newsletter created by Texoma RSVP is distributed to the partnering agencies and its

volunteers to provide information on health and wellness, upcoming events, volunteer tips, etc.

All techniques utilized to recruit volunteers will also be beneficial in promoting awareness.

PROGRAM MANAGEMENT

The Texoma Council of Governments (TCOG) has been the sponsor of the Retired and Senior

Volunteer Program (RSVP) since 1987 and as such, provides a finance department that oversees all

financial transactions in regards to proper distribution of grant funding. The finance director and

program manager work closely together to monitor usage of funds. Texoma RSVP also has available

through its local sponsor TCOG, the oversight of the Texoma AAA Director. Through the support of

both the TCOG finance and AAA directors in regards to budget development, financial reports, and

Statements of Revenues/Expenditures, an efficient and effective use of resources is ensured. The

program celebrated 30 years of consistent community service in 2017. The Program Director and

Coordinator through combined efforts have worked hard to ensure volunteers associated in primary

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focus target areas are meeting outputs and outcomes as identified in the grant.

Texoma RSVP goals clearly align with the mission of TCOG's AAA and the outcomes are integrated

into our existing program. The RSVP program is reviewed annually during TCOG's annual agency

review. Texoma RSVP has a well-defined and communicated volunteer management plan that

includes having a current Memorandum of Understanding in place with each workstation that states

the needs of the community in reference to that station and a description of all volunteer jobs. Texoma

RSVP's Goal is to develop workstations and volunteer assignments that meet community needs and

provide meaningful placements for volunteers. To ensure program management remains focused on

performance objectives, including workstations and volunteers benefiting from their relationships, it is

necessary to annually assess the quality of each activity by developing job descriptions, recruitment,

training, and community needs. This assessment through feedback, surveys, on-site visits, advisory

council participation, performance measurements, and work plan development.

TCOG offers various trainings and opportunities to attend training from outside resources for its

employees. Such trainings include but are not limited to grant research/writing for foundation and

community grants, time management and organizational skills.

All programs, data, and file information are maintained utilizing Volunteer Reporter Software.

Volunteer Reporter is reliable and provides valuable technical support. Reports and statistics generated

with Volunteer Reporter coincide with the needed documentation for reporting in eGrants, FFR's, etc.

We receive regular upgrades, so the program is constantly improving. Workstation managers can

enter their own hours via our website using the Web Assistant feature in Volunteer Reporter. The

Program Director works closely with the state officer and networks with other RSVP program

directors to ensure compliance with program regulations.

The Program Director and Coordinator will work closely with participating stations insuring that all

stations have signed the required paperwork such as the MOU and the Station Safety and Accessibility

Surveys.

As partnering agencies such as food distribution centers, hospitals, thrift stores, meal delivery stations

contact the program manager or coordinator expressing interest in having volunteers on their sites,

the program staff will work closely with the station leader to discuss site needs and expectations from

the program. Once an agency is accepted as a volunteer site, a match is made with a volunteer(s),

when available. Volunteer station supervisors will be given forms to complete to identify volunteer

description of duties.

Site visits will be made periodically by program staff and advisory council to volunteer stations to

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Organizational Capability

strengthen communication and relationships between the program staff, the station leaders and

volunteers as well as to observe activities being executed. These visits will also serve as a monitor to

prevent and identify prohibited activities. Education in the form of verbal and written communication

with be shared with volunteers via monthly newsletter distributions, site visits, etc.

The program director and /or coordinator will take advantage of conferences and seminars held by

the Corporation for National Community Service and will share this information with volunteers and

volunteer station supervisors and the advisory council. Community organizations/leaders are invited

to present at recognition events for the volunteers. At times, volunteer station supervisors and

advisory council members will be invited to participate in trainings, events and activities scheduled by

project staff. Program management will provide reminders to volunteers and their stations in regards

to prohibited activities to ensure requirements are met. As needed, the Project Director or Coordinator

will train volunteer site staff to provide education regarding expectations for, and restrictions of RSVP

volunteers.

A volunteer recognition event is held to recognize the volunteers for their efforts typically in the spring

or early summer. Texoma Senior Corps has a Hallmark grant through which surplus Hallmark

merchandise is received and distributed to volunteers and volunteer stations throughout the year. The

merchandise is also used in recognition efforts. Small grants are written to area foundations, and

advisory members recruit donations from area businesses in support of the program.

Recruitment of volunteers is an ongoing project for program staff, advisory council members and

volunteers. The Advisory council members are used as a program resource and support system to

assist program staff with the continued effort to build an exhilarating project.

ORGANIZATIONAL CAPABILITY - ORGANIZATIONAL CAPABILITY - Texoma Council of

Governments (TCOG) has sponsored the Texoma RSVP program for thirty-two years. TCOG and

Texoma RSVP complement each other's missions to affect lives through volunteerism and service.

They share a common goal that positively influences both the community and the volunteer that

creates a win-win situation. Texoma RSVP currently manages recruitment, retention, and recognition

of senior volunteers in Cooke, Fannin, and Grayson counties and is part of TCOG. The program has

seen a steady growth while keeping recruitment numbers consistent. We will develop and implement

programs with a new focus. Volunteer members currently serve at a minimum of 55 partnering

agencies and non-profit organizations, known as workstations, throughout the three county area.

Texoma RSVP Program Director, oversees the Texoma RSVP program. The director with the

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assistance of the Program Coordinator work cooperatively with other Texoma Area Agency on Aging

staff, RSVP, members of three Community Advisory Councils, volunteer workstation staff, and

officials of the CNCS to program, plan, and implement. The Program Director is responsible for

managing the annual budget of over $100,000 developing and implementing policies, procedures, and

generating required reports. The Program Director also manages program purchases including

equipment, supplies, etc as deemed necessary and appropriate according to the terms of the grant.

Other duties of the program director include providing administrative oversight of the Texoma RSVP

program by ensuring compliance with terms and conditions of the federal grant and applicable federal

regulations. The Program Director attends Senior Corps conferences, participates in webinars, serves

on local non-profit boards, and is a member of Texoma Regional Aging Committee (TRAC) and the

Grayson County Social Service Association. The Program Director reports to the Area Agency on

Aging Director.

The Program Coordinator supports the Program Director in executing policies and insuring the

program complies with all applicable rules and regulations. The Program Coordinator will serve as a

support for all daily functions of the program to include but not limited to coordination between

volunteers and volunteer stations, overseeing program activities, public relations and communications

within the community.

Listed below are TCOG staff members who will support effective management of the Retired and

Senior Volunteer Program (RSVP) Grant.

Virginia Rhodes is the RSVP Director. Ms. Rhodes will work closely with the TCOG finance director

managing the annual budget of over $100,000 that will include regular scheduled meetings. Ms.

Rhodes is responsible for developing and implementing policies, procedures and generating required

reports. She will work closely with the Program Coordinator, Advisory Council, specific HR

management as needed to develop and implement internal policies and procedures to provide

governance and risk. The Program Director will also manage program purchases including

equipment, supplies, etc., as deemed necessary and appropriate according to the terms of the grant.

The Program Director will work closely with the Program Coordinator, Advisory Council, specific

TCOG management and the volunteers to provide proper administrative oversight of the Texoma

RSVP program and ensuring compliance with terms and conditions of the federal grant and applicable

federal regulations. The Program Director is responsible for all volunteer trainings. The Program

Director attends Senior Corps conference trainings, serves on local non-profit boards and is a member

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of Grayson County Social Service Association. The Program Director reports to the Area Agency on

Aging Director.

Virginia Rhodes attended Grayson College pursuant of a degree in Sociology. She also attended the

Denison Chamber of Commerce Leadership Academy. Prior to becoming Program Director with the

Texoma Council of Governments, Virginia served as Program Coordinator for Texoma RSVP. She was

responsible for assisting the Program Director with program compliance in regards to policies and

procedures that also included tracking membership information and volunteer hours. Virginia has

twenty years of managerial experience through her previous employer, TrailBlazer Health Enterprises.

Virginia worked several years in customer service assisting seniors in a supervisory capacity with

Medicare Part B claims, correspondence and appeals. She later worked with medical providers

through the Medicare Part B enrollment process from start to finish. Virginia led a team of

professionals who were responsible for solving high-level inquiries that involved direct contact with

the Center of Medicare and Medicaid Services, as well as all Medicare Provider Enrollment

congressional inquiries. Virginia is heavily involved in her church charity efforts and is the organizer

of food drives and distributions to those in need throughout the year. She also supports through

volunteerism other local community non-profits events such as the Addison MS Walk, March of

Dimes, The American Heart Association and the American Cancer Association as time and

opportunity permits.

Vicky Hestand is the RSVP Coordinator. Ms. Hestand will work closely with the Program Director.

The Program Coordinator will support the Program Director in executing policies and ensuring the

program complies with all applicable rules and regulations. The Program Coordinator will serve as a

support for all daily functions of the program to include but not limited to coordination between

volunteers and volunteer stations, overseeing program activities, public relations, trainings and

communications within the community. Prior to accepting the position as Program Coordinator,

Vicky Hestand previously served as a Benefits Counselor through the Area Agency on Aging (AAA).

Ms. Hestand's prior work experience includes employment in the Medicaid Division with the Dept of

Health and Human Services. Ms. Hestand also worked several years at TrailBlazer Health Enterprises

assisting with Medicare Part B correspondence. Ms. Hestand is active with local charities such as

Women Rock and the Denison Service League.

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Narratives

Judy Conner is the Texoma Area Agency on Aging Director. Ms. Conner will provide administrative

oversight support to ensure appropriate grant management.

Mindi Jones is Texoma Council of Governments Finance Director. Ms. Jones responsibilities include

completion of financial reports and assisting with budget oversight in regards to the appropriate

distribution of grant funds.

Eric Bridges is the Texoma Council of Governments Executive Director. Mr. Bridges is responsible for

the administrative oversight of the sponsoring agency in its entirety.

The staffing structure is 50% usage of Program Director and Program Coordinator. The purpose of

this staffing structure is not cost driven. The primary motivations behind the change include:

1. Taking advantage of decades of social service managerial experience by placing the current RSVP

director in charge of Senior Corps programs;

2. Making the most efficient and effective use of salary resources, ensuring that our highest paid

employees are responsible for the higher level tasks in the program; and

3. Avoiding the payment of management level salary for clerical level duties.

We have studied this matter in detail, and we believe it is the best structure for our organization and

will provide for the best delivery of Senior Corps services to the Texoma Region. Texoma RSVP has

three county advisory councils with approximately 6-12 members on each council. Each county

advisory council contributes to the program to provide reasonable opportunity for community and

volunteer involvement and support development, operation and appraisal of the RSVP project. Council

provides advice and support to the RSVP project director in the formulation of local policy, and the

planning and development of operation procedures and practices, consistent with program policies.

Texoma RSVP program adheres to the rules that govern employees and to the policy and procedures

of TCOG including all personnel evaluations. All internal policies such as travel expenses, check

requests and payroll are managed through the administrative offices of TCOG. Program stations and

volunteers receive handbooks that include program specific rules and policies as it pertains to their

roles with the program. Fiscal oversight is provided by TCOG. TCOG's financial officer has oversight

of all its programs. An annual audit is conducted by an Independent Certified Public Accounting firm

including Finance Committee review of the budget process, audit, financial position, and investments,

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Page 11


Narratives

Other

segregated accounting of all RSVP funds, including federal grant funds, and monthly review of

financial statements by the Board of Directors. Texoma RSVP affiliation and sponsorship with TCOG

ensures RSVP will have adequate facilities, equipment, supplies, purchasing procedures, and personnel

management support as required. Job descriptions are in place that delegate duties and

responsibilities. Annual staff performance reviews are conducted. Oversight of the RSVP program is

the responsibility of the RSVP director who reports to the AAA director. Weekly staff meetings are held

to discuss strategic plans and work with day-to-day issues. A volunteer and assistance through the

Motivation, Education and Training Program (MET) periodically help to provide the program when

available with temporary staff (seniors training to return to the workforce) to assist Senior Corps with

clerical duties.

All process improvement suggestions are analyzed and changes are implemented that are deemed

appropriate and in the best interest of the program. Volunteers are informed of all updates through

communication with the volunteers and station leaders and through newsletter distribution, revised

handbooks and written correspondence. Program staff will report to the council regarding

implementation of suggestions. The Program Director will make herself available to the volunteers

and site supervisors to answer questions and deal with immediate problems.

In order to sustain and expand the Texoma RSVP program a variety of resources are secured. Local

donations will be continually pursued from groups such as area foundations, Service Leagues,

community partners such as Wal-Mart and Sam's Club and area businesses. Monetary donations are

also received from private citizens. Texoma Senior Corps currently receives a generous in-kind charity

grant from Hallmark, Inc. that helps to build community relationships and awareness. Contributions

from Hallmark, Inc. make up a large portion of in-kind contributions, which is in turn distributed to

local not-for-profits and member workstations. Other in-kind donations come from area hospitals

that donate meals to their volunteers.

OTHER

Texoma Retired and Senior Volunteer Program (RSVP) continually assesses community needs on an

ongoing basis. Though communities do not often change dramatically, Texoma and its surrounding

areas are on a path of growth and expansion, thus pointing toward rapid growth and a need for more

community outreach programs. As this occurs, diversity will increase creating a need for further

training and recruitment of volunteers.

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Page 12


Narratives

PNS Amendment (if applicable)

As the Texoma RSVP becomes better known in the area, and as funding continues to be a dilemma for

outreach programs, as well as other non-profit programs, a greater demand for volunteers will likely

be encountered, particularly in the current economy. We will anticipate changes and needs based on

growth or expansion within our community and provide appropriate recruiting and training to meet

those needs.

We embrace the opportunity to serve.

N/A

Page 18

DRAFT

Page 13


Performance Measures

% of Unduplicated Volunteers in Work Plans that result in Outcomes:

% of Unduplicated in the Primary Focus Area:

13%

13%

Healthy Futures

Healthy Futures

Aging in Place

Obesity and Food

12

11

27

130

Objective:

Objective:

Number ofVolunteerStations:

Number ofVolunteerStations:

Anticipated UnduplicatedVolunteers:

Anticipated VolunteerContributions:

1.1

2.1

Performance Measure:


Focus Area:

Focus Area:

Nutrition/Food Support


Nutrition/Food SupportService Activity:

Service ActivityDescription: RSVP Volunteers will deliver meals to homebound individuals on a daily basis throughout the

year to improve the capacity for independent living or increase social support.

The Texoma senior population is expected to grow at a rapid rate over the next decade. According to the US Census it is estimated one in five US residents will be over the age of 65 by 2030, and by 2035, seniors will outnumber children younger than 18. According to the Statista.com website, the Texas senior population rates third highest in the nation. In 2016, it was estimated that 34,620 individuals in the Texoma region were affected by food insecurities according to Feeding America.Org. This number indicates a food insecurity rate of 17.37% in our tri-county area. According to the North Texas Food Bank, 95 percent of households served by NTFB have an annual household income of $30,000 or less and 2/3 households that the North Texas Food Bank serves reports having to choose between food and paying medical care.

The Texoma senior population is expected to grow at a rapid rate over the next decade. According to the US Census it is estimated one in five US residents will be over the age of 65 by 2030, and by 2035, seniors will outnumber children younger than 18. According to the Statista.com website, the Texas senior population rates third highest in the nation. In 2016, it was estimated that 34,620 individuals in the Texoma region were affected by food insecurities according to Feeding America.Org. This number indicates a food insecurity rate of 17.37% in our tri-county area.This number indicates a food insecurity rate of 17.37% in our tri-county area. According to the North Texas Food Bank, 95 percent of households served by NTFB have an annual household income of $30,000 or less and 2/3 households that the North Texas Food Bank serves reports having to choose between food and paying medical care.

Community Need to be Addressed:


H4A: Number of individuals servedAnticipated Output:

H9A: Number of individuals who report having increased social support or improved capacity for indeAnticipated Outcome:

700 Tracking SystemTarget: How Measured:

Instrument Description Information entered into volunteer tracking database (SAM) by site supervisors at minimum on a quarterly basis.

Tracking System300Target: How Measured:

Instrument Description Surveys will be distributed and collected by volunteers delivering meals semi annually or annually.

Primary Focus Area: Healthy Futures

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Page 14


Other Community Priorities Other 35

30

435

53

435

Objective:Number ofVolunteerStations:





2.1

3.1



Focus Area:


N/A


N/A

Service Activity:

Service Activity:

Service ActivityDescription: RSVP volunteers will help package, box and distribute food to clients as needed on a daily,

weekly or monthly basis.

The Texoma elderly population is expected to grow at a rapid rate over the decade ending in 2020; 30.1%, an increase from 42,565in 2010 to 55,381 in 2020. Cooke, Grayson and Fannin counties have a higher percentage of persons over age 60 (22%) and persons with disabilities (15.9%) than national averages. Inadequate long-term services and support (LTSS) exist in Texoma in trying to meet the growing demand for such services. Lack of coordination between the various agencies and the distance of consumers from major critical healthcare pathways cause several barriers for the predominantly rural and impoverished populations. Dramatic population growth of the elderly and persons with disabilities are continually reshaping communities in Texoma, the need for effective coordination of health, social services and affordable housing in the region intensifying. The growth of the older population, with particular emphasis on persons age 85 and over, will continue to create increased demand for community, in-home and institutional supports according to the Texas State Data Center. TCOG's Client Lifecycle Study project of 2014 identified gaps in services in regards to area client needs. The top five needs identified were transportation issues, affordable housing, utility assistance, food insecurities, and overall assistance for the aging which was primarily health related.



H12: Number of individuals who report increased food securityAnticipated Outcome:


Instrument Description The number of clients served will be tracked by the volunteer stations and that information provided to program coordinator at minimum on a quarterly basis who will maintain a record of information received.

Tracking System100Target: How Measured:

Instrument Description Surveys will be distributed and collected by the volunteer stations distributing food at minimum on anannual basis.

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DRAFT

Page 15


Healthy Futures Access to Care 1

6

6




3.1

4.1



Focus Area:

N/A

Opioid/Drug Intervention

Opioid/Drug InterventionService Activity:

Service ActivityDescription:

Service ActivityDescription:

RSVP volunteers will assist in companionship, advocacy, support wellness activities, housing repair needs, crisis centers, thrift store help, transportation, and respite care.

RSVP volunteers will provide information and educational tips/alerts to seniors on a quarterly basis.

Opioid abuse isn’t just a nationwide problem; it’s a local problem that is affecting more and more Texans every year. Opioids were responsible for over 33,000 deaths in 2015, having more than quadrupled since 1999, and that number continues to climb according to the Houston Behavior Healthcare Hospital website. In an effort to halt the epidemic, President Trump recently declared opioid abuse an emergency in the U.S., giving agencies more resources to combat the problem. Texans are among those battling opioid addiction, and are increasingly losing the fight. As a result, both Texas and the rest of the U.S. are boostingtheir abilities to quell the epidemic, including increasing awareness among the public on prevention and how they can seek treatment for themselves or loved ones. Over 11.5 million people misused prescription opioids according to the 2016 National Survey on Drug Use and Health. Texoma Community Center, a facility which treats mental health and substance abuse in Texomareported on their website that in 2016 approximately 116 people died nationwide from opioid-related drug overdoses.


SC1: Grantee met their target for community priority activity (Yes/No)

H4A: Number of individuals served

Anticipated Output:

Anticipated Output:

--No outcome selected--

H17: Number of individuals with increased health knowledge

Anticipated Outcome:


0

100

N/A

Tracking System

Target:

Target:

How Measured:

How Measured:

Instrument Description


Volunteer hours will be entered in Volunteer Reporter and station activity documents will be kept on file.

Volunteer timesheets/documents will be used to track the number of individuals served.

Tracking System60

Target:

Target:

How Measured:

How Measured:


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DRAFT

Page 16


Healthy Futures Aging in Place 1

2

2




4.1

5.1



Focus Area:

Opioid/Drug Intervention

Counseling/Coaching

Counseling/CoachingService Activity:

Service ActivityDescription: RSVP volunteers will be trained to teach seniors about falls prevention using the Matter of

Balance program.

The word “fall” does not usually strike fear in the hearts of most people. But it should. According to the Permanente Journal Fall 2013 publication, falls are all too common in the geriatric population, and they have devastating consequences. They are the leading cause of injury and death by injury in adults over the age of 65 years.1 One of 3 community-dwelling older adults falls each year, with 24% of those who fall sustaining serious injuries and 6% sustaining fractures.2 In the year 2000, falls cost the UShealth care system more than $19 billion, a number that is expected to increase to $54.9 billion by 2020.3 A person who falls may subsequently experience pain, hospitalization, surgical intervention, admission to a nursing home, decreased overall functional ability, poorer quality of life, or a fear of falling.According to the U.S. Centers for Disease Control and Prevention, every 11 seconds, an older adult is treated in the emergency room for a fall; every 19 minutes, an older adult dies from a fall. Falls, with orwithout injury, also carry a heavy quality of life impact. A growing number of older adults fear falling and, as a result, limit their activities and social engagements. This can result in further physical decline, depression, social isolation, and feelings of helplessness. The Texoma elderly population is expected to grow at a rapid rate over the decade ending in 2020; 30.1%, an increase from 42,565 in 2010 to 55,381 in 2020. Cooke, Grayson and Fannin counties have a higher percentage of persons over age 60 (22%) and persons with disabilities (15.9%) than national averages. Inadequate long-term services and support (LTSS) exist in Texoma in trying to meet the growing demand for such services. Lack of coordination between the various agencies and the distance of consumers from major critical healthcare pathways cause several barriers for the predominantly rural and impoverished populations.



H17: Number of individuals with increased health knowledge

H9A: Number of individuals who report having increased social support or improved capacity for inde




Instrument Description Pre and Post surveys, sign in sheets and all applicable required Matter of Balance tracking documents.

Tracking System

Tracking System

60

5Target:

How Measured:

How Measured:



Surveys/questionnaires will be distributed to individuals receiving information tips and collected to determine if target is met.

Pre and Post surveys will be used to measure the progress of the program participants

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Page 17


Required Documents

Aggregate Dollar Amounts of funding

Annual Assessment

Board of Directors

Community Advisory Group Names and Addresses

Financial Statement Audit or SF-990

Negotiated Indirect Cost Agreement

Organizational Chart

Project Director's Job Description

Roster of Volunteer Stations

Statement of Audit Status

Document Name

Sent

Not Applicable

Already on File at CNCS


Sent

Sent



Sent

Sent

Status

Page 23


THRU: Eric Bridges, Executive Director

FROM: Molly Guard, GIS & Planning Program Manager

DATE: March 9, 2020

RE: Regionally Coordinated Transportation Plan (RCTP)

RECOMMENDATION Approve the submission of an application to TxDOT to fund the required update of the 5-Year RCTP.

BACKGROUND Currently, TCOG has a $25,000 planning grant from TxDOT to implement the 2017- 2021 Regionally Coordinated Transportation Plan. A transportation advisory group is in place, consisting of human service providers, veteran representatives, and transportation specialists. The group has developed and distributed informational materials and identified priorities from the 2017 plan. In addition, a market analysis was completed in 2019, which provided transportation route recommendations and an analysis of need.

DISCUSSION This application is for a required plan update. Funds will be used to pay a consultant who will develop the following items for Region 22: an inventory of transportation providers and transportation resources; a transportation needs assessment; and a gap analysis.

Letters of support are available from TCOG, Texoma Workforce Solutions, Texoma Area Paratransit System (TAPS), Sherman-Denison Metropolitan Planning Organization and Veterans Employment Services.

BUDGET The budget for this project is $75,000.

Page 24

Texoma Council of Governments 5 Year Plan 2020

Applicant Information 5YR-RCTP-2020-TCOG-00015

Application Instructions Application Instructions

Agency Name Texoma Council of Governments

Person to be contacted regarding this application

First Name * Molly

Last Name * Guard

Phone Number * (903) 813-3527

Email Address * [email protected]

By checking this box, you are indicating that the service profile for this organization is accurate. *

a

Project Summary

1. Project Service Area, enter the percentage of each* Rural: 53%

Urban: 47%

State Planning Region * 22

What is the project name? * Region 22 5 Year Plan Update

2. Provide a summary of the proposed project(s) for which the funds will be used. *

TCOG and partners will complete a five year public transit-human services plan that ensures a network of transportation services to effectively and efficiently get people where they need to go. The process will be led by a consultant (to be named) and will include the following: development of an inventory of transportation providers and transportation resources in Region 22; obtaining stakeholder input to assess the public's unmet transportation needs and inefficiencies in transportation services (transportation needs assessment for Region 22); identifying the overlaps and gaps in transportation services (gap analysis for Region 22).

3. The Texas Transportation Commission has established the Strategic Plan . Demonstrate to what extent the project responds to one or more of the Strategic Plan goals. *

Goal 2: Focus on the Customer: Stakeholder input will be gathered throughout the process in person and via survey, to determine transportation needs and overlaps/gaps in services. Possible solutions may also be identified. Goal 4 Optimize System Performance: Stakeholder input will help optimize performance through needs assessment and gap/overlap analysis. these processes will identify inefficiencies in services

4. Identify project partners and describe what each partner will do for the project.

Partner Name Description of Activity

Texoma Area Paratransit System Provide insight and service information on existing transportation services in Region 22.

Sherman-Denison MPO Assist with public involvement/outreach for the RCTP.

Grayson County Social Services Coalition Provide input into needs assessment and gap analysis for RCTP, related to target populations

Texas Workforce Provide labor market info, unemployment rates, employer needs.

5. Certification of Non-Profit StatusIf applying as a non-profit organization, attach documentation to certify nonprofit status.Accepted documentation:

1.Proof that the Internal Revenue Service currently recognizes the applicant as an organization to which contributions are tax deductible under section 501(c)(3) of the Internal Revenue Code; 2.A statement from a State taxing body or State Attorney General certifying that :

03/10/2020Page 25

TARGET/

Texoma Council of Governments 5 Year Plan 2020

Applicant Information 5YR-RCTP-2020-TCOG-00015

1.The organization is a non-profit organization operating withing the State; and 2.No part of its net earnings may lawfully benefit any private shareholder or individual; ·A certified copy of the applicant 's certificate of incorporation or similar document if it clearly establishes the non-profit status of the applicant; or ·Any item described above if that item applies to a State or national parent organization, together with a statement by the State or parent organization that the applicant is a non-profit affiliate.

Certification of Non-Profit Status

03/10/2020Page 26


FROM: Eric Bridges, Executive Director


RE: TCOG representation on Texas Department of Agriculture’s (TDA) Unified Scoring Committee (USC)

RECOMMENDATION Nominate the Honorable Scott Neu, Mayor of Lindsay as TCOG’s regional representative on TDA’s Community Development Block Grant (CDBG) USC.

BACKGROUND For the 2020-2021 biennium, the TDA-CDBG adopted a new rule calling for one representative from each state planning region (i.e. COG) to serve on a single, statewide USC. The USC replaces the Regional Review Committee and is responsible for developing the objective scoring factors for all regions used to prioritize applications to TDA-CDBG’s Community Development Fund. USC nominees are appointed by the Governor.

DISCUSSION The Community Development Fund is the largest fund category in the TxCDBG program. The fund is available on a biennial basis for funding a competition in each of the 24 state planning regions. Although most of the funds are used for public facilities (water/wastewater infrastructure, street and drainage improvements and housing activities), there are numerous other activities for which these funds may be used. Funds are allocated to each state planning region to ensure a broad geographic distribution of funds. Eligible applicants are non-entitlement general purpose units of local government.

BUDGET Only budget impact are travel-related expenses tied to the nominee. They will be covered via our Community & Economic Development Assistance Funds (CEDAF).

Page 27



FROM: Judy Conner, MS, CPG, AAA Director

DATE: March 9, 2020

RE: Area Agency on Aging (AAA) of Texoma Area Plan FFY 2021 – 2022

RECOMMENDATION Approve the Texoma AAA Area Plan FFY 2021 – 2022 for submission to the State of Texas.

BACKGROUND TCOG's Area Agency on Aging (AAA) Department is mandated by the Older Americans Act (OAA) to be

responsible for the development and coordination of a comprehensive system of services for citizens

age 60 and over residing in Cooke, Fannin and Grayson Counties. Responsibilities include being the

focal point for aging services, providing advocacy and outreach for older individuals in their service

area, developing and implementing an area plan based on the OAA, procurement of OAA services

funded with federal and state funds, contract negotiation, reporting, reimbursement, accounting,

auditing, monitoring and quality assurance. The overall goal is to promote lifelong independence by

providing alternatives in long-term care options through a wide variety of services.

DISCUSSION The Area Plan describes specific services to be provided to older adults residing in a given planning

and service area (PSA) and is developed from an assessment of needs of the PSA as determined by

public input that includes invited participation of older adults, their caregivers, the advisory councils for

the area agencies on aging and other appropriate stakeholder organizations. The plan also states

goals and objectives that the AAA and its staff and volunteers plan to accomplish during the plan

period.

The Area Plan is not a current report of achievements but presents a framework in reflecting the

agency’s efforts to develop and execute plans, opportunities and partnerships for services to older

adults over the next two years.

BUDGET N/A

Page 28

Area Plan

FFY 2021–2022

Texoma Area Agency on Aging

PSA 22

1117 Gallagher Sherman TX 75090

www.tcog.com

Submitted March 2020

Page 29

PSA 22 2021–2022 Area Plan March, 2020 Page 2

Table of Contents

Table of Contents ........................................................................................................................................... 2

1. Introduction to the Area Plan ................................................................................................................... 5

Purpose .......................................................................................................................................................... 5

Updates to the Area Plan .............................................................................................................................. 5

Area Plan Development Timeline ................................................................................................................. 7

2. Area Plan Certification ............................................................................................................................. 9

3. Executive Summary ............................................................................................................................... 10

Mission ......................................................................................................................................................... 10

Vision ............................................................................................................................................................ 10

4. Board of Directors ................................................................................................................................. 11

Membership Composition ........................................................................................................................... 11

Frequency of Meetings ................................................................................................................................ 11

Officer Selection Schedule .......................................................................................................................... 11

Board Officers .............................................................................................................................................. 12

5. Advisory Council .................................................................................................................................... 13

Council Composition .................................................................................................................................... 13

Frequency of Meetings ................................................................................................................................ 13

Member Selection Schedule ....................................................................................................................... 13

Advisory Council Members .......................................................................................................................... 15

6. Agency Description and PSA Profile ....................................................................................................... 16

Identification of Counties and Major Communities ................................................................................... 16

Socio-Demographic and Economic Factors ............................................................................................... 18

Economic and Social Resources ................................................................................................................ 25

Description of Service System .................................................................................................................... 25

Focal Points ................................................................................................................................................. 26

Role in Interagency Collaborative Efforts ................................................................................................... 26

7. Plan Development ................................................................................................................................. 29

Resources Used ........................................................................................................................................... 29

8. Regional Needs Assessment/SWOT Analysis ........................................................................................ 30

Regional Needs Assessment Development Process ................................................................................. 30

Survey or Public Forum Participants .......................................................................................................... 30

Key Findings................................................................................................................................................. 31

Analysis ........................................................................................................................................................ 32

9. Targeted Outreach ................................................................................................................................. 33

Performance Analysis .................................................................................................................................. 33

Targeted Outreach Plan .............................................................................................................................. 33

Targeting Report .......................................................................................................................................... 34

10. Top Needs and Service Constraints....................................................................................................... 35

Page 30


Priority Area 1: Transportation .................................................................................................................... 35

Priority Area 2: Nutrition Services: Home Delivered Meals ....................................................................... 35

Priority Area 3: Nutrition: Congregate Meals.............................................................................................. 35

11. Goals, Objectives and Strategies ........................................................................................................... 37

Goal 1 Empower older adults and their caregivers to live active, healthy lives and to improve their

mental and physical health status through access to high-quality, long-term services and supports.37

Objective 1.1 ......................................................................................................................................... 37

Explanation ........................................................................................................................................... 37

Strategy 1.1.1 ....................................................................................................................................... 37

Objective 1.2 ......................................................................................................................................... 37

Explanation ........................................................................................................................................... 37

Strategy 1.2.1 ....................................................................................................................................... 37

Objective 1.3 ......................................................................................................................................... 37

Explanation ........................................................................................................................................... 37

Strategy 1.3.1 ....................................................................................................................................... 37

Objective 1.4 ......................................................................................................................................... 37

Explanation ........................................................................................................................................... 37

Strategy 1.4.1 ....................................................................................................................................... 37

Strategy 1.4.2 ....................................................................................................................................... 37

Goal 2 Identify, strengthen and enhance collaboration with local community partners to promote the

benefits and needs of the aging population. ...................................................................................... 38

Objective 2.1 ......................................................................................................................................... 38

Explanation ........................................................................................................................................... 38

Strategy 2.1.1 ....................................................................................................................................... 38

Objective 2.2 ......................................................................................................................................... 38

Explanation ........................................................................................................................................... 38

Strategy 2.2.1 ....................................................................................................................................... 38

Objective 2.3 ......................................................................................................................................... 38

Explanation ........................................................................................................................................... 38

Strategy 2.3.1 ....................................................................................................................................... 38

Goal 3 Enable older adults to maintain or improve their quality of life and self-determination through

engaging in the community and social interactions. .......................................................................... 38

Objective 3.1 ......................................................................................................................................... 38

Explanation ........................................................................................................................................... 38

Strategy 3.1.1 ....................................................................................................................................... 38

Goal 4 Protect and enhance the legal rights and prevent the abuse, neglect and exploitation of older

adults and people with disabilities while promoting self-determination. .......................................... 39

Objective 4.1 ......................................................................................................................................... 39

Explanation ........................................................................................................................................... 39

Strategy 4.1.1 ....................................................................................................................................... 39

Objective 4.2 ......................................................................................................................................... 39

Explanation ........................................................................................................................................... 39

Strategy 4.2.1 ....................................................................................................................................... 39

Goal 5 Apply person-centered practices throughout all services provided, programs operated and

goals. 39

Objective 5.1 ......................................................................................................................................... 39

Explanation ........................................................................................................................................... 39

Strategy 5.1.1 ....................................................................................................................................... 39

Objective 5.2 ......................................................................................................................................... 39

Explanation ........................................................................................................................................... 39

Strategy 5.2.1 ....................................................................................................................................... 39

Objective 5.3 ......................................................................................................................................... 39

Page 31


Explanation ........................................................................................................................................... 39

Strategy 5.3.1 ....................................................................................................................................... 39

12. Performance Measures ......................................................................................................................... 40

LBB Performance Measures ....................................................................................................................... 40

Agency-Specific Performance Measures .................................................................................................... 42

13. Units of Service Composite .................................................................................................................... 43

14. Summary of Services ............................................................................................................................. 44

15. Service Narratives ................................................................................................................................. 45

Congregate Meals........................................................................................................................................ 45

Home Delivered Meals ................................................................................................................................ 46

Transportation ............................................................................................................................................. 47

Caregiver Support Coordination ................................................................................................................. 47

Legal Assistance .......................................................................................................................................... 48

16. Direct Service Waiver ............................................................................................................................ 49

17. Data Use Agreement.............................................................................................................................. 50

18. Disaster Plan ......................................................................................................................................... 51

19. Assurances ............................................................................................................................................ 52

Section 306(a), Older Americans Act ......................................................................................................... 52

Standard Assurances of Compliance ......................................................................................................... 56

Appendix A. Direct Service Waiver Form (Supportive, In-home, or Nutrition Services) ................................. 57

Page 32


1. Introduction to the Area Plan

Purpose

The area plan describes in detail the specific services to be provided to older adults residing in a given planning and service

area (PSA). The plan is developed from an assessment of needs of the PSA as determined by public input that includes

invited participation of older adults, their caregivers, the advisory councils for the area agencies on aging (AAA) and other

appropriate stakeholder organizations. The plan also states the goals and objectives that the AAA and its staff and

volunteers plan to accomplish during the planning period, subject to the availability and limitations of funding and the

authorization of services provided by or through the AAA.

While a historical framework, including evaluating the extent to which the AAA met certain objectives and highlighting key

accomplishments, is important in setting up the environment, the area plan is not a report of achievements. The area plan

should reflect the agency’s efforts to develop and execute plans, opportunities and partnerships for services to older adults

over the next two years.

Updates to the Area Plan

Because this template and the process described will be new for Texas AAAs, the plan period will cover two years, federal

fiscal years (FFY) 2021–2022. A two-year plan period will allow the state and the AAA to address programmatic changes and

sync the area plan cycle with contract and procurement cycles. It is the intent of the state, at this time, that subsequent plan

periods cover four years with yearly updates required for certain plan elements.

In preparing the area plan, authors should familiarize themselves with changes to Older Americans Act programs resulting

from the 2016 Older Americans Act Reauthorization Act (P.L. 114-144), referred to throughout this document as “OAA.” The

Administration for Community Living (ACL) has provided a summary of changes, which is available at:

acl.gov/sites/default/files/about-acl/2017-04/OAA-Summary-Final.pdf.

The area plan development process begins with development of the AAA description and PSA profile, followed by completion

of the regional needs assessment and SWOT (strengths, weaknesses, opportunities and threats) analysis during the late

spring and early summer of 2019. The late summer and early fall should feature development of the targeted outreach and

top needs and service constraints. With the completion of these components, the agency will be prepared to address the

goals, objectives, strategies and performance measures, as well as service narratives, in the fall.

Please review the Area Plan Checklist for a complete list of required elements to be submitted with the 2021–2022 Area

Plan.

Page 33

https://acl.gov/sites/default/files/about-acl/2017-04/OAA-Summary-Final.pdf


In planning to produce the area plan, agencies should consider the following development process.

Figure 1 Area Plan Development Process

Page 34


Area Plan Development Timeline

Table 1 Area Plan Development Timeline

Milestone AAA Month(s) of Activity Suggested Dates1

Agency and PSA Profiles April–May 2019 May 24, 2019

Regional Needs Assessment/SWOT Analysis May–July 2019 August 2, 2019

Targeted Outreach August 2019 September 6, 2019

Top Needs and Service Constraints September 2019 October 4, 2019

Goals, Objectives, Strategies and

Performance Measures October–November 2019 December 6, 2019

Service Narratives October–November 2019 December 6, 2019

Area Plan February–March 2020 March 27, 2020

1Area plans are due to OAAA March 27, 2020. OAAA recommends that agencies complete each milestone by its suggested date to ensure completion of the final product by

the anticipated due date.

Page 35

Area Plan FFY 2021–2022

Page 36


2. Area Plan Certification

AAA INFORMATION

LEGAL NAME OF AGENCY: TEXOMA AREA AGENCY ON AGING

MAILING ADDRESS: 1117 GALLAGHER DR., SUITE 350 SHERMAN, TX 75090

TELEPHONE: 903-813-3575

FEDERAL ID NUMBER: 75-1292195

CERTIFICATION BY <AAA GOVERNING BODY> BOARD OF DIRECTORS AUTHORIZED OFFICIAL, AAA ADVISORY COUNCIL

CHAIR, <AAA GOVERNING BODY> EXECUTIVE DIRECTOR AND AAA DIRECTOR

I HEREBY CERTIFY THAT:

☒ The attached document reflects input from the recipients of services under the area plan who are representative of

all areas and culturally diverse populations of the PSA.

☒ The attached document incorporates the comments and recommendations of the AAA Advisory Council.

☐ The attached document has been reviewed and approved by the AAA Board of Directors.

☒ The AAA has coordinated the planning, identification, assessment of needs and provision of services for older adults

with disabilities with agencies that provide services to people with disabilities.

ADDITIONALLY:

☐ Signatures below indicate that the area plan has been reviewed and approved by the respective governing bodies.

I further certify that the contents are true, accurate and complete statements. I acknowledge that intentional

misrepresentation or falsification may result in the termination of financial assistance. I have reviewed and approved this

2021–2022 Area Plan.

Signing this form verifies that the AAA Governing Body, AAA Governing Body Board of Directors, AAA Advisory Council and AAA

understand that they are responsible for the development and implementation of the area plan and for ensuring compliance

with Section 306, OAA.

AAA GOVERNING BODY EXECUTIVE DIRECTOR AAA ADVISORY COUNCIL CHAIR

NAME: ERIC BRIDGES NAME: SHARON BRAZEAL

SIGNATURE: _____________________________________ SIGNATURE: _____________________________________

DATE: Click or tap to enter a date. DATE: Click or tap to enter a date.

AAA GOVERNING BODY BOARD OF DIRECTORS AUTHORIZED

OFFICIAL

AAA DIRECTOR/AUTHORIZED OFFICIAL

NAME: HONORABLE JASON BRINKLEY NAME: JUDY CONNER



Page 37


3. Executive Summary

Texoma Area Agency on Aging (AAA) prepares an Area Plan on Aging as required by the Texas Office of Area Agencies on

Aging (OAAA) under the U.S. Department of Health and Human Services Commission (HHSC). The Area Plan provides

strategic direction to the Texoma area senior services network and complies with instructions by HHSC.

Beyond the minimum required information, the Area Plan addresses the following: key sociodemographic factors that will

shape funding needs; priorities, unmet needs and best practices identified by the OAAA; in providing objectives in working

with the aging network on cost-effective, high quality services to Texoma’s older adults, adults with disabilities and their

caregivers.

The Texoma Area Plan documents the very rural and isolated areas of Texoma, a three-county region bordering southern

Oklahoma, and reveals the scarcity of populated areas which impacts transportation mobility for any age, however, the

impact is much greater when factoring in the population of ages 60 and over.

The core programs of the Texoma Area Agency on Aging lead the effort for innovative aging services in the Texoma area to

assist individuals age 60 and over, including those with disabilities, and their caregivers to age with dignity, purpose and

independence. The following have been identified by the region as the top services requested to remain living independently

and are addressed in-depth in the Area Plan:

Priority 1: Transportation

Available options for public transportation continues to be a need in our region for the isolated and rural areas. Major

communities have limited options where public and/or affordable private transportation is available.

Priority 2: Nutrition: home-delivered meals

Home delivered meals are highly desired in our area due to various health issues in older adults that impede preparing

meals in the home. This service includes the opportunity for socialization as a volunteer who delivers the meal to the home,

speaks one-on-one with the recipient. Any concerns can then be reported back to the Nutrition Vendor if follow up is needed

or requested.

Priority 3: Nutrition: congregate meals

Congregate meals addresses another group of the older population who are mobile enough to physically attend a congregate

meal site, whether driving themselves or with public transport. In addition to providing a meal, this service also includes

socialization with others in a recreational setting.

Texoma AAA is addressing the significant needs of our region through initiatives to empower the older population of our

region and their caregivers to live active, healthy lives and to improve their mental wellness and physical health through the

core programs of our agency: Information, Referral and Assistance, Caregiver/Care Coordination, Legal Assistance and

Ombudsman services according to guidelines set forth in OAAA’s Service Definitions, including easy access for options to

services as well as long-term care. Texoma AAA endeavors to ensure the legal rights of our older population and their

protection, preventing abuse, neglect and exploitation. Texoma AAA also promotes planning and collaboration at the

community level to recognize the benefit and needs of its aging population, maintaining the highest quality of life for as long

as possible, including supports for family caregivers. This also includes AAA maintaining an effective and responsive staff as

leaders.

Mission

Promote and protect the well-being of the older person in Texoma. (Older Americans Act: §1321.53 Mission of the area

agency)

Vision

Assist individuals age 60 and over, their caregivers and persons with a disability to be independently operational, healthy

individuals fully engaged in the community to their ability and desire.

Page 38


4. Board of Directors

Membership Composition

At least two-thirds (2/3) of the representatives of the Governing Board shall be elected official representatives of regular

members in accordance with subsection (2)(B)(i) of this Article. Furthermore, the Governing Board shall be composed of

representatives who collectively satisfy the requirements of applicable state and federal law.

The Governing Board shall consist of fifteen (15) representatives as follows:

Elected Officials:

(a) The County Judge of:

1. Cooke County,

2. Fannin County, and

3. Grayson County.

(b) The Mayor of:

1. The City of Bonham,

2. The City of Denison,

3. The City of Gainesville, and

4. The City of Sherman.

(c) General Law cities:

1. The Mayor of one (1) General Law city from each of:

A. Cooke County,

B. Fannin County, and

C. Grayson County.

Community Representatives:

The Commissioners Court of each County shall appoint one (1) community representative.

School Districts:

One (1) representative of a school district with an enrollment of more than 1,000 students.

Community College Districts:

One (1) representative of a community college district.

Frequency of Meetings

The appointed representatives serving on the Governing Board shall meet at a time and place it decides, but no less than

monthly.

Officer Selection Schedule

The Governing Board shall elect officers at the regularly scheduled June meeting.

Page 39


Board Officers

Table 2 Board Officers

Title Name Term

Chair or president Honorable Jason P. Brinkley January 15, 2015 - Present

Vice chair or vice president Honorable Jeff Whitmire June 18, 2015 - Present

Treasurer or equivalent position Honorable Teresa Adams August 21, 2014 - Present

Secretary or equivalent position Honorable Teresa Adams August 21, 2014 - Present

Immediate past chair or president Keith Clegg July 18, 2013 – May 8, 2017

Other: (Title Texas State House District 60-

Texas House of Representatives) Representative Drew Springer Ex-Officio

Page 40


5. Advisory Council

Council Composition

The Advisory Council shall include individuals and representatives of community organizations who will help to enhance the

leadership role of the Area Agency on Aging in developing community-based systems of services and shall be made up of:

1) More than 5 percent persons age 60 or over, including minority individuals who are participants or who are eligible

to participate in aging programs;

2) Representatives of older persons;

3) Representatives of health care provider organizations, including providers of veterans’ health care (if appropriate);

4) Representatives of health care provider organizations, including providers of veterans’ health care (if appropriate);

5) Persons with leadership experience in the private and voluntary sectors;

6) Local elected officials; and

7) the general public.

Frequency of Meetings

The Advisory Council shall meet every other month, beginning with a meeting in October.

Member Selection Schedule

Members shall serve staggered three year terms and may succeed themselves for a total of two full terms. Having served

two full terms (6 years), members may again be considered for membership after a one year break in service. Advisory

Council members shall be nominated by the TCOG/AAA staff and AAA Director and the existing Council members shall then

vote on the nominees’ memberships in the month of October. All members must be confirmed by the TCOG Board of

Directors.

Page 41


Table 3 Advisory Council Composition

Category Number of Members

Older adults residing in rural areas 4

Clients of Title III services 1

Older adults 9

Minority older adults who participate or are eligible to participate in

OAA programs

4

Local elected officials 1

General public 5

Veterans’ health care providers, if applicable

Service providers 3

Family caregivers of older adults who are minority or who reside in

rural areas

1

Business community representatives 1

Representatives of older adults 8

Representatives of health care provider organizations 1

People with leadership experience in the private and voluntary

sectors

11

Representatives of supportive services provider organizations 2

Page 42


Advisory Council Members

Table 4 Advisory Council Members

Name Occupation or Affiliation County of

Residence

Memb

er

Since

Current

Office Term Name of Agency Group Represented2

Sharon Brazeal Older adult residing in rural areas Grayson 2017 2017-2023 Rural older adults

Joe C. Dale Older adult residing in rural areas Fannin 2018 2018-2024 Rural older adults

Sandra Dean Representative of older adults Grayson 2018 2018-2024 Representative of supportive services

Patsy Howard Service Provider Grayson 2018 2018-2024 Representative of supportive services

Shari Marshall Representative of older adults Cooke 2020 2020-2026 Representative of health care provider

Robin McCoy District Coordinator Grayson 2018 2018-2024 Senator Pat Fallon

Greg Pittman Service Provider Grayson, Fannin

& Cooke

2018 2018-2024 Representative of supportive services

Virginia Rhodes Senior Corps Manager Grayson 2019 2019-2025 Representative of older adults

Georgia Richardson Older adult residing in rural areas Grayson 2016 2016-2022 Rural older adults

Agnes Ricker Older adult residing in rural area Fannin 2016 2016-2022 Rural older adults

James Thorne Older Adult Grayson 2016 2016-2022 Representative of older adults

Josh Walker Service Provider Grayson, Fannin

& Cooke

2017 2017-2023 TAPS Transportation

Kate Whitfield Attorney Grayson 2018 2018-2024 Business Law Advocacy

2 Enter “N/A” if not applicable

Page 43


6. Agency Description and PSA Profile

Identification of Counties and Major Communities

The Texoma Region is a tri-county area located in north central Texas, south of Lake Texoma and the Red River which is the

border between Oklahoma and Texas with a service area of 2,774 square miles in Cooke, Grayson and Fannin Counties.

Grayson County is the largest of the three counties with an estimated population of 128,560; Cooke County borders

Grayson on the west with an estimated population of 39,571; Fannin County borders Grayson on the east with an

estimated population of 34,175. (ACS Census Data 2018)

Sherman is the county seat of Grayson County and the largest community numerically with an estimated 41,567, with

Denison being the second largest community in Grayson with an estimated population of 23,654 and closest to the Red

River bordering Oklahoma.

Bonham is the county seat and largest city of Fannin County with an estimated population of 10,040.

Gainesville is the county seat and largest community of Cooke County with an estimated population of 16,169.

(Population Figures Source: US Census Bureau, 2012-2016 American Community Survey 5-Year Estimates)

Page 44


The map below shows the most populated communities in each of the three counties served: Sherman/Denison (middle),

Bonham (right) and Gainesville (left) versus mainly rural areas with smaller communities than those listed above in the

remainder of the region.

Dramatic population growth of the elderly and persons with disabilities are continually reshaping communities in Texoma

resulting in the increasing need for effective coordination of health, social services and affordable housing in the region.

Texoma has a higher per capita rate at approximately 22% of the elderly population compared to the State of Texas per

capita of approximately 19%. Texoma per capita is expected to remain higher than the State as the Senior Population

Projections Table below reveals Texoma growth at almost 30% by 2023 while State growth is just under 20%. Texoma

projections also show that the age group of 85 will increase more than the State projections for this same group. This will

continue to create increased demand in the near future for community, in-home and institutional supports.

Texoma Senior Population Projections

Anticipated change in the percentage of older adults in Texoma is based

on 2012 Population Projections by 1.5 Migration Scenario for Texas by The Texas Data Center.

Page 45


Socio-Demographic and Economic Factors

Of the tri-county service area, the Sherman/Denison area is urban with outlying rural areas in Grayson County.

Sherman/Denison is the center for major retail, industry, medical facilities, physicians and two higher education institutions

in the County. After the closing of Perrin Air Force Base in Denison during the 1970s, many of the military personnel retired

in the Texoma region and Lake Texoma.

Cooke County is a rural economy, centering on oil and gas production with associated industries. Its largest town,

Gainesville, is beginning to build more retail with limited medical facilities and one junior college.

Fannin County is rural and agricultural with the majority of the population commuting to other regions, including the Dallas

Metroplex, for jobs and medical needs.

The following tables show each county’s population according to low-income/poverty and the relation to age, race and

education, putting into perspective the economic advantages of urban areas compared to rural and hard-to-reach areas.

Age and Poverty

Subject

Grayson County, Texas

Total Below poverty

level

Percent below

poverty level

Estimate Estimate Estimate

Population for whom poverty status is determined 121,291 18,877 15.6%

AGE

Under 18 years 28,968 6,490 22.4%

Under 5 years 7,531 1,853 24.6%

5 to 17 years 21,437 4,637 21.6%

Related children of householder under 18 years 28,803 6,325 22.0%

18 to 64 years 72,106 10,700 14.8%

18 to 34 years 24,620 4,773 19.4%

35 to 64 years 47,486 5,927 12.5%

60 years and over 28,130 2,433 8.6%

65 years and over 20,217 1,687 8.3%

Source: US Census Bureau, 2012-2016 American Community Survey 5-Year Estimates

In the Table above, 16.9% of individuals age 60 and over are living below poverty level in Grayson County.

Page 46


Age and Poverty

Subject

Fannin County, Texas

Total Below poverty

level

Percent below

poverty level



AGE

Under 18 years 7,078 1,407 19.9%

Under 5 years 1,690 386 22.8%

5 to 17 years 5,388 1,021 18.9%


18 to 64 years 18,066 3,125 17.3%

18 to 34 years 5,631 1,178 20.9%

35 to 64 years 12,435 1,947 15.7%

60 years and over 7,700 853 11.1%

65 years and over 5,648 546 9.7%


In the Table above, Fannin County has the highest number of individuals age 60 and over living below poverty level at

20.8% (1,399) of the three counties in our service area. Two factors that may contribute to this higher percentage is the

very rural area of the county with residents not completing high school at a very high rate of 29.1%. (See Education and

Poverty Table on Page 36)

Page 47


Age and Poverty

Subject

Cooke County Texas

Total Below poverty

level

Percent below

poverty level



AGE

Under 18 years 9,069 2,269 25.0%

Under 5 years 2,462 710 28.8%

5 to 17 years 6,607 1,559 23.6%


18 to 64 years 22,484 3,121 13.9%

18 to 34 years 7,771 1,720 22.1%

35 to 64 years 14,713 1,401 9.5%

60 years and over 9,355 647 6.9%

65 years and over 6,497 336 5.2%


In the table above, 12.1% of individuals (983) age 60 and over are living below poverty level in Cooke County.

Cooke County is home to minority and rural communities. One such community has grown over the years primarily due to

the DFW Metroplex boundaries pushing northwest and the residents aging in place. This community has a very high

percentage of Hispanics with 38% living in poverty. (See Race and Poverty Table) Barriers to services include the very rural

area, limited transportation and fuel costs and primarily being non-English speaking. Residents in this area do not

understand the benefits that may be available for them nor understand how to request services. Physical access to

services is also limited by the only main road leading to the community being eroded and needing extensive repair with no

current available funding for those repairs.

Page 48


Race and Poverty


The table above reveal the race with the highest population living in poverty as Black or African American alone at 35.6%

with Hispanic or Latino origin second at 22.6%; white alone living in poverty is 13.7%. Grayson County has the lowest

percentage of American Indian and Alaska Native Alone living in poverty out of the three counties at 10.8%. Females living

in poverty are higher than Males living in poverty by 2.3%.

Estimate Estimate

18,877 15.6%

8,702 14.7%10,175 16.4%

14,377 13.7%2,510 35.6%152 10.8%277 20.9%9 11.8%

604 23.6%948 26.3%

3,395 22.6%11,733 12.6%

Hispanic or Latino origin (of any race) 15,009White alone, not Hispanic or Latino 93,246

Some other race alone 2,564 Two or more races 3,604

American Indian and Alaska Native alone 1,410 Asian alone 1,326 Native Hawaiian and Other Pacific Islander alone 76

RACE AND HISPANIC OR LATINO ORIGIN White alone 105,260 Black or African American alone 7,051

Male 59,276 Female 62,015

SEX

TotalBelow poverty

levelPercent below poverty level

Estimate

Population for whom poverty status is determined 121,291

Subject Grayson County, Texas

Page 49


Race and Poverty


Rural Fannin County has the highest population of Black or African American alone living in poverty at 42.4% compared to

14.3% of White alone living in poverty with Hispanic or Latino living in poverty at 24.1%. Fannin also has the highest

percentage of individuals not completing high school at 29.1% out of the three counties. (See Education and Poverty Table)

Females living in poverty is only slightly higher than Males living in poverty by .2%.

Of the three counties, Fannin County has the highest percentage of American Indian and Alaska Native Along living in

poverty at 21% of the three counties.

Estimate Estimate

5,078 16.5%

2,474 16.4%2,604 16.6%

3,976 14.3%661 42.4%22 21.0%62 37.6%0 0.0%

147 72.4%210 24.6%

679 24.1%3,440 13.5%


Some other race alone 203 Two or more races 852

American Indian and Alaska Native alone 105 Asian alone 165 Native Hawaiian and Other Pacific Islander alone 11

RACE AND HISPANIC OR LATINO ORIGIN White alone 27,897 Black or African American alone 1,559


SEX

TotalBelow poverty


Estimate


Subject Fannin County, Texas

Page 50


Race and Poverty


In the Table above, Hispanic or Latino is the highest race living in poverty at 38.0% with Black or African American living in

poverty at 20.2%; White alone living in poverty is 14.6%. Cooke County’s American Indian and Alaska Native Alone living in

poverty is at 16.1%. Females living in poverty is higher by 3.5% than Males living in poverty.

Estimate Estimate

5,726 15.0%

2,511 13.3%3,215 16.8%

5,176 14.6%182 20.2%37 16.1%37 12.5%0 0.0%21 7.5%

273 30.1%

2,441 38.0%2,834 9.6%


Some other race alone 280 Two or more races 908

American Indian and Alaska Native alone 230 Asian alone 296 Native Hawaiian and Other Pacific Islander alone 44

RACE AND HISPANIC OR LATINO ORIGIN White alone 35,389 Black or African American alone 903


SEX

TotalBelow poverty


Estimate


Subject Cooke County, Texas

Page 51


Education and Poverty, Cooke, Fannin and Grayson

Source: US Census Bureau, 2012-2016 American Survey 5-Year Estimates

In the table above, individuals living in poverty are highest in the population who did not complete high school in all three

counties: Cooke at 27.4%, Fannin at 29.1% and Grayson at 26.4%.

Estimate Estimate

5,726 15.0%

2,674 10.4%940 27.4%807 10.6%798 8.9%129 2.3% Bachelor's degree or higher 5,592

Less than high school graduate 3,425 High school graduate (includes equivalency) 7,646 Some college, associate's degree 8,994

EDUCATIONAL ATTAINMENT Population 25 years and over 25,657

Estimate


Subject Cooke County, Texas

Total Below poverty level

Percent below poverty level

Estimate Estimate

5,078 16.5%

3,059 14.4%881 29.1%

1,177 15.6%856 12.0%145 4.1%

High school graduate (includes equivalency) 7,539 Some college, associate's degree 7,128 Bachelor's degree or higher 3,536

EDUCATIONAL ATTAINMENT Population 25 years and over 21,232 Less than high school graduate 3,029

TotalBelow poverty


Estimate


Subject Fannin County, Texas

Estimate Estimate

18,877 15.6%

10,209 12.4%2,656 26.4%3,492 13.8%3,169 10.5%892 5.3% Bachelor's degree or higher 16,692

Less than high school graduate 10,055 High school graduate (includes equivalency) 25,291 Some college, associate's degree 30,147

EDUCATIONAL ATTAINMENT Population 25 years and over 82,185


Subject Grayson County, Texas

Total Below poverty level

Percent below poverty level

Estimate

Page 52


Economic and Social Resources

Economic and Social Resources for our region includes Lake Texoma, one of the largest reservoirs in the United States and

the 12th largest US Army Corps of Engineers’ (USACE) lake. Located on the Red River between Oklahoma and Texas, the

Lake is our region’s largest source of tourism attracting approximately 6 million visitors a year. Lake Texoma is formed by

Denison Dam on the Red River and located at the confluence of the Red and Washita Rivers with a surface area of

approximately 93,000 acres. Sherman/Denison metropolitan are the two major cities closely surrounding the lake area in

Grayson County with the city of Gainesville surrounding the lake in Cooke County.

Lake Texoma features state parks and several small islands accessible only by means of water transportation. Construction

of the dam was completed in January 1944 and the installation of the two generators completed in September 1949. Lake

Texoma was then authorized for flood control, hydropower and water supply. Recreational opportunities include two wildlife

refuges, two state parks, 54 USACE-managed parks, 12 marinas, 26 resorts, hundreds of campgrounds, great fishing and a

variety of golf courses. Power boating, sailing, personal watercraft, water skiing and wind surfing are very popular with

tourists.

Lake Texoma is home to the Lakefest Regatta and considered to be the first inland charity regatta in the United States.

Highest seasonal tourism is shown during the spring, summer and fall with many summer residents from the northern

areas who relocate for a time in our Gainesville and Sherman/Denison areas in order to take advantage of the many warm

weather recreational activities. Fannin County is currently building a new lake district which will affect the future population

and seasonal shifts in tourism.

North Texas Regional Airport (NTRA)

NTRA (formerly Perrin Air Force Base) is a functional airline offering flights into the metroplex of Dallas/Fort Worth.

Arts and Cultural Districts

Denison Arts and Cultural District offers many recreational opportunities for our region’s older population with a 30-block

area of downtown art galleries, antique and specialty shops, performance venues, historic theater, art schools, restaurants

and wine tasting room, recording and dance studios, museums, loft living spaces, library and the Old Katy Depot. Some

buildings are listed on the National Register of Historic Places.

Sherman Cultural District advocates for the arts and artists to improve the environment and promote arts-based tourism

and economic growth through art studios, antique shops, community playhouse, creating opportunities for our region’s

older population to continue engagement in civic engagement as long as desired.

Arts and cultural opportunities are also offered in the rural towns of Gainesville (Cooke County) and Bonham (Fannin

County), however, in a more limited form.

Higher Education

Grayson College is a rural public community college with the main campus in Denison and branch campuses at the Perrin

Air Force Base and Van Alstyne, all three in Grayson County. Austin College is a suburban private liberal arts college located

in Sherman in Grayson County with a main campus of 70 acres. North Central Texas College is a rural public community

college located in Gainesville in Cooke County, with a main campus of 110 acres. Educational opportunities are available

for our region’s older population in all three colleges.

Description of Service System

Services to meet basic needs of our region’s older adults and those with disabilities are established through the wide scope

of OAAA/HHSC funded services through Texoma AAA. Comprehensive assessments are completed through AAA programs

such as caregiver/care coordination, legal services, ombudsman and connecting individuals with other appropriate

resources through information, referral and assistance. Our region’s needs continue to be examined, both through our

agency and the public and private sector in our area, in order to provide required services to meet the ongoing needs in our

region.

One innovative example is in the public and private sectors where area leaders have partnered with local foundations in

conducting the region’s first Community Mental Health Needs Assessment Study in order to begin addressing the area’s

Page 53


mental health needs. Thirty-five organizations make up the Texoma Behavioral Health Leadership Team with the final study

to be used to help the community organization develop plans to help provide better mental health services in our region. It

has been recognized when families experience mental illness, there are fewer family caregivers for those individuals age

60 and over as a support network.

In Table 6 of the Targeting Report, the total number of individuals age 60 and over in our PSA is 48,021. Individuals

registered as receiving available services in our PSA is 2,495. Of that amount, 1,954 clients live in rural areas with 336

minority clients.

Partial funding by OAA supplements services for Alzheimer’s disease and related dementias, both for care recipients and

caregivers, which are available weekly for individuals residing in all three counties. Respite care is two-fold with trained

staff to engage the care recipients in a safe environment while the caregiver has a designated time for themselves without

caregiving concerns. Partnering with national Alzheimer’s services also provide monthly support groups for caregivers.

Registered services provided and number of clients in each county are below according to the NAPIS Agency Summary

Report 2018 - 2019:

Cooke County Fannin County Grayson County

Clients: 524

Direct Services:

Care Coordination

Legal Assistance

HICAP Assistance

Information, Referral, Assist

Residential Repair

Evidence-Based Intervention

Health Maintenance

Nutrition: Education, HDM,

Congregate

Clients: 737

Direct Services:

Care Coordination

Legal Assistance

HICAP Assistance


Residential Repair


Health Maintenance


Congregate

Clients: 2,713

Direct Services:

Caregiver/Care Coordination

Legal Assistance

HICAP Assistance


Residential Repair


Health Maintenance


Congregate

Focal Points

Table 5 Focal Points

Community

Served

Name and Address of Focal

Point Services Provided

Services Coordinated

with Other Agencies

1. Cooke,

Fannin &

Grayson

Counties

Area Agency on Aging

1117 Gallagher Drive, Ste

350

Sherman, TX 75090

903.813.3505

IR&A; Care Coordination:

nutrition, residential

repair, health

maintenance; Caregiver

Services; Legal Assistance;

Ombudsman.

Gainesville Housing

Authority

Texoma Housing

Partners

Role in Interagency Collaborative Efforts

Coordination of Mental Health Services

Studies show that Texas ranks last in the country for per-capita funding for mental illness with the 2019 Fannin County

Page 54


Community Health Needs Assessment revealing Mental Health as being voted the number one priority in Fannin County.

With this in mind, Texoma AAA, involves multiple local agencies to enhance and capture all opportunities provided by HHSC

funds and community partners to address priority issues. Partnerships are key in our delivery of services in our region and

provide combined experience and continuum of services to seniors and those with disabilities. Mental health partner

services include intake and referral, assertive community treatment, community support, crisis intervention, behavioral

health services, case management, vocational employment and residential supported housing.

The Texoma Community Center (TCC-formerly MHMR) and Department of Assistive and Rehabilitative Services (DARS) have

contractual responsibilities to develop local service area plans in our region. TCC and DARS direct the provision of services

to persons with mental challenges. TCC’s plan guides the provision of services to persons with behavioral health needs, in

addition to those with mental challenges. Plans address community needs and priorities, network planning, resource

development and allocation and relationships with other community agencies and service providers.

Mental wellness foundations partner with agencies in our region to create opportunities for educational seminars and

materials on mental health awareness for local professionals. Texoma AAA works closely with the foundations to be able to

reach those age 60 and over with more complete information on services available for those with mental health issues in

our region.

Health Maintenance

United Way agencies in two of our counties, along with other local foundations, are approached by our agency for grants

addressing specific health maintenance needs of the older population in Grayson, Fannin and Cooke Counties targeting

dental, vision and hearing issues to assist residents in the pursuit of physical wellness, quality of life and independent

living.

In-Kind Resources

Partnerships with local hospitals offer in-kind resources for our respite care program in the way of dedicated meeting

rooms, lunches for participants and volunteers and other necessary supplies, available in all three counties, Grayson,

Fannin and Cooke Counties.

Service Organizations

Texoma AAA partners with multiple local service organizations and businesses (home health/hospice agencies, hospitals,

physicians) in all three counties, Grayson, Fannin and Cooke. Together we engage in community services to enhance the

life and well-being of our older population.

Veterans’ Services

Texoma AAA works closely with local veterans’ service providers and in providing referral information and resources to

individuals accessing our Information & Referral Assistance.

Alzheimer’s Association (AA)

Texoma AAA collaborates and partners with our region’s Alzheimer’s Association which includes outreach efforts in the

older population who are dealing with a diagnosis of Alzheimer’s disease or related dementia (ADRD) or caregiving for

those with dementia and memory loss. Facilitators trained by the AA will reach out to our tri-county area to establish and

maintain support group meetings to assist in educational awareness and distribution of educational materials and local

resources.

Meals on Wheels (MOW)

Nutrition provider maintains senior centers in Grayson, Fannin and Cooke Counties, coordinating with Senior Corps’

RSVP program in recruiting, training and maintaining volunteers for delivery of home-delivered meals.

Senior Corps (Corporation for National and Community Service): Intergenerational partnership activities and volunteer

initiatives include the Senior Corps Program providing volunteers through their Foster Grandparents Program to link

those age 60 and over with mentorship opportunities with local school age children, effectively preventing isolation of

the elderly.

The RSVP volunteers are offered opportunities to partner with hospitals, Alzheimer’s disease and related dementia

respite care programs and programs providing services to older adults and older adults with disabilities.

Senior Corps volunteers are also recruited and trained to deliver meals to those age 60 and over and their eligible

caregivers through the Meals on Wheels Program.

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Ministerial Alliances

Various ministerial alliances are great sources of publicity, outreach to the region’s older population and offers

opportunities to reach out to the older population and those with disabilities through local churches.

Texoma Area Para-Transit Services (TAPS)

Collaboration with TAPS will help those clients age 60 and over with transportation needs in some of the major cities.

Rural areas are a challenge and collaboration meetings are needed to move forward to address these needs.

Social Security/HHSC

Building partnerships through collaboration efforts provide the benefits counselors of our AAA and representatives from

Social Security Administration and Health and Human Services Commission (HHSC) with more concentrated abilities to

assist eligible individuals in our service area.

Texas Housing Partners (THP)

Collaboration between AAA and THP in Fannin County allows AAA to have office facilities in Bonham. This ability to work

regularly out of a local location better meets the rural residents’ needs of Fannin County as many in need struggle with

transportation issues.

Gainesville Housing Authority (GHA)

Collaboration between AAA and GHA in Gainesville allows AAA to have office facilities in Cooke County. This ability to be

housed in a local location better meets the rural residents’ needs of Cooke County as many in need struggle with

transportation issues.

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7. Plan Development

The process used to develop the Area Plan was first to gather as much information and feedback from stakeholders and

the public representing urban and rural and the pockets of communities that may be more isolated. The tool used to garner

feedback was the Community Needs Assessment Survey 2021-2022 which was distributed for approximately four months

in all three counties. This is described more at length in Section 8: Regional Needs Assessment/SWOT Analysis.

As seen below in Resources Used, a variety of statistics for each county were used to compile the charts and graphs to

develop the Area Plan.

Resources Used

☐ AGID

☒ American Community Survey

☒ American FactFinder

☐ ALICE

☐ BRFSS Survey Data

☒ NAPIS

☐ NASUAD

☐ POMP

☐ A Profile of Informal Caregiving in Texas

☒ SPURS

☒ The University of Texas at Austin Bureau of

Business Research

☒ Texas Demographic Center

☐ Texas Comptroller of Public Accounts in Depth

Resources

☐ Texas HHS Records and Statistics

☐ WOW Index

☒ Other Community Needs Assessment Survey

2021-2022

☒ Other 2019 Fannin County Community Health

Needs Assessment

☒ Other CSBG CNA 2019-2021

☒ Other GIS Department/TCOG

☐ Other Click here to enter text.

☐ Other Click here to enter text.

Page 57

https://nccd.cdc.gov/BRFSSPrevalence/rdPage.aspx?rdReport=DPH_BRFSS.ExploreByLocation&rdProcessAction=&SaveFileGenerated=1&irbLocationType=States&islLocation=48&islState=&islCounty=&islClass=CLASS01&islTopic=TOPIC03&islYear=2017&hidLocationType=States&hidLocation=48&hidClass=CLASS01&hidTopic=TOPIC03&hidTopicName=Alcohol+Consumption&hidYear=2017&irbShowFootnotes=Show&rdICL-iclIndicators=DRNKANY5&iclIndicators_rdExpandedCollapsedHistory=&iclIndicators=DRNKANY5&hidPreviouslySelectedIndicators=&DashboardColumnCount=2&rdShowElementHistory=&rdScrollX=0&rdScrollY=0&rdRnd=61581

https://acl.gov/programs/pomp

https://acl.gov/programs/pomp

https://hhs.texas.gov/sites/default/files/documents/laws-regulations/reports-presentations/2018/sb-271-profile-informal-caregiver-texas-dec-2018.pdf

http://ic2.utexas.edu/bbr/

http://ic2.utexas.edu/bbr/

http://osd.texas.gov/Data/TPEPP/Estimates/

https://comptroller.texas.gov/economy/in-depth/

https://comptroller.texas.gov/economy/in-depth/

https://hhs.texas.gov/about-hhs/records-statistics/data-statistics

http://www.basiceconomicsecurity.org/EI


8. Regional Needs Assessment/SWOT Analysis

Regional Needs Assessment Development Process

The Community Needs Assessment 2021-2022 was placed on our website and distributed in both English and Spanish

languages at senior centers in Grayson, Fannin and Cooke Counties. The survey was also distributed at the Grayson County

Food Pantry with one-on-one conversations with those county residents disabled and age 60 and over for in-depth

feedback of needs and completion of the survey. Staff distributed the hard copy survey from AAA offices in Grayson, Fannin

and Cooke Counties to those not computer literate while also being distributed to advisory councils and board members of

various organizations within our tri-county area. The survey was mailed out in rural communities with postage-paid

envelopes for completion and return to office. The process included questions on access to services; caregiver services;

health care services and home-and community-based services.

Survey or Public Forum Participants

The Community Needs Assessment Survey for 2021 – 2022 was placed on the Texoma Council of Governments/Area

Agency on Aging website for approximately four months. Printed Surveys in English and Spanish were distributed in all three

counties, Grayson, Fannin and Cooke with the majority at the local and rural senior centers. The following chart describes

the characteristics of survey participants and demographic information.

40%

44%

6%

24%

17%

7% 4%0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

AAA Clients

over age 60:

almost 40%

Individuals

under age 60

not an AAA

client: almost

44%

Individuals

under age 60

not AAA

client: almost

6%

Individuals

with

disabilities:

almost 24%

Family

Caregivers:

almost 17%

Service

Providers:

almost 7%

Board or

Aging

Advisory

Council

Members:

over 4%

% of Surveys Completed by Individuals

% Completed

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Key Findings

Key findings from the survey results completed revealed the highest requested need as public transportation services

(especially in the rural communities) at 95% of the completed responses. Home-delivered meals was reported as the

second highest concern at almost 95%.

Health issues at 72% of the responses was reported as causing the greatest concern to older adults with Financial

concerns the second greatest concern at over 65% of the responses.

Over 75% of completed responses replied the greatest source of receiving information for older adults was by “word of

mouth” with the second greatest source listed as “television” at almost 34%. Almost 17% replied they do not receive

information about senior services or they don’t know or are not sure where they receive information.

78%

9%

9%4%

% of Surveys Completed by County

Grayson County at almost 78%; Fannin County completed almost 9.5%

and Cooke County completed almost 9%. Other Counties completed over 4%

Page 59


Strengths: One-stop shop for information, eligibility, access and referrals; more community involvement as a smaller

community; strong community partnerships; trained, experienced and committed staff able to reach all three counties even

with limited resources; longevity in volunteers’ services.

Weaknesses: Rural and isolated areas in all three counties; lack of transportation due to rural areas with limited public and

private transport; inadequate resources for mental wellness; inadequate funding; counties have cultural differences and

require different approaches in providing services.

Opportunities: Local foundations grant access for additional funding; collaborations and new partnerships; lower overall

living costs compared to metropolitan areas.

Threats: Much of the local elder population is high risk, e.g., poor, minority, limited English proficiency and/or disabled with

increasing demands for services; funding cuts in federal and state funding; in the past 10 years, our agency staff has

decreased by 3.0 fte’s; decreasing volunteerism.

Analysis

All data used was analyzed by using the results of the Community Needs Assessment Survey for 2021-2022, as well as

NAPIS information with specific needs requested by individuals in our area. Community groups at local food banks in each

county were engaged by AAA staff in discussion of emerging issues and to identify any unmet needs.

The Information, Referral and Assistance Call Log maintained by AAA Specialist identified three priority needs as those

identified by the Community Needs Assessment Survey while ACS 2016 tables were used in identifying noticeable trends in

higher population counts of minorities and non-English speaking communities without access to resources and services.

Focal points in each county collected information from area individuals regarding services which will be added to other

sources of data to use in prioritizing areas to be addressed in the Area Plan.

Data collected identified the three top needs in our PSA and actions that will be taken to address outcomes, are discussed

in Section 10 – Top Needs and Service Constraints. In addition, AAA has collected information on emerging needs of the

population through the data collected that will be used to analyze the need for additional services as well as outcomes to

measure said services.

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9. Targeted Outreach

Performance Analysis

The previous Area Plan of Texoma AAA incorporated local strategies to support our program goals with state strategies in

promoting lifelong independence and providing alternatives in long-term care options through a wide variety of services

provided by our agency to the individuals age 60 and over in our region. Texoma AAA developed and maintained an

organized and efficient system of services in our previous plan period by demonstrating accountability, compliance and

accurate reimbursement procedures within state and federal regulations, adhering to all terms and conditions of the

contract.

Strategies included providing a local based system that connected individuals with the services and benefits they needed

and requested through programs such as ombudsman (advocating for residents’ rights); caregiver/care coordination

(access and assistance for individuals to an integrated array of health and social supports); information, referral and

assistance (developed and maintained effective outreach and promotional materials targeting affected populations

including rural, minority, low-income, frail elderly, caregivers and persons with disabilities; and legal assistance (providing

counseling, advocacy and public benefits and enrollment assistance to Medicare beneficiaries).

Success was measured by documented state performance/outcome measures and the fact that our Nutrition Provider has

been able to provide home delivered meals for all requests.

Comparative analysis of performance data reveals Texoma PSA has a 1.0% Share of Statewide Minority Population of 60+;

0.3% Share of Statewide Minority Population of 60+; and 0.9% Share of Statewide Poverty Population of 60+.

The Targeting Report (Table 6) reveals our PSA 60+ Poverty Level as 3,904; of that number, 1,251 are AAA clients or 32%.

Our PSA 60+ Minority Level is 3,486; of that number, 336 are AAA clients or 10%. Our PSA 60+ Rural Areas is 16,213; of

that number, 1,954 are AAA clients or 12%.

Texoma AAA’s need based Nutrition Program (Congregate and Home-Delivered Meals) addresses the rural areas, limited

English proficiency, those individuals with no familial support system and those who are homebound, individuals with the

greatest social need. This program also helps to prevent premature institutional placement by contributing to food security.

Texoma AAA has met state performance measure projections in delivering services to specific population groups during the

previous plan period as evidenced by documentation.

Targeted Outreach Plan

Summary of planned outreach activities at the county and PSA levels: In all three counties our Nutrition Provider partners

with Texoma AAA to distribute outreach and educational materials such as flyers announcing annual Open Enrollment

information and assistance to all home-delivered meals recipients and at all congregate meal sites. AAA partners with a

Transportation Provider in all three counties in the effort to reach all rural and isolated areas needing access for daily living.

EBI programs such as A Matter of Balance (falls prevention) and Powerful Tools for Caregivers (stress relief for caregivers)

are offered in all three counties by State certified Coaches. Texoma AAA publishes and distributes the Texoma Senior

Sourcebook, a magazine of services and phone numbers of the Texoma AAA programs with additional listings of local and

state resources for the older population, the caregiver and/or care recipient.

Fannin County – AAA partners with Fannin County Mobile Food pantry to address food insecurity as well as distribution of

outreach and educational materials. Planned outreach activities also include the annual Fannin County Resource Expo

attended by AAA Benefits Counselors, Caregiver/Care Coordination Specialists who maintain a vendor booth to distribute

outreach materials, as well as other city and county fairs and health and wellness events.

Grayson County – AAA partners with Grayson County Food Bank in addressing food insecurity. Planned outreach activities

include partnering with service organizations who provide interaction and professional volunteers such as attorneys and

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licensed counselors to speak and counsel with our clients when requested. AAA partners with a local hospital and national

Alzheimer’s programs in providing needed services to that population of care recipients and caregivers.

Cooke County – AAA partners with Cooke County Food Pantries in addressing food insecurities. Planned outreach activities

include maintaining a vendor booth at the annual Health & Wellness Expo. In the newly incorporated city of Road Runner,

regular on-site visits are planned by AAA’s Benefits Counselor in reaching low-income, minority individuals to assess for

eligible public benefits. AAA partners with a community respite program in this County targeting caregivers caring for

individuals with Alzheimer’s disease and other Related Dementias. Outreach efforts include health fairs and vendor booths

at community events to distribute materials advertising services.

The Table below helps in planning our Outreach activities and includes local health and wellness fairs in Grayson, Fannin

and Cooke Counties with a deliberate outreach to rural and isolated areas. AAA staff coordinates with each county and local

entities for participation in Health Fairs, wellness symposiums and the opportunity to give presentations about AAA services

provided to our service area at City Council meetings; United Way gatherings; and Service Organizations.

Targeting Report

Table 6 Targeting Report

2021–2022 Targeting Report

Characteristic PSA 60+

Population

Count3

%4 No. of Registered Service

Recipients in PSA5

% Goals for

2021

Goals for

2022

All 60+ 48,021 24% 2,495 5% 5% 5%

Poverty Level 3,904 2% 1,251 32% 30% 30%

Minority 3,486 2% 336 10% 10% 10%

Rural Areas 16,213 8% 1,954 12% 12% 12%

3 To complete this column, pull census data from the county-level comparative performance data.

4 See instructions for example calculations of figuring both percentages.

5 To complete this column, pull data from the NAPIS report. Registered services include personal assistance, homemaker,

chore, home delivered meals, day activity and health services, case management, escort and congregate meals.

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10. Top Needs and Service Constraints

Priority Area 1: Transportation

Identify and describe the need

Transportation needs were rated as the top need in Texoma on the Community Needs Assessment by more than 95% of

completed surveys.

Explain the agency’s plans to address the need

Texoma AAA will contract with local transportation providers in providing demand/response services according to funding

available.

Describe constraints limiting the agency’s ability to address the need

With limited transportation services in the Texoma region, the largest constraint is the unavailability of needed services to

rural areas and limited services in the more urban areas.

Priority Area 2: Nutrition Services: Home Delivered Meals


Nutrition/Home Delivered Meals were rated in the top three needs in Texoma on the Community Needs Assessment by

almost 95% of completed surveys. The Texoma region is considered a senior community and the need for nutrition

services are considered a necessity.


Texoma AAA will maintain a level of quality service delivery for seniors receiving home delivered meals during the period of

the Area Plan by monitoring the nutrition service delivery through valid vendor agreements with nutrition provider(s) on an

annual basis to assure compliance with Standard Assurances in the Texas Administrative Code. The nutrition provider(s)

will be required to use procedures in compliance with all applicable state and local fire regulations including meeting the

Texas Department of State Health Services, Food and Drug “Texas Food Establishments” requirements. Nutrition

provider(s) will recruit/train/maintain volunteers and staff for all senior centers offering meals in the Texoma region.


Limited Federal and State funding available for cost of meals.

Priority Area 3: Nutrition: Congregate Meals


Nutrition/Congregate Meals were rated in the top three needs in Texoma on the Community Needs Assessment by almost

90% of completed surveys. The Texoma region is considered a senior community with many active seniors who are able to

attend senior centers and community activities offered in Grayson, Fannin and Cooke Counties.


Texoma AAA will maintain a level of quality service delivery for seniors receiving congregate meals during the period of the

Area Plan by monitoring the nutrition service delivery through valid vendor agreements with nutrition provider(s) on an

annual basis to assure compliance with Standard Assurances in the Texas Administrative Code. The nutrition provider(s)

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will be required to use procedures in compliance with all applicable state and local fire regulations including meeting the

Texas Department of State Health Services, Food and Drug “Texas Food Establishments” requirements. Nutrition

provider(s) will recruit/train/maintain volunteers and staff for all senior centers offering meals in the Texoma region.


Limited Federal and State funding available for cost of meals.

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11. Goals, Objectives and Strategies

Goal 1 Empower older adults and their caregivers to live active, healthy lives and to improve their mental and physical health

status through access to high-quality, long-term services and supports.

Objective 1.1 Screen potential clients and provide effective linkage to information and services.

Explanation Strategies should address AAA processes for incoming referrals; for example, from the LTSS referral system.

Strategy 1.1.1 Information, Referral & Assistance (IR&A): IR&A is an important part of our local system of services for older adults and their caregivers in our

region to access services provided in our PSA. IR&A services provide a wide range of current information, including referrals to appropriate

services. Although primarily provided over the phone, walk-ins and in-person appointments are offered for more complex issues. IR&A staff

advocates for those unable to access services on their own, screening callers for eligibility of support services; programs completing further

screening are: Care Coordination, Caregiver Support, Ombudsman, Legal Assistance, HICAP and MIPPA.

Objective 1.2 Use volunteers to supplement the AAA workforce and support the delivery of services to the aging network.

Explanation Strategies should include how volunteers are used and any plans for expanding their use to provide services to the aging network.

Strategy 1.2.1 The Ombudsman Program recruits, trains and maintains certified volunteer ombudsmen to supplement the AAA workforce and support the

delivery of services to the aging network.

Objective 1.3 Promote the adoption of healthy behaviors in older adults through evidence-based programs.

Explanation Strategies should address lifestyle choices such as nutrition, physical activity, smoking, alcohol use, misuse of prescription or illegal drugs,

sleeping habits, amount of stress, amount of socialization and engaging in enjoyable pursuits.

Strategy 1.3.1 Certified Evidence-based Coaches will promote the adoption of healthy behaviors in lifestyle choices in older adults by providing State

approved EBI programs – A Matter of Balance to address physical activity and falls prevention; and Powerful Tools for Caregivers for learning

to manage stress while being a caregiver.

Objective 1.4 In accordance with state and federal law, implement a nutrition education program to meet the needs of eligible participants.

Explanation Strategies should identify how the AAA’s nutrition education program is developed to meet the individual health and nutritional needs of

eligible participants.

Strategy 1.4.1 The Care Coordination program will provide information to all home-delivered meal recipients to promote nutritional well-being and to delay the

onset of adverse health conditions resulting from poor nutritional health or sedentary behavior following established State guidelines.

Strategy 1.4.2 The local nutrition provider(s) will provide nutrition education to congregate meal sites following established State guidelines.

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Goal 2 Identify, strengthen and enhance collaboration with local community partners to promote the benefits and needs of

the aging population.

Objective 2.1 Increase public awareness and understanding of the interests of older adults, their family members and their caregivers.

Explanation Address strategies to partner and develop relationships with agencies and local governmental entities to increase awareness of the needs of

the aging population.

Strategy 2.1.1 Partnering and developing relationships with agencies and governmental entities to increase awareness and understanding of the interests of

older adults, their family members and their caregivers include, Information, Referral and Assistance, Legal Awareness, HICAP Outreach and

MIPPA programs.

Objective 2.2 Lead the development of AAA programs that advance the interests of older adults, their family members and their caregivers.

Explanation Address strategies to coordinate with other agencies and governmental entities to promote the development of programs in order to meet the

needs of the aging population.

Strategy 2.2.1 Services AAA will collaborate with other agencies and governmental agencies to promote in order to meet the needs of the aging population

include residential repair, nutrition/congregate and home-delivered meals, transportation and health maintenance.

Objective 2.3 Coordinate with the local ADRC and center for independent living (CIL) to streamline the exchange of referrals to improve access by older

adults, their family members and their caregivers to long-term services and supports.

Explanation Address coordination efforts with the local ADRC to effectively utilize resources and avoid duplication.

Strategy 2.3.1 MOU Agreement for interdepartmental coordination through conference calls and/or department meetings, connecting Texoma AAA with

Texoma ADRC for exchange of referrals to improve access for older adults and their family members and caregivers to required services and

supports.

Goal 3 Enable older adults to maintain or improve their quality of life and self-determination through engaging in the

community and social interactions.

Objective 3.1 Promote social connectivity, community service and lifelong learning to promote positive mental health.

Explanation Address strategies to reduce social isolation among older adults and promote their active participation in the community.

Strategy 3.1.1 Through the Caregiver Education & Training program, services will be provided to promote social engagement, reducing social isolation among

older adults and encouraging community participation.

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Goal 4 Protect and enhance the legal rights and prevent the abuse, neglect and exploitation of older adults and people with

disabilities while promoting self-determination.

Objective 4.1 Increase public awareness and remove barriers to prevent abuse, neglect and exploitation.

Explanation Address strategies to use existing mechanisms and expand education and outreach for public awareness related to the prevention of abuse,

neglect and exploitation.

Strategy 4.1.1 State certified benefits counselors provide education and outreach through the established federal and state guidelines for Legal Awareness

and HICAP Outreach.

Objective 4.2 Serve as an effective advocate to uphold and ensure the rights, quality of life and quality of care for nursing facility and assisted living facility

residents.

Explanation Address strategies to deliver long-term care Ombudsman services in the PSA.

Strategy 4.2.1 Ombudsman program will recruit, train and maintain active certified ombudsmen to serve and advocate for rights of residents of nursing homes

and assisted living facilities within the Texoma region, resolving problems of individual residents and protecting their rights following the

established federal and state guidelines.

Goal 5 Apply person-centered practices throughout all services provided, programs operated and goals.

Objective 5.1 Provide services, education and referrals to meet the needs of individuals with Alzheimer’s disease or related dementias (ADRD).

Explanation Address strategies to ensure the specific needs of individuals with ADRD are a focus in serving the aging population.

Strategy 5.1.1 Through the services of Caregiver Education & Training, Caregiver Information Services and Caregiver Support Coordination, staff specialists will

provide services, education and referrals to needed resources to meet the needs of individuals with Alzheimer’s disease or related dementias

(ADRD).

Objective 5.2 Promote the delivery of services to caregivers based on their individualized needs.

Explanation Address strategies to identify and reach caregivers in need of education and support.

Strategy 5.2.1 Staff specialists through the Caregiver Education & Training, Caregiver Information Services and Caregiver Support Coordination program will

identify through comprehensive assessments of individuals to provide services for caregivers in need of education and support.

Objective 5.3 Promote self-determination through the provision of elder rights services.

Explanation Address strategies to empower people and promote self-advocacy and access to elder rights services.

Strategy 5.3.1 The Legal Assistance program’s State certified benefits counselors provide education and referrals to resources in the effort to empower

individuals, highly promoting self-advocacy in accessing elder rights services.

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12. Performance Measures

Each strategy from the goals, objectives and strategies section must be tied to a corresponding performance measure in

Table 7 or Table 8.

LBB Performance Measures

Table 7 LBB Performance Measures

LBB Performance Measures

Performance Measure Actual

SFY19 Proj SFY21

Proj

SFY22 AAA Strategy

Unduplicated People Served

1 Unduplicated number of people receiving care

coordination funded by MSS - SUA 492 500 500 1.1.1

2 Unduplicated number of people receiving legal

assistance (age 60 and over) funded by MSS – SUA 166 170 175

1.1.1; 2.1.1;

4.1.1; 5.3.1

3 Unduplicated number of people receiving congregate

meals funded by MSS – SUA 378 380 390 2.2.1

4 Unduplicated number of people receiving home-

delivered meals funded by MSS – SUA 321 325 325 2.2.1

5 Unduplicated number of people receiving homemaker

services funded by MSS - SUA 0 0 0 N/A

6 Unduplicated number of people receiving personal

assistance funded by MSS – SUA 0 0 0 N/A

Expenditures

7 MSS - SUA funded care coordination expenditures $141,777 $142,000 $142,000 1.1.1

8 MSS - SUA funded legal assistance (age 60 and

over) expenditures $97,911 $98,000 $98,000

1.1.1; 2.1.1;

4.1.1; 5.3.1

9 MSS - SUA funded congregate meal expenditures $185,550 $188,000 $190,000 2.2.1

10 MSS - SUA funded home delivered meal

expenditures $278,468 $280,000 $290,000 2.2.1

11 MSS - SUA funded homemaker services

expenditures $0 $0 $0 N/A

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12 MSS - SUA funded personal assistance services

expenditures $0 $0 $0 N/A

13 MSS - SUA funded modified home (residential

repair service) expenditures $41,314 $27,000 $27,000 2.2.1

Average Cost

14 Average cost per care coordination client funded by

MSS – SUA $288.16 $284 $284 1.1.1

15 Average cost per person receiving legal assistance

funded by MSS - SUA $589.83 $576 $560

1.1.1; 2.1.1;

4.1.1; 5.3.1

16 Average cost per congregate meal funded by MSS

– SUA $5.20 $5.44 $5.50 2.2.1

17 Average cost per home-delivered meal funded by

MSS – SUA $4.95 $5.32 $5.32 2.2.1

18 Average cost per person receiving homemaker

services funded by MSS - SUA $0 $0 $0 N/A

19 Average cost per person receiving personal

assistance services funded by MSS - SUA $0 $0 $0 N/A

20 Average cost per modified home (residential repair

service) funded by MSS – SUA $1,796.26 $1,688 $1,688 2.2.1

Ombudsmen

21 Unduplicated number of active certified

Ombudsmen 10 11 11

1.1.1; 1.2.1;

4.2.1

22 Cumulative number of visits to assisted living

facilities by a certified Ombudsman 175 120 120

1.1.1; 1.2.1;

4.2.1

23 Total expenditures Ombudsman program (federal,

state, other federal, program income, & local cash) $84,957 $90,000 $90,000

1.1.1; 1.2.1;

4.2.1

24 Unduplicated number of assisted living facilities

visited by an active certified Ombudsman 17 17 17

1.1.1; 1.2.1;

4.2.1

25 Percentage of complaints resolved and partially

resolved in NH and ALF 95% 95% 95%

1.1.1; 1.2.1;

4.2.1

Service Units

26 Number of congregate meals served funded by

MSS – SUA 35,665 34,559 34,545 2.2.1

27 Number of home-delivered meals served funded by

MSS – SUA 56,255 52,632 54,511 2.2.1

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Agency-Specific Performance Measures

Table 8 Agency-Specific Performance Measures

28 Number of homes repaired/modified (residential

repair service) funded by MSS – SUA 23 16 16 2.2.1

29 Number of one-way trips (demand response

transportation service) funded by MSS – SUA 32 50 75 2.2.1

Agency-Specific Performance Measures

Performance Measure

Actual

SFY19

Proj

SSFY21

Proj

SFY22 AAA Strategy

1 N/A

2

3

4

5

6

7

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13. Units of Service Composite

Table 9 Units of Service Composite

Service Name

Baseline

Units FY19

Projected

Units FY21

Change from

Baseline (%)

Projected

Units FY22

Change from

Baseline (%)

Access & Assistance Services

Care Coordination (Hour) 1,056 1,000 94.7% 1,000 94.7%

Caregiver Support Coordination (Hour) 202 500 247.5% 500 247.5%

Information, Referral & Assistance (Contact) 4,199 4,200 100.0% 4,200 100.0%

Legal Assistance age 60 & Over (Hour) 479 480 100.2% 480 100.2%

Legal Awareness (Contact) 85 80 94.1% 80 94.1%

Participant Assessment - A&A (Assessment) #DIV/0! #DIV/0!

Nutrition Services

Congregate Meals (Meal) 35,665 34,559 96.9% 34,545 96.9%

Home Delivered Meals (Meal) 56,255 52,632 93.6% 54,511 96.9%

Nutrition Consultation (Contact) #DIV/0! #DIV/0!

Nutrition Counseling (Contact) #DIV/0! #DIV/0!

Nutrition Education (Contact) 216 250 115.7% 275 127.3%

Participant Assessment - NS (Assessment) #DIV/0! #DIV/0!

Services to Assist Independence

Caregiver Education & Training (Contact) 432 450 104.2% 450 104.2%

Caregiver Information Services (Activity) 24 24 100.0% 24 100.0%

Caregiver Respite Care In-Home (Hour) #DIV/0! #DIV/0!

Caregiver Respite Care Institutional (Hour) #DIV/0! #DIV/0!

Caregiver Respite Care Non-Residential (Hour) #DIV/0! #DIV/0!

Caregiver Respite Care Voucher (Hour) #DIV/0! #DIV/0!

Chore Maintenance (Hour) #DIV/0! #DIV/0!

Day Activity and Health Services (Half Day) #DIV/0! #DIV/0!

Emergency Response (Month ERS Service) #DIV/0! #DIV/0!

Evidence Based Intervention (Hour) 117 120 102.6% 125 106.8%

Health Maintenance (Contact) 56 57 101.8% 58 103.6%

Health Screening (Contact) #DIV/0! #DIV/0!

Homemaker (Hour) #DIV/0! #DIV/0!

Homemaker Voucher (Hour) #DIV/0! #DIV/0!

Income Support (Contact) #DIV/0! #DIV/0!

Instruction & Training (Contact) #DIV/0! #DIV/0!

Mental Health Services (Contact) #DIV/0! #DIV/0!

Personal Assistance (Hour) #DIV/0! #DIV/0!

Physical Fitness (Contact) #DIV/0! #DIV/0!

Recreation (Contact) #DIV/0! #DIV/0!

Residential Repair (Dwelling) 23 16 69.6% 16 69.6%

Telephone Reassurance (Contact) #DIV/0! #DIV/0!

Transportation Demand Response (One-Way Trip) 32 50 156.3% 0.0%

Transportation Fixed Route (One-Way Trip) #DIV/0! #DIV/0!

Transportation Voucher (One-Way Trip) #DIV/0! #DIV/0!

Visiting (Contact) #DIV/0! #DIV/0!

Units of Service Composite

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14. Summary of Services

Identify all services that will be administered under the area plan by funding source.

Texoma Area Agency on Aging

Table 10 Summary of Services

Services to be Provided III B III C III D III E VII Program

Income

Local

Funds

In

Kind

Other

Funds

Administration X X X X

Care Coordination X X SGR

Caregiver Education & Training X X X

Caregiver Information Services X X X

Caregiver Respite Care Institutional X X

Caregiver Support Coordination X X

Congregate Meals X X X

Data Management X X

Evidence Based Intervention X

Health Maintenance X X X

Home Delivered Meals X X X

Information, Referral & Assistance X X

HICAP Assistance X HICAP

HICAP Outreach X HICAP

Legal Assistance X

Legal Awareness X

Nutrition Education X X

Ombudsman X X X ALF

Residential Repair X X

Transportation D/R X

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15. Service Narratives

Congregate Meals

Service definition

A hot or other appropriate meal served to an eligible older adult which meets 33⅓ percent of the dietary reference intakes

established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences and complies

with the most recent Dietary Guidelines for Americans, published by the Secretary of Agriculture, and which is served in a

congregate setting. The objective is to reduce food insecurity and promote socialization of older adults:

Standard meal-A regular meal from the standard menu that is served to the majority or all of the participants.

Detailed description of how service is provided

Congregate Meals are provided by Senior Centers through a contracted Nutrition Provider in our tri-county area with all

menu cycles and substitutions developed and approved by a qualified dietary consultant. The Nutrition Provider, Meals on

Wheels of Texoma, serves all three counties in our service area, Grayson, Fannin and Cooke Counties.

The Nutrition Provider is required to implement a nutritional risk assessment and nutrition education for each congregate

meal recipient not less than once per year. Potential barriers in our PSA for Congregate Meals are no transportation, non-

English speaking population and access to very rural areas.

Solutions for barriers require evaluation and outreach methodologies utilized by provider to identify individuals eligible for

assistance with special emphasis on low-income older individuals, including minority, older individuals with limited English

proficiency and older individuals residing in rural areas.

In the past four years, even though there are fluctuations in the service units, there has not been a decline in participation

in the congregate meals sites as demonstrated by the graph below.

Explanation of decrease or increase in service units

Decrease and increase in service units most likely would be a factor of food costs and/or funding. (Source: Texoma AAA

Napis)

y = 0.624x + 3832.4

0.00500.00

1,000.001,500.002,000.002,500.003,000.003,500.004,000.004,500.005,000.00

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Congregate Meals

Meals Linear (Meals)

Page 73


Home Delivered Meals

Service definition

Hot, cold, frozen, dried, canned, fresh or supplemental food (with a satisfactory storage life) which provides a minimum of

33⅓ percent of the dietary reference intakes established by the Food and Nutrition Board of the Institute of Medicine of

the National Academy of Sciences and complies with the most recent Dietary Guidelines for Americans, published by the

Secretary of Agriculture, and is delivered to an eligible participant in their place of residence. The objective is to reduce

food insecurity and help the recipient sustain independent living in a safe and healthful environment.


Home Delivered Meals are provided by Senior Centers through a contracted Nutrition Provider in our tri-county area with all

menu cycles and substitutions developed and approved by a qualified dietary consultant. The Nutrition Provider, Meals on

Wheels of Texoma, serves all three counties in our service area, Grayson, Fannin and Cooke Counties. Delivery of home

delivered meals is provided by volunteers recruited and training through Meals on Wheels of Texoma.

To ensure nutrition education is provided yearly to all people receiving home delivered meal services, AAA Care

Coordination Specialists will monitor service delivery on an annual basis to assure compliance with Standard Assurances in

the Texas Administrative Code. Frail elderly clients are identified by Care Coordination Specialists who establish

coordination and referral protocols as needed.

Potential Barriers: 1) possible reduction in the number of volunteers available to deliver meals to individual homes five

days per week; 2) decreased funding available for meals.

Solutions to potential barriers: 1) maintaining a sufficient pool of volunteers to deliver meals; 2) funding needed to meet

our region’s need for meals.

Socialization needs are being met for individuals receiving home delivered meals by a volunteer delivering the meal in

person to the recipient with face-to-face dialogue.


The chart above shows HDM meals are steadily increasing in Texoma, personnel meets the demand for meals delivered. A

decrease in personnel and/or funding could result in decrease of meals provided. (Source: Texoma AAA Napis)

y = 19.072x + 14177

13,000.00

14,000.00

15,000.00

16,000.00

Home Delivered Meals

Meals Linear (Meals)

Page 74


Transportation

Service definition

Taking an older individual from one location to another but does not include any other activity.

Demand/Response-Transportation designed to carry older individuals from specific origin to specific destination upon

request. Older individuals request the transportation service in advance of their need, usually twenty-four to forty-eight

hours prior to the trip.


Transportation is provided through a public, local contracted provider, Texoma Area Paratransit Services in our tri-county

area. Transportation is demand/response in Grayson, Fannin and Cooke Counties. Transportation requests are processed

through the Care Coordination Program.

Barriers to accessing transportation services in our area: 1) limited providers; 2) unaffordable private taxi service; 3) limited

access to the very rural areas

Texoma has one public service provider (TAPS) with limited access to rural areas and private taxi services are cost

prohibitive to many of our clients. There are no other transportation resources providing transportation services in our

region. Individuals living in urban areas have access to congregate meal sites in our region.

Solutions for overcoming barriers would be: 1) additional providers in region; 2) affordable private taxi service; 3) better

access to the very rural areas.


A decrease or increase in service units would depend on provider availability for rural transportation.

Caregiver Support Coordination

Service definition

Ongoing process to assess the needs of a caregiver and care recipient, effectively plan, arrange, and coordinate and follow-

up on services which most appropriately meet the identified needs as mutually defined by the caregiver, the care recipient,

and the access and assistant staff.


AAA Caregiver Specialists work one-on-one with family caregivers and care recipients in comprehensive assessments;

completing all required forms, including intake forms, care plans, service authorizations, care plan narratives, client

confidentiality forms, explaining clients’ rights and responsibilities according to State and HIPPA approved guidelines.

Texoma AAA not only values the caregivers in our community, but also very conscious about reaching out and providing

caregivers the information and resources they need.

The barriers to providing caregiver support coordination in our region: 1) the increasing number of caregivers needing a

wide-range of support including Alzheimer’s disease and related dementias; 2) staying up-to-date on best practices for

caregivers.

Solutions for overcoming barriers: 1) AAA partnering with national Alzheimer’s organizations in providing support groups

and educational materials to caregivers; 2) annual training for staff in best practices for caregiving; 3) partnering with local

organizations and agencies in providing informational conferences, forums and/or symposiums on caregiving to provide

the latest educational tools, information and resources.

Increasing awareness throughout our region of the caregiver support services provided will be addressed through: 1) social

media; 2) visits to area schools; 3) local health fairs and events; 4) maintaining a lending library for caregivers with

educational materials and resources.

Strategic partnerships are essential in providing caregiver support in our region and AAA partners with home health

agencies (caring of older adults in home settings); hospices; local hospitals and physicians; national organizations with best

practices training. AAA publishes the Texoma Senior Sourcebook and distributes free of charge to individuals in our region.

Page 75


Other AAA programs, such as Legal Assistance and Ombudsman, assists caregivers and their care recipients in all areas of

caregiving needs. Ombudsman assists in facilitating long-term care of adults in community-based settings.


Funding limitations directly affect an increase and/or decrease in service units.

Legal Assistance

Service definition

Advice/representation by an attorney, including assistance by a paralegal or law student under the supervision of an

attorney, or counseling/representation by a non-lawyer such as a certified Benefits Counselor, where permitted by law, to

older individuals, or their caregiver with economic and social needs. Legal assistance activities include the following: 1)

Advice/Counseling - a recommendation made to an older individual regarding a course of conduct, or how to proceed in a

matter, given either on a brief or one-time basis, or on an ongoing basis. May be given by telephone or in person. 2)

Document Preparation - personal assistance given to an older individual to help with preparation of necessary documents

relating to public entitlements, health care/long-term care, individual rights, planning/protection options, and

housing/consumer needs. 3) Representation - advocacy on behalf of an older individual in protesting/complaining about a

procedure, or seeking special considerations by appealing an administrative decision, or representation by an attorney of

an older individual or class of older individuals in either the state or federal court systems. Services identified as “Legal

Assistance Services” are: Benefits Counseling, Representative Payee, and Guardianship.


Certified Benefits Counselors provide comprehensive assessments to determine eligibility of public benefits and

coordination of services to eligible individuals, developing and maintaining rapport with local federal and state agencies.

Assistance is provided in counseling and in enrollment of benefits to Medicare beneficiaries for health and/or prescription

insurance, including low-income individuals requesting assistance with insurance cost; maintain visible, accessible

counseling sites that comply with the Americans with Disabilities Act; provide representation or advocacy on behalf of an

older individual to protest or complain about quality of care, fraud, negligence or denial of coverage by appealing an

administrative decision according to federal and state guidelines.

Legal assistance targets individuals age 60 and over and includes the dissemination of information through mass media

and may be budgeted. Referrals to attorneys are provided to those clients requiring more in-depth services than the

Benefits Counselors are able to provide according to guidelines of the established Service Definitions.

The AAA Legal Assistance Program works in partnership with the local Social Security Administration office and local Health

and Human Services office with informal access to local attorneys for education and referral, however, there are no formal

contracts held with any community partner to help provide legal assistance education.

Fannin and Cooke Counties’ very rural areas and non-English speaking communities provide challenges and obstacles in

reaching Medicare Beneficiaries. AAA Benefits Counselors specifically target and plan strategies on the best options to

reach these areas to hold community benefits meetings, including the use of a mobile office.

Best practices are observed by annual training attended by our Benefits Counselors at the State level and partnerships with

other TCOG programs provide assistance with local law enforcements, homeland security, Salvation Army, Red Cross and

local food pantries in each of the three counties.


Separation of available services have caused units to decrease in this area due to the introduction of HICAP Assistance and

HICAP Outreach.

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16. Direct Service Waiver

☒ AAA will not provide any direct service that requires approval during the effective period of this area plan.

☒ AAA is requesting approval to provide direct service(s) during the effective period of this area plan. The Direct

Service Waiver form(s) is included in Appendix A. Direct Service Waiver Form

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17. Data Use Agreement

Texoma AAA will comply with the rules and regulations of the established Data Use Agreement.

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18. Disaster Plan

Click here for instructions

Development of disaster plan

AAA has policies and procedures in place with Texoma Council of Governments to address emergency and disasters.

Local rules and regulations

Disaster policy is on file in AAA department and will follow all local rules and regulations regarding emergencies and

disasters.

FEMA recommendations for emergency preparedness

Guidelines on FEMA recommendations for emergency preparedness are included in AAA’s disaster plan.

Page 79


19. Assurances

Section 306(a), Older Americans Act

Texoma Council of Governments provides and agrees to comply with the following assurances:

TCOG/AAA shall, in order to be approved by the Texas Health and Human Services Commission (HHSC), prepare and develop this area plan

for its PSA for a two-, three-, or four-year period, as determined by HHSC, with such yearly adjustments as may be necessary. Each such

plan shall be based upon a uniform format for area plans within the State prepared in accordance with Section 307(a)(1) of the OAA. Each

such plan shall:

1. Provide, through a comprehensive and coordinated system, for supportive services, nutrition services, and, where appropriate, for

the establishment, maintenance, modernization, or construction of multipurpose senior centers (including a plan to use the skills

and services of older adults in paid and

unpaid work, including multigenerational and older adult to older adult work), within the PSA covered by the plan:

a. Including determining the extent of need for supportive services, nutrition services, and multipurpose senior centers in such

area (taking into consideration, among other things, the number of older adults with low incomes residing in such area, the

number of older adults who have greatest economic need (with particular attention to low income older adults, including low-

income minority older adults, older adults with limited English proficiency, and older adults residing in rural areas) residing in

such area, the number of older adults who have greatest social need (with particular attention to low-income older adults,

including low-income minority older adults, older adults with limited English proficiency, and older adults residing in rural areas)

residing in such area, and the number of older adults who are Indians residing in such area, and the efforts of voluntary

organizations in the community);

b. Evaluating the effectiveness of the use of resources in meeting such need; and

c. Entering into agreements with providers of supportive services, nutrition services, or multipurpose senior centers in such area,

for the provision of such services or centers to meet such need. (§306(a)(1))

2. Provide assurances the AAA will expend an adequate proportion, as required under §307(a)(2) of the OAA, of the amount allotted for

part B of the OAA to the PSA, for the delivery of each of the following categories of services and will report yearly to HHSC in detail

the amount of funds expended for each such category during the fiscal year most recently concluded:

a. Services associated with access to services (transportation, health services (including mental and behavioral health services),

outreach, information and assistance (which may include information and assistance to consumers on availability of services

under part B and how to receive benefits under and participate in publicly supported programs for which the consumer may be

eligible), and case management services);

b. In-home services, including supportive services for families of older adults who are victims of Alzheimer's disease and related

disorders with neurological and organic brain dysfunction; and

c. Legal assistance. (§306(a)(2))

3. Designate, where feasible, a focal point for comprehensive service delivery in each community, giving special consideration to

designating multipurpose senior centers (including multipurpose senior centers operated by organizations referred to in OAA

§306(a)(6)(C)) as such focal point; and specifies, in grants, contracts, and agreements implementing the plan, the identity of each

focal point so designated. (§306(a)(3))

4. Provide assurances the AAA will:

a. Set specific objectives, consistent with State policy, for providing services to older adults with greatest economic need, older

adults with greatest social need, and older adults at risk for institutional placement;

b. Include specific objectives for providing services to low-income minority older adults, older adults with limited English

proficiency, and older adults residing in rural areas; and

c. Include proposed methods to achieve the objectives. (§306(a)(4)(A)(i))

5. Provide assurances the AAA will include in each agreement made with a provider of any service under Title III of the OAA, a

requirement that such provider will:

a. Specify how the provider intends to satisfy the service needs of low-income minority, older adults with limited English

proficiency, and older adults residing in rural areas in the area served by the provider;

b. To the maximum extent feasible, provide services to low-income minority older adults, older adults with limited English

proficiency, and older adults residing in rural areas in accordance with their need for such services; and

c. Meet specific objectives established by the AAA, for providing services to low-income minority older adults, older adults with

limited English proficiency, and older adults residing in rural areas within the PSA. (§306(a)(4)(A)(ii))

6. With respect to the fiscal year preceding the fiscal year for which such area plan is prepared:

a. Identify the number of low-income minority older adults in the PSA;

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b. Describe the methods used to satisfy the service needs of such minority older adults; and

c. Provide information on the extent to which the AAA met the objectives described in §306(a)(4)(A)(i). (§306(a)(4)(A)(iii))

7. Provide assurances the AAA will use outreach efforts that will identify individuals eligible for assistance under the OAA, with special

emphasis on:

a. Older adults residing in rural areas;

b. Older adults with greatest economic need (with particular attention to low-income minority older adults and older adults residing

in rural areas);

c. Older adults with greatest social need (with particular attention to low-income minority older adults and older adults residing in

rural areas);

d. Older adults with severe disabilities;

e. Older adults with limited English proficiency; and

f. Older adults with Alzheimer’s disease or related disorders with neurological and organic brain dysfunction (and the caretakers of

such adults); and

g. Older adults at risk for institutional placement. (§306(a)(4)(B)(i))

Inform the older individuals referred to in sub-clauses a-f of §306(a)(4)(B)(i), and the caretakers of such individuals, of the

availability of such assistance. (§306(a)(4)(B)(ii))

8. Provide assurances the AAA will ensure that each activity undertaken by the agency, including planning, advocacy, and systems

development, will include a focus on the needs of low-income minority older adults and older adults residing in rural areas.

(§306(a)(4)(C))

9. Provide assurances the AAA will coordinate planning, identification, assessment of needs, and provision of services for older adults

with disabilities, with particular attention to adults with severe disabilities and adults at risk for institutional placement, with

agencies that develop or provide services for individuals with disabilities. (§306(a)(5))

10. Provide the AAA will take into account in connection with matters of general policy arising in the development and administration of

the area plan, the views of recipients of services under such plan. (§306(a)(6)(A))

11. Provides the AAA will serve as the advocate and focal point for older adults within the community by (in cooperation with agencies,

organizations, and people participating in activities under the area plan) monitoring, evaluating, and commenting upon all policies,

programs, hearings, levies, and community actions which will affect older adults. (§306(a)(6)(B))

12. Where possible, provide the AAA will enter into arrangements with organizations providing day care services for children, assistance

to older adults caring for relatives who are children, and respite for families, so as to provide opportunities for older adults to aid or

assist on a voluntary basis in the delivery of such services to children, adults, and families. (§306(a)(6)(C)(i))

13. If possible regarding the provision of services under Title III of the OAA, provide the AAA will enter into arrangements and coordinate

with organizations that have a proven record of providing services to older adults, that— (I) were officially designated as community

action agencies or community action programs under section 210 of the Economic Opportunity Act of 1964 (42 U.S.C. 2790) for

fiscal year 1981, and did not lose the designation as a result of failure to comply with such Act; or (II) came into existence during

fiscal year 1982 as direct successors in interest to such community action agencies or community action programs; and that meet

the requirements under section 676B of the Community Services Block Grant Act. (§306(a)(6)(C)(ii))

14. Provide the AAA will make use of trained volunteers in providing direct services delivered to older adults and individuals with

disabilities needing such services and, if possible, work in coordination with organizations that have experience in providing training,

placement, and stipends for volunteers or participants (such as organizations carrying out Federal service programs administered by

the Corporation for National and Community Service), in community service settings. (§306(a)(6)(C)(iii))

15. Provide the AAA will establish an advisory council consisting of older adults (including minorities and older adults residing in rural

areas) who are participants or who are eligible to participate in programs assisted under this OAA, family caregivers of such

individuals, representatives of older adults, service providers, representatives of the business community, local elected officials,

providers of veterans’ health care (if appropriate), and the general public, to advise continuously the AAA on all matters relating to

the development of the area plan, the administration of the plan and operations conducted under the plan. (§306(a)(6)(D))

16. Provide the AAA will establish effective and efficient procedures for coordination of entities conducting programs that receive

assistance under the OAA within the PSA served by the AAA; and entities conducting other Federal programs for older adults at the

local level, with particular emphasis on entities conducting programs described in section 203(b) of the OAA, within the area.

(§306(a)(6)(E))

17. Provide the AAA will, in coordination with the State agency and with the State agency responsible for mental health services,

increase public awareness of mental health disorders, remove barriers to diagnosis and treatment, and coordinate mental and

behavioral health services (including mental health screenings) provided with funds expended by the AAA with mental health

services provided by community health centers and by other public agencies and nonprofit private organizations. (§306(a)(6)(F))

18. Provide if there is a significant population of older adults who are Native American in the PSA of the AAA, the AAA shall conduct

outreach activities to identify such people in such area and inform such people of the availability of assistance under the OAA.

(§306(a)(6)(G))

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19. Provide the AAA will, in coordination with the State agency and with the State agency responsible for elder abuse prevention

services, increase public awareness of elder abuse, neglect, and exploitation, and remove barriers to education, prevention,

investigation, and treatment of elder abuse, neglect, and exploitation, as appropriate. (§306(a)(6)(H))

20. Provide the AAA shall, consistent with this section, facilitate the area-wide development and implementation of a comprehensive,

coordinated system for providing long-term care in home and community-based settings, in a manner responsive to the needs and

preferences of older adults and their family caregivers, by:

a. Collaborating, coordinating activities, and consulting with other local public and private agencies and organizations responsible

for administering programs, benefits, and services related to providing long-term care;

b. Conducting analyses and making recommendations with respect to strategies for modifying the local system of long-term care to

better:

i. Respond to the needs and preferences of older adults and family caregivers;

ii. Facilitate the provision, by service providers, of long-term care in home and community-based settings; and

iii. Target services to older adults at risk for institutional placement, to permit such adults to remain in home and community-

based settings;

c. Implementing, through the agency or service providers, evidence-based programs to assist older adults and their family

caregivers in learning about and making behavioral changes intended to reduce the risk of injury, disease, and disability among

older adults; and

d. Providing for the availability and distribution (through public education campaigns, Aging and Disability Resource Centers, the

AAA itself, and other appropriate means) of information relating to the need to plan in advance for long-term care; and the full

range of available public and private long-term care (including integrated long-term care) programs, options, service providers,

and resources. (§306(a)(7))

21. Provide case management services provided under Title III of the AAA through the AAA will not duplicate case management services

provided through other Federal and State programs; be coordinated with services provided through these programs; and be

provided by a public agency or a nonprofit private agency that:

a. Gives each older adult seeking services under this title a list of agencies that provide similar services within the jurisdiction of

the AAA;

b. Gives each of these older adults a statement specifying that the adult has a right to make an independent choice of service

providers and documents receipt by such adult of such statement;

c. Has case managers acting as agents for older adults receiving the services and not as promoters for the agency providing such

services; or

d. Is located in a rural area and obtains a waiver of these requirements. (§306(a)(8))

22. Provide assurances that the AAA, in carrying out the State Long-Term Care Ombudsman program under section 307(a)(9) of the

OAA, will expend not less than the total amount of funds appropriated under the OAA and expended by the agency in fiscal year

2000 in carrying out such a program under this title. (§306(a)(9))

23. Provide a grievance procedure for older adults who are dissatisfied with or denied services under this title. (§306(a)(10))

24. Provide information and assurances concerning services to older adults who are Native Americans (referred to in this paragraph as

older Native Americans) including:

a. Information concerning whether there is a significant population of older Native Americans in the PSA and if so, an assurance

that the AAA will pursue activities, including outreach, to increase access of those older Native Americans to programs and

benefits provided under this title;

b. An assurance that the AAA will, to the maximum extent practicable, coordinate the services provided under Title VI of the OAA;

and

c. An assurance that the AAA will make services under the area plan available to the same extent; as such services are available to

older adults within the PSA, whom are older Native Americans. (§306(a)(11))

25. Provide the AAA will establish procedures for coordination of services with entities conducting other Federal or federally assisted

programs for older adults at the local level, with particular emphasis on entities conducting programs described in section 203(b)

within the planning and service area (§306(a)(12))

26. Provide assurances the AAA will:

a. Maintain the integrity and public purpose of services provided, and service providers, under this title in all contractual and

commercial relationships; (§306(a)(13)(A))

b. Disclose to the Assistant Secretary for Aging and HHSC:

i. The identity of each non-governmental entity with which the AAA has a contract or commercial relationships relating to

providing any service to older adults; and

ii. the nature of such contract or such relationship; (§306(a)(13)(B))

c. Demonstrate that a loss or diminution on the quantity or quality of the services provided, or to be provided, under this title by

the AAA has not resulted and will not result from such non-governmental contracts or such commercial relationships;

(§306(a)(13)(C))

d. Will demonstrate that the quantity and quality of the services to be provided under this title by such agency will be enhanced as

a result of such non-governmental contracts or commercial relationships; and (§306(a)(13)(D))

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e. Will, on the request of the Assistant Secretary of State, for the purpose of monitoring compliance with the OAA (including

conducting an audit), disclose all sources and expenditures of funds such agency receives or expends to provide services to

older adults. (§306(a)(13)(E))

27. Provide assurances preference in receiving services under this title will not be given by the AAA to particular older adults as a result

of a contract or commercial relationship that is not carried out to implement this title. (§306(a)(14))

28. Provide assurances funds received under this title will not be used to provide benefits or services to older adults, giving priority to

older adults identified in OAA section 306(a)(4)(A)(i); and in compliance with the assurances specified in section 306(a)(13) and the

limitations specified in section 212. (§306(a)(15))

29. Provide, to the extent feasible, for the furnishing of services under the OAA, consistent with self-directed care. ((§306(a)(16))

30. Include information detailing how the AAA will coordinate activities, and develop long-range emergency preparedness plans, with

local and State emergency response agencies, relief organizations, local and State governments, and any other institutions that

have responsibility for disaster relief service delivery. (§306(a)(17))

31. An AAA will not require any provider of legal assistance under the OAA to reveal any information that is protected by the attorney-

client privilege. (§306(e))

I certify that compliance with these assurances will be accomplished and that evidence of such compliance will be available to HHSC staff

at any time requested for such purposes as, but not limited to, desk or on-site reviews or both. I further certify that each assurance has

been addressed by a strategy as part of the area plan.

AUTHORIZED OFFICICAL OF GRANTEE AAA DIRECTOR/AUTHORIZED OFFICIAL

Name and Title: Eric Bridges, Executive Director Name: Judy Conner



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Standard Assurances of Compliance

Texoma Area Agency on Aging provides these assurances in consideration and for the purpose of obtaining federal grants,

loans, contracts, property, discounts or other federal financial assistance from the U.S. Department of Health and Human

Services. The Grantee agrees that it will comply with:

1. Title VI of the Civil Rights Act of 1964 (Pub. L. 88-352), as amended, and all requirements imposed by or pursuant

to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 80), to the end that, in

accordance with Title VI of that Act and the Regulation, no person in the United States shall, on the ground of

race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise

subjected to discrimination under any program or activity for which the AAA receives federal financial assistance

from HHSC.

2. Section 504 of the Rehabilitation Act of 1973 (Pub. L. 93-112), as amended, and all requirements imposed by or

pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 84), to the end that,

in accordance with Section 504 of that Act and the Regulation, no otherwise qualified individual with a disability

in the United States shall, solely by reason of her or his disability, be excluded from participation in, be denied the

benefits of, or be subjected to discrimination under any program or activity for which the AAA receives federal

financial assistance from HHSC.

3. Title IX of the Education Amendments of 1972 (Pub. L. 92-318), as amended, and all requirements imposed by or

pursuant to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 86), to the end that,

in accordance with Title IX and the Regulation, no person in the United States shall, on the basis of sex, be

excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any

education program or activity for which the AAA receives federal financial assistance from HHSC.

4. The Age Discrimination Act of 1975 (Pub. L. 94-135), as amended, and all requirements imposed by or pursuant

to the Regulation of the Department of Health and Human Services (45 C.F.R. Part 91), to the end that, in

accordance with the Act and the Regulation, no person in the United States shall, on the basis of age, be denied

the benefits of, be excluded from participation in, or be subjected to discrimination under any program or activity

for which the AAA receives federal financial assistance from HHSC.

The Grantee agrees that compliance with this assurance constitutes a condition of continued receipt of federal financial

assistance, and that it is binding upon the Grantee, its successors, transferees and assignees for the period during which

such assistance is provided. If any real property or structure thereon is provided or improved with the aid of federal

financial assistance extended to the Grantee by HHSC, this assurance shall obligate the Grantee, or in the case of any

transfer of such property, any transferee, for the period during which the real property or structure is used for a purpose for

which the federal financial assistance is extended or for another purpose involving the provision of similar services or

benefits. If any personal property is so provided, this assurance shall obligate the Grantee for the period during which it

retains ownership or possession of the property. The Grantee further recognizes and agrees that the United States shall

have the right to seek judicial enforcement of this assurance.

AUTHORIZED OFFICICAL OF GRANTEE AAA DIRECTOR/AUTHORIZED OFFICIAL

Name and Title: Eric Bridges, Executive Director Name: Judy Conner



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Appendix A. Direct Service Waiver Form (Supportive, In-home, or

Nutrition Services)

Legal Reference: OAA 2016 § 307(a)(8) and 40 TAC § 85.206

All area agencies on aging (AAAs) must complete a Direct Service Waiver form to request approval to provide supportive, in-

home, or nutrition services as a direct service. The completed Direct Service Waiver form(s) must be included in the AAA

area plan submission.

A direct service is defined as a service activity provided to an eligible person performed directly by a AAA employee or

volunteer.

Identify the direct service requested:

A request to provide supportive services, nutrition services, or in-home services as direct services may be approved only if

HHSC determines it is necessary due to one or more of the three conditions listed below.

Identify the condition(s) for which this request for HHSC approval is being made (more than one condition may be selected):

☐ Condition (a) Provision of the direct service by the AAA is necessary to assure an adequate supply of such service.

☐ Condition (b) The service is directly related to the AAA’s administrative functions.

☒ Condition (c) The service can be provided more economically, and with comparable quality, by the AAA.

For each condition checked in question 2, provide an explanation to support each of the conditions, and maintain verifiable

evidence and documentation available for review upon request (more than one explanation may be selected).

If Condition (a) is checked in question 2, check the box next to the explanation that best describes why there is an

inadequate supply of the service.

☐ No provider is available to serve all counties.

☐ No provider is available to serve all types of eligible persons.

☐ No provider is available to serve the entire county.

☐ No provider exists to serve a county or counties.

☐ Provider will no longer provide the Title III service.

☐ Other. Please explain:

If Condition (b) is checked in question 2, explain how the service is considered part of the AAA Administration, as this term

is defined in the current Service Definitions for Area Agencies on Aging.

Enter Explanation(s)

If Condition (c) is checked in question 2, provide an explanation and include information comparing:

the cost of directly providing the service versus the cost of providing the service through a sub-contracted provider; and

the quality of the service if directly provided versus the quality of the service if provided by a sub-contracted provider.

The comparison should include such factors as a cost analysis, regional needs assessment specific to the direct service(s)

being provided, or the efforts to secure services through a competitive solicitation process.

X Enter Explanation(s): The Weatherization program in TCOG Client Services Department provides a wide range of

weatherization repairs to older and/or disabled, low income homes in the Texoma region. These services were funded by

LIHEAP Weatherization, ONCOR utility, SWEPCO utility, Department of Energy Weatherization and Texas-New Mexico Power

utility funds.

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Provide the period for which the AAA will provide the direct service, not to extend past the effective period of the AAA’s

current area plan.

Enter Time Period: Area Plan Fiscal Year

Note: If a AAA wishes to reduce or extend the time-period in the Direct Service Waiver form approved by HHSC, a new direct

service request for approval must be submitted.

If the request to provide a direct service does not include all the AAAs planning and service area (PSA), please specify the

area(s) (counties, etc.) within the PSA for which the AAA will provide the direct service.

Enter Area(s)

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THRU: Judy Conner, Area Agency on Aging Director

FROM: Virginia Rhodes, Texoma Senior Corps Program Manager


RE: United Way of Grayson County (UWGC) Grant Application

RECOMMENDATION Authorize submission and, if awarded, acceptance of the UWGC Grant for the Texoma Senior Corps Foster Grandparent Program.

BACKGROUND Texoma Senior Corps is responsible for connecting senior volunteers age 55 and older and their life experiences and skills to specific needs within our community. The Foster Grandparent Program (FGP) consist of senior volunteers who serve as mentors to children with special needs in schools, daycares and/or afterschool programs. Their goal is to provide positive impacts that result in successful outcomes. To become an FGP volunteer a participant’s income cannot exceed over 200% of the poverty level. FGP volunteers currently must be willing to serve a minimum 15 hours a week, and pass a physical, and criminal background check. The program is partially funded by federal, state and local contributions.

DISCUSSION Texoma Senior Corps will use the funds from this grant to support Foster Grandparent volunteers in Grayson County whose primary focus is mentoring at-risk children in area schools, daycares, and after school programs. Funds will support transportation assistance, a small hourly stipend, miscellaneous supplies, and recognition. Our program volunteers commit to serving a minimum of fifteen hours each week and serve approximately 140 children annually. In 2019, forty–one FGP volunteers served 43,203 hours in thirty-one stations.

BUDGET The funding of $20,000 will be used to supplement the Texoma Senior Corps Foster Grandparent budget for Grayson County.

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UNITED WAY GRAYSON GRANT 2020-2021

PART I – AGENCY INFORMATION

Texoma Regional Foundation Texoma Foster Grandparent Program 1117 Gallagher Dr. Suite 470 Sherman, Texas 75090

AGENCY MISSION STATEMENT

Texoma Regional Foundation Mission Statement

The Texoma Regional Foundation is a charitable 501(c)3 organization with a mission to improve the quality of life for the citizens of the Texoma region (Cooke, Fannin, and Grayson Counties) through the following activities:

Connect and network interested agencies, programs and grass root organizations to form collaborative partnerships that work together to expand and enhance projects and activities to improve the quality of life to residents of the Texoma region;

Advocate for programs to improve funding for community services within the Texoma region; and,

Implement, grow, and sustain a variety of programs that will address the community needs of the Texoma region.

PRIMARY CONTACT

Virginia Rhodes [email protected]

CEO INFORMATION

Jason Brinkley, President [email protected]

PART II - PROGRAM INFORMATION

PROGRAM NAME

Texoma Foster Grandparent Program

AMOUNT REQUESTED

$20,000

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mailto:[email protected]


WHAT COMMUNITY IMPACT ARE DOES YOUR PROGRAM ADDRESS

The Foster Grandparent program addresses the focus area of Childhood Success. The Texoma Regional Foundation - Foster Grandparent Program's goal is to connect senior mentors, their life experiences, and skills to specific needs of our area youth resulting in a win-win situation. Texoma Foster Grandparents serve as role models, mentors, and friends to these children with exceptional needs providing a proven intergenerational mentoring program that is much needed in our area. As of 2017, according to KidsCountData Center, there are 25,053 children living in Grayson County of which 2,351 students are in Special Education and 1,856 students in English Second Language (ESL) programs. About 32% of children in Grayson County live in single-parent households and 19.2% live in poverty. Nationally, based on the most current data, students with special needs make up 13% of total public school enrollment. According to the Center of Evidence Based Social Sciences, older adult mentors are instrumental in teaching social skills, modeling behavior and assisting with diverse social interaction.

A study of at-risk youth according to mentoring.org found that after an average of 10 months of mentoring, mentored youth fared better than those without mentors in emotional/psychological well-being, social relationships, academic attitudes and self-reported grades. There were also notable reductions in depression symptoms across all groups who participated. After several months of mentoring, youth also displayed greater acceptance by their peers, and more positive beliefs about their ability to succeed in school and achieve better grades in school. Overall, mentored youth were more likely to show improvement on multiple social, emotional, and academic levels. Research statistics from the Corporation for National and Community Service indicate:

• Students who meet regularly with their mentors are 52% less likely than their peers to skip a day of school and 37% less likely to skip a class.

• Youth who meet regularly with their mentors are 46% less likely than their peers to start using illegal drugs and 27% less likely to start drinking.

• Seventy-six percent of at-risk young adults who had a mentor aspire to enroll in and graduate from college versus half of at-risk young adults who had no mentor. They are also more likely to be enrolled in college.

• Mentoring reduces “depressive symptoms” and increases “social acceptance, academic attitudes and grades.”

WHAT IS YOUR TARGET POPULATION?

Our target population is at-risk youth ages 0-14 years of age in Grayson County partnered with low income senior mentors age 55 and older.

EXPLAIN SPECIFICALLY HOW UNITED WAY FUNDING WILL BE USED

United Way funds will be used to supplement our existing grants by allowing the ability to maintain current levels of service as well as add additional mentors that will give us the opportunity to provide added support for Grayson County children in need. Our existing grants provide funding for forty-two foster grandparents in our region. Of the forty-two volunteers, thirty are in Grayson County. Our goal is to supplement our existing funding and to expand positive outreach by increasing the number of Foster Grandparent mentors in our county. We will be able to help more children in need one on one as well as globally by providing them with the necessary resources that will build more confidence, strengthen their literacy, and improve their ability to progress in school.

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PROVIDE THE NUMBER OF UNDUPLICATED INDIVIDUALS SERVED

30 foster grandparents serve 135-140 children directly with an indirect service impact of approximately 600 classroom children.

WHAT ELSE WOULD YOU LIKE US TO KNOW ABOUT THE PROGRAM

Foster Grandparents work with children who come from abused or neglected homes, developmentally delayed, affected by homeless, speech, hearing, and/or visually impaired, English Second Language students and other language, literacy and physical challenges. Foster Grandparents are low income individuals and must meet income eligibility requirements which cannot exceed over 200% of the poverty level, be able to pass physical and criminal history background checks. Foster Grandparents receive a small stipend and are also required to commit to a minimum 15 hours of service each week but can serve up to 40 hours each week. Our mission is to connect those who want to help with those who need the help which results in a win-win situation.

PART III – OUTCOME DATA

OUTCOME 1 (INDICATORS)

Performance measurement education survey tools that reflect levels of progress will be used by the teacher to indicate if improvement in the specific areas of need are accomplished. Initially teachers will complete a survey form indicating the student and specific needs (completing assignments, comprehension, classroom behavior, overall academic improvement, and improved literacy) to be focused on by the foster grandparent. Teachers will be asked for feedback regarding progress during midterm. At the end of the school year, teachers will provide feedback through surveys based on performance measurements to determine level of progress achieved.

2. Initially, Headstart teachers will complete a survey form indicating the student and specific needs in regards to social/emotional skills (classroom behavior, following rules, listening skills, positive interaction with peers and adults) to be focused on by the foster grandparent. Teachers will be asked for feedback regarding progress during midterm. At the end of the school year, teachers will provide feedback through those surveys based on performance measurement to determine level of progress achieved.

LIST ANY INFLUENCING FACTORS AFFECTING THE OUTCOME RESULTS

Influencing factors include - Foster Grandparents will commit to a minimum fifteen hours each week with their assigned students. A strong relationship built on trust between mentor and mentee is also an influencing factor in obtaining positive results. Student and volunteer attendance and attitude play an important role in a successful outcome. Teacher support is equally important to the success of the assignments and the willingness to provide feedback on results.

DESIRED OUTCOMES

1. Desired outcomes will indicate that eighty percent of the children in PreK- 8th grade assigned to foster grandparents this year will show improvement in academic engagement and/or literacy as identified in the survey tools.

2. Desired outcomes will demonstrate improvement in social-emotional skills. Seventy-five percent of the children in Head Start assigned to foster grandparents that are identified as needing improvement in social/emotional skills will demonstrate improvement in that area.

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ATTACHMENTS

• Current FGP Budget • Recent 990 • TRF Management Letter • 501C3 IRS Determination Letter • TRF Board Members Listing

ANY ADDITIONAL COMMENTS

We appreciate the fact that you understand the importance of encouraging student success and the building of strong character. We believe your support will not only strengthen literacy skills but also make a difference in targeted children emotionally, socially, and academically. Through your support children challenged with learning, emotional, physical and behavioral issues were able to find a level success through the support of our senior mentors. Thank you for the opportunity to apply for your consideration of financial support.

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THRU: Eric M. Bridges, Executive Director

FROM: Delano Smith, Client Services Director DS

DATE: April 9, 2020

RE: Housing Rehabilitation Assistance (HRA) Contract

RECOMMENDATION Authorize the HRA Contract for the Aging & Disability Resource Center of Texoma.

BACKGROUND ADRCs support the Texas “No Wrong Door” system, an original federal initiative, which is designed to streamline public access to long-term care and make it easier for individuals to navigate the complex system of services offered by government agencies, non-profit organizations, and other service providers. Understanding the available options and making decisions about healthcare, housing, transportation, and other long-term services and supports (LTSS) can be overwhelming; however, ADRCs provide objective information and assistance to help clients access the care they need to live in their communities.

DISCUSSION The ADRC of Texoma applied for and received Homeowner Rehabilitation Assistance (HRA) program funds via the Texas Department of Housing and Community Affairs. This housing contract would allow TCOG to assist homeowners in Cooke, Fannin, and Grayson counties with eligible rehabilitation and reconstruction housing needs. The rehabilitation or reconstruction of the owner-occupied housing must occur on the same site, with the homeowner having all associated housing taxes paid in full.

We estimate the rehabilitation of 4 houses between March 1, 2020 – February 28, 2021 (1 in Cooke County, 2 in Fannin County, and 1 in Grayson County).

BUDGET The overall estimated budget for this program’s fiscal year is $456,000.

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THRU: Eric N. Bridges, Executive Director

FROM: Delano Smith, Client Services Director DS


RE: Service Member and Veteran Families (SMVF) Grant Application

RECOMMENDATION Authorize submission and, if awarded, acceptance of the SMVF Grant Application.

BACKGROUND Texoma Council of Governments (TCOG) is a voluntary association of local governments in Cooke, Fannin, and Grayson Counties that work works directly with citizens and local jurisdictions to improve and advance economic vitality and quality of life in Texoma, and the Section 8 Housing Choice Voucher Program. The Client Services Department continuously seeks innovative ways of serving the Texoma population.

DISCUSSION On Monday, March 9th, TCOG applied for a SMVF Grant. This grant offering was made by the Texas Health and Human Services Commission (HHSC) on behalf of the Texas Department of Family and Protective Services (DFPS). If awarded this contract, TCOG would incorporate the SMVF Program within its Client Services Department. The SMVF Program would allow for the promotion of positive parenting, youth development, the prevention of child abuse and neglect, and the overall development and support of military personnel and their families. Families would receive case management as they participate in and progress through the SMVF Program.

BUDGET The budget amount associated with this agenda item is a $800,000, and all funding would be allocated to Cooke, Fannin, and Grayson Counties for eligible military families.

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EXHIBIT G - EXECUTIVE SUMMARY Solicitation Issuance Date: Wednesday, January 29, 2020 Solicitation Closing Date: Monday, March 9, 2020 Solicitation Number: HHS0007115 Solicitation Name: DFPS Texas Service Members, Veterans, and Families Program This Executive Summary will provide a high-level overview of how the Texoma Council of Governments (TCOG) intends to satisfy the RFA’s requirements. This narrative will mirror the goals and objectives of the grant. For the purposes of this executive summary, the following items will be highlighted: Background, Objectives, and Approach. wBACKGROUND Texoma Council of Governments (TCOG) is a voluntary association of local governments in Cooke, Fannin, and Grayson Counties that works directly with citizens and local jurisdictions to improve and advance economic vitality and quality of life in Texoma. In collaboration with our public and private sector partners, TCOG delivers various programs and services designed to support the health, welfare, and future of our citizens, our communities, and the region as a whole. Our organization works in unison with elected officials and community leaders to develop sustainable and economically viable community and regional development solutions. Many projects are funded through a state or federal funding allocation to the region.

OBJECTIVES The key objectives of TCOG are as follows:

• To improve the well-being of Texas Service Member and Veteran Families by promoting positive parenting and positive youth development

• To educate, facilitate and otherwise support Service Members, Veterans, and their Families through resources and programming that bolsters existing strengths and addresses emotional, physical and financial barriers;

• To foster development and sustainment of community coalitions of local stakeholders with the goal of preventing child abuse and neglect and supporting positive youth development; and

• To prevent child abuse and neglect occurrences and juvenile delinquency in military communities. APPROACH TCOG’s approach to SMVF project will be based upon the following strategies:

• Referencing a current Community Strengths and Needs Assessment, while focusing on the grant’s identified population and accessing available resources and supports;

• Maintaining a focus on the prevention of child abuse, neglect, and juvenile delinquency, including corresponding services for Families with Children zero (0) to seventeen (17);

• Recruitment of and outreach to eligible active Service Member and Veteran families while focusing on priority characteristics; • Successful implementation of a person-centered service delivery model; • Instituting a well-designed enrollment process; • Establishing a robust SMVF staff through intentional recruitment of veterans, military connected family members, and civilian

workers with experience supporting SMVF; • Selecting and utilizing an Evidence-Based or Promoting Practice Program model; • Actively engaging as a member in SMVF coalitions (both local and regional); • Utilizing the PEIRS database as instructed by grant protocol; • Providing appropriate case management and reporting data to DFPS as mandated; • Continued utilization and enhancement of current partnerships and the establishment of new collaborative partnerships (all

while expanding service availability); • Engage staff in mandatory training on specific populations, for example Military Cultural trainings; • Maintain state-approved physical location on the Texoma Council of Government’s business campus, with hours of 8:00 am –

5:00 pm (Monday through Friday); • Provision and maintenance of computer and data systems in order to fulfill contractual obligations; • Continuously meet all Key Performance Requirements and Deliverables; • Establishing an SMVF Transition Plan, inclusive of contract renewals (if any); • Constantly review all contract requirements, ensuring that all state mandates are met.

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THRU: Eric M. Bridges, Executive Director FROM: Judy Fullylove, Energy Services Department Director JF


RE: Community Services Block Grant (CSBG) through Texas Department of Housing and Community Affairs (TDHCA)

RECOMMENDATION Authorize the 2019 CSBG Discretionary Contract with the TDHCA.

BACKGROUND The 2019 CSBG Discretionary contract funds provide direct client assistance to Low Income Households impacted by Coronavirus Disease 2019 (COVID-19). This impact includes but is not limited to lost wages, increased childcare costs because of school closures, or higher utility bills because of longer hours in the home. Eligible activities could also include grocery or meal delivery for those who are unable to leave their homes.

DISCUSSION The contract provides direct services to low-income residents of Cooke, Fannin, and Grayson counties. Contract period March 26, 2020 through August 31, 2020. Income eligibility is up to 200% of the Federal Poverty Level.

BUDGET $12, 210

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FROM: Judy Fullylove, Energy Services Director JF


RE: Texas Department of Housing and Community Affairs (TDHCA) Comprehensive Energy

Assistance Program (CEAP) 2020 Contract Amendment #1

RECOMMENDATION Ratify and approve 2020 CEAP contract amendment with TDHCA.

BACKGROUND The CEAP program assists low-income households with utility payments for electric, gas, and propane

bills. Priority is given to the elderly, disabled and households with children five years old and younger.

The CEAP program serves seven (7) counties: Collin, Cooke, Denton, Fannin, Grayson, Hunt and

Rockwall.

DISCUSSION 2020 CEAP contract funds will provide utility assistance to eligible clients in the seven (7) county

service area. Eligible households may receive up to $1,600 per calendar year to assist with energy

costs. To achieve the highest possible assistance, this funding may be leveraged with funds provided

by: ATMOS Gas Energy Conservation Program, TXU Energy Aid Program, Direct Energy Neighbor to

Neighbor Program, Reliant Energy CARE Program, and the CoServ Foundation. Contract period is

January 1, 2020 through December 31, 2020.

BUDGET The budget increase amount is $644,092 for a total contract amount of $4,296,698. The 2020

contract supports direct services to clients, salary, fringe benefits, indirect costs and administrative fee

for staff and operations.

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THRU: Judy Fullylove, Energy Services Director JF FROM: Evan Brown, Weatherization Program Manager EB DATE: March 10, 2020

RE: Low-Income Home Energy Assistance Program (LIHEAP) Weatherization 2019 Contract Amendment #3

RECOMMENDATION Ratify the amended 2019 LIHEAP Weatherization Contract with the Texas Department of Housing and Community Affairs (TDHCA).

BACKGROUND The TDHCA WAP Program provides for repairs which reduce utility costs by minimizing the infiltration of air. The program can be provided to both owner-occupied and renter-occupied units and provides such energy improvements as insulation in the attic, walls, and floors, caulking, weather-striping, and repair or replacement of heating and air-conditioning units. All improvements must be verified as necessary in accordance with the required WAP energy audit. The WAP program serves the following 19 counties: Bowie, Camp, Cass, Collin, Cooke, Delta, Denton, Fannin, Franklin, Grayson, Hopkins, Hunt, Lamar, Marion, Morris, Rains, Red River, Rockwall and Titus.

DISCUSSION A budget modification of Contract #81190003025 was submitted to TDHCA in February. The amended contract reflects changes submitted. Contract period ends March 31, 2020.

BUDGET No change in total budget amount of $1,356,129.

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FROM: Stephanie Davidson, Criminal Justice and Emergency Planning Program Manager SD

DATE: March 9, 2020

RE: FY2020 Homeland Security Grant Program Projects and Resolution

RECOMMENDATION Approve the FY2020 Homeland Security Grant Program Projects and Resolution.

BACKGROUND TCOG staff and the TCOG Homeland Security Advisory Committee facilitate and execute the Homeland Security Funding Process with the Texas Office of the Governor (OOG), Homeland Security Grant Division (HSGD). This process includes stakeholders from the counties of Cooke, Fannin, and Grayson. Using state priority guidance, the TCOG HSAC plans and prioritizes projects for the Texoma region. Department of Homeland Security Funding includes the following funding streams: State Homeland Security Program (SHSP) and the Law Enforcement & Terrorism Prevention Activities (LETPA).

The TCOG Homeland Security Advisory Committee (HSAC) membership is made up of the three county judges in our region, the mayors of Bonham, Denison, Gainesville, and Sherman, and the emergency management coordinators from these seven jurisdictions. Committee activities and actions are conducted pursuant to published by-laws.

DISCUSSION

TCOG received notification from the HSGD to use the FY17 allocation as an estimate for the submission of projects for the FY20 funding cycle. The TCOG HSAC met on February 20, 2020 to prioritize the FY20 TCOG Regional Homeland Security Projects based on a previously approved Risk Methodology and Allocation Method. See attached for project and funding information. As part of the grant requirements, the TCOG Board must execute the attached Resolution.

Equipment purchased with these grant funds will be placed on permanent loan to the participating agencies and a Memorandum of Understanding (MOU) will be executed for each jurisdiction.

Participating agencies have historically used local dealers for their communications needs. It is recommended by staff to purchase communications equipment through the HGAC Buy Cooperative which will result in delivery, installation, and support through our local authorized communications dealers in the area. TCOG Staff is requesting that the regular procurement policy of obtaining three bids be suspended. (See excerpt from policy below)

TCOG Policy: 35-02-01 4. TCOG may access the state purchasing system or other cooperative purchasing processes which have complied with a competitive bidding process when confirmation of lowest responsive bid is verified by three telephone bids.

The TCOG HSAC met on February 20, 2020 and recommends for approval the attached projects and resolution.

BUDGET No budget impact.

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Jurisdiction

Total Projected

Allocation SHSP Project Qty Cost SHSP Amount LETPA Project Qty Cost LETPA Amount

Cascade System 1 $12,515.22 $12,515.22

$12,515.22

Body Armor/Helmets 15 $966.83 $14,502.38

Comm Equipment 12 $950.00 $11,400.00

$25,902.38Gear Sets 6 $2,000.00 $12,000.00

Special Team Comm

Equipment 1 $8,328.36 $8,328.36

$20,328.36

CERT Activation Sets 40 $200.00 $8,000.00 Comm Headsets 8 $1,141.58 $9,132.63

Comm Equipment 8 $1,124.52 $8,996.18

$16,996.18 $9,132.63

Dry Suits 12 $900.00 $10,800.00

Life Jackets 12 $355.00 $4,260.00

Water Boots 12 $55.00 $660.00

Gloves 12 $30.00 $360.00

Helmet Lights 6 $125.00 $750.00

Rescue Ropes 4 $250.00 $1,000.00

Rescue Ropes 7 $300.00 $2,100.00

Rescue Ropes 1 $600.00 $600.00

misc 1 $646.57

$21,176.57

Tactical Robot 1 $35,000.00 $35,000.00

Night Vision

Headgear 4 $4,272.56 $17,090.24

$52,090.24

Body Armor/Helmets 47 $781.91 $36,749.90

$36,749.90

TCOG $50,000.00

TOTAL

Projects $244,891.48

Texoma Regular

SHSP $183,668.61 Texoma LETPA $61,222.87

FY20 HSGP Grant Application Funding Worksheet(Quantities & Prices are Approximate)

Bonham

$12,515.22

Special Teans: HAZMAT

Cascade System

Cooke County

$25,902.38

Special Teams: Tactical EMS

Body Armor, Helmets & Comm

Denison

$20,328.36

Fannin County

$26,128.81

Special Teams: CERT & Comm

Headsets for LE Tactical Team

Comm Headsets for LE

Tactical Team

Special Teams Equipment: High

Angle, Search and Rescue Gear

and Comm Equipment

Gainesville

$21,176.57

Special Teams Equipment:

Robot and

Night Vison Headgear for LE

Tactical Team

Special Teams Equipment: High

Angle, Search and Rescue Gear

Equipment

Grayson County

$52,090.23

Sherman

$36,749.90

Special Teams: Tactical EMS

Body Armor & Helmets

Page 136

Texoma COG HSAC FY20 HSGD Project Prioritization Results

February 20, 2020 HSAC

(Amounts are approximate and are scalable to meet actual funding amounts)

Project Title

SHSP (Estimated

Allocation

$183,668.61)

LETPA (Estimated

Allocation

$61,222.87)

Total

(Estimated Total Allocation

$244,891.48)

Investment Category

Priority

(1-3)

FY20 Regional SHSP Special Teams Project

$133,668.61

$0.00

$133,668.61

Sustaining Special Response

Teams and First Responder

Capabilities

1

Equipment includes: HAZMAT Cascade System, Tactical EMS Body Armor & Helmets, Equipment for Dive, Search and

Rescue Response Teams, Community Emergency Response Team (CERT) Activation Equipment and Hands-free

Communications Headsets and Associated Equipment for Special Response Teams

FY20 Regional LETPA Special Team Project

$0.00

$61,222.87

$61,222.87

Sustaining Special Response

Teams and First Responder

Capabilities

2

Equipment includes: Hands-free Communications Headsets, Night Vision Headgear and Robot for Law Enforcement Special

Response Teams

2020 Regional Planning Project

$50,000.00

$0.00

$50,000.00

State, Regional & Local Planning

3

Total Projects $183,668.61 $61,225.87 $244,891.48

Page 137

1117 Gallagher Drive, Suite 470

Sherman, Texas 75090

www.tcog.com

(903) 813-3512 Phone

(903) 813-3511 Fax

Texoma Council of Governments | Eric M. Bridges, Executive Director | Honorable Jason Brinkley, President, Governing Board

WHEREAS, The Texoma Council of Governments finds it in the best interest of the citizens of Cooke, Fannin, and

Grayson Counties that the TCOG FY20 Regional SHSP Special Teams Project, TCOG FY20 Regional LETPA Special

Teams Project and the FY20 Regional Planning Project to be operated for the FY20; and

WHEREAS, The Texoma Council of Governments agrees that in the event of loss or misuse of the Office of the

Governor funds, The Texoma Council of Governments assures that the funds will be returned to the Office of the

Governor in full.

WHEREAS, uthorized

official. The authorized official is given the power to apply for, accept, reject, alter or terminate the grant on

behalf of the applicant agency.

NOW THEREFORE, BE IT RESOLVED that The Texoma Council of Governments approves submission of the grant

application for the TCOG FY20 SHSP Special Teams Project, TCOG FY20 Regional LETPA Special Teams Project

and the FY20 Regional Planning Project to the Office of the Governor.

Signed by:

Passed and Approved this _____ (Day) of __________ (Month), _____ (Year)

Grant Numbers: 2969006, 3397904, & 4064601

Page 138



FROM: Beth Eggar, 9-1-1 Program Manager

DATE: March 11, 2020

RE: Grayson County Sheriff’s Office (GCSO) Public Safety Answering Point (PSAP) Workstation Equipment

RECOMMENDATION Authorize staff to request from the Commission on State Emergency Communications (CSEC) approval to acquire equipment for the 4th 9-1-1 workstation at the GCSO’s PSAP.

BACKGROUND The Texoma Council of Governments 9-1-1 Program provides management and planning support on behalf of six 9-1-1 Public Safety Answering Points (PSAPs) in the region. The program works to ensure compliance with rules and regulations set forth by the Texas Commission on State Emergency Communications, the Federal Department of Justice and others. Projects include strategic planning and budgeting, compliance, contracts, call taker training, capital equipment, database maintenance, new technology implementation, GIS services, and coordination between local and state agencies.

DISCUSSION Grayson County Sheriff’s Office currently has four workstations but only three are capable of receiving 9-1-1 calls. They are asking to add 9-1-1 call taking equipment to the 4th workstation. This is due to the higher call volume in the county from the influx of population. In accordance with the Commission on State Emergency Communications (CSEC) PPS-026 (Program Policy Statements – Adding a Public Safety Answering Point), the Grayson County Sheriff’s Office meets all of the commission requirements to add an additional station.

BUDGET The 9-1-1 Program has sufficient funding for this project.

Page 139

Quote Date: 1/29/2020Quote No.: ATT12192019

Site No.: 102079

Customer InformationCustomer: Texoma COG

Contact: Beth EggarPhone: E-Mail: [email protected]

AT&T Contact Information Sales Support Specialist: Marty Saucedo Account Rep: Jeff Bievenue

Phone: 512 632 7990 Phone: 314 775 3650E-Mail: [email protected] E-Mail: [email protected]

Site # Site Name Quote # # of Pos TOTAL102079 Grayson, TX - Remote ATT693071E-9 1 $36,650.90

AT&T Installation 1 $0.00

TOTAL QUOTE 1 $36,650.90

GRAND TOTAL $36,650.90

Any line items listed as "Optional" in this quote are not included in the Product Totals, Product Summaries, Site Totals,Quote Summary, or the Grand Total. These items are not considered to be part of the system. The "Grand Total" onthe Quote Summary page reflects the quote value. This figure includes any and all applicable charges, fees, and ordiscounts. Costs for actual freight will be added to your invoice. All pricing is in U.S. Dollars unless otherwise stated.

Strategic Incentives, Discounts, etc.:Any strategic incentives, discounts, etc. that are applied to this quote are based on the purchase of all non-optionalitems listed within the quote. If the quote should change or if items are removed, the incentive is subject to change.

Budgetary Quotes:Quotes marked Budgetary are nonbinding and subject to change. This quote is being provided as an estimate ofapproximate pricing and cannot serve as the basis for any order.

Support Renewals:If this is a first time renewal and is subject to the agreed upon grace period, then reinstatement fees will not apply aslong as the PO is received prior to the expiration of the grace period. For questions regarding your support renewalterm, please contact Jennifer York at 951-719-2142.

Software Support Start and End Dates are based on active software support agreements. Dates and pricing are subjectto change once existing software support agreements expire. Implementation services Field engineering, training and project management units are based on the scope and estimated effort as presented during the Quote preparation. Change orders would be required during a scope or responsibility change between Customer and Vesta Solutions. Please refer to the Terms & Conditions tab for additional information related to this Quote.

© 2018 Vesta Solutions, Inc., a wholly owned subsidiary of Motorola Solutions, Inc. This software is protected bycopyright law and international treaties, and is the CONFIDENTIAL AND PROPRIETARY information of VestaSolutions, Inc. All trademarks, service marks, product names, brands, company names and logos appearing in thissoftware are the property of their respective owners. VESTA® is a registered trademark of Vesta Solutions, Inc. (hereafter referred to as "Vesta Solutions").

Quote is valid for 120 days from the date of this quote.

TCOG - Grayson County 1 Additional Position

Quote Summary

Additional Comments

Vesta Solutions, Inc. P.O. Box 9007 - 42505 Rio Nedo, Temecula, CA 92589 - Tel: 951.719.2100 - Fax: 866.651.8173

http://www.VestaPublicSafety.com

Page 1 of 4

Page 140



Quote Date: 12/19/2019Quote No.: 1/29/2020

Site No.: 102079Account No: N/A

TCOG - Grayson County

Customer InformationCustomer: Texoma COG

Contact: Beth Eggar Years of Support 5

E-Mail: [email protected]

AT&T Contact Information Sales Support Specialist: Marty Saucedo Account Rep: Jeff Bievenue

Phone: 512 632 7990 Phone: 314 775 3650E-Mail: [email protected] E-Mail: [email protected]

VESTA® 9-1-1 Qty. Part No. Description Unit Price U/M Total

ESInet Interface Module (EIM)

Grayson, TX - Remote Note: Service provider is AT&T West

1 873090-11202 V911 LIC EIM I3 MOD $0.00 EA Optional

VESTA® 9-1-1 CDR Module

1 873099-01102U V911 CDR PER SEAT LIC UPGD $106.20 EA $106.20

VESTA® 9-1-1 Basic Operations

1 PS-0SQ-VSSL-M VS BSC PER SEAT LIC NFEE $0.00 EA $0.001 SS-0SQ-VSSL-3Y SPT VS BSC 3YR $3,270.96 EA Optional1 SS-0SQ-VSSL-5Y SPT VS BSC 5YR $4,770.74 EA $4,770.74

VESTA® 9-1-1 Basic Operations

1 PS-0SQ-VSML VS BSC MLTP PER SEAT LIC $2,360.00 EA $2,360.001 SS-0SQ-VSSL-1Y SPT VS BSC 1YR $1,040.00 EA Optional1 SS-0SQ-VSSL-3Y SPT VS BSC 3YR $2,772.00 EA Optional1 SS-0SQ-VSSL-5Y SPT VS BSC 5YR $4,770.74 EA $4,770.74

VESTA® 9-1-1 IRR Module

1 873099-00502U V911 IRR LIC/DOC/MED $1,174.10 EA $1,174.101 809800-35112 V911 IRR SW SPT 3YR $592.36 EA Optional1 809800-35114 V911 IRR SW SPT 5YR $739.86 EA $739.86

VESTA® Workstation Equipment

3 61000-409611 DKTP ELITE MINI 705 G4 W/O OS $973.50 EA $2,920.501 04000-00441 WINDOWS 10 LTSC LIC $109.74 EA $109.741 64000-00500 MNTR MTG BRKT $38.94 EA $38.941 64007-50021 KEYPAD 24 KEY USB CBL 12FT $128.62 EA $128.621 853030-00302 V911 SAM HDWR KIT $1,949.36 EA $1,949.361 833401-00101G-15 CBL SAM JKBX 15FT $42.48 EA $42.481 853004-00401 SAM EXT SPKR KIT $198.24 EA $198.241 809800-35109 V911 IWS CFG $236.00 EA $236.001 809800-35108 V911 IWS STG FEE $354.00 EA $354.002 870890-07501 MNTR FP WIDE SCRN LED 22IN $239.00 EA $478.00

Note: Customer to reuse existing monitors,

keypads and SAMs.

VESTA 9-1-1 Subtotal $20,377.52

TCOG - Grayson County 1 Additional Position

Page 141




TCOG - Grayson County TCOG - Grayson County

1 Additional Position VESTA® Map Local

Qty. Part No. Description Unit Price U/M Total

VESTA® Map Local

Note: Supported with VESTA® R7 and R7.1

1 871399-50102.0 VMAP LOCAL R2 PREM LIC-KEY/MED $4,425.00 EA $4,425.001 871391-50101.0 VMAP LOCAL PREM LIC ONLY $4,425.00 EA $4,425.001 809800-46003 VMAP LOCAL PREM SPT 3YR $2,230.20 EA Optional1 809800-46005 VMAP LOCAL PREM SPT 5YR $3,717.00 EA $3,717.00

VESTA® Map Local - Additional Hardware

1 6400C-40050 8GB RAM DDR4 705 G4 $245.44 EA $245.44Note: Required for Arial Map size greater than

10GB.

VESTA Map Local Subtotal $12,812.44

Managed ServicesQty. Part No. Description Unit Price U/M Total

Monitoring, PM & AV Service: Workstations

Note: Includes (1) Workstations

1 04000-00399 M&R WKST AGENT LIC $169.92 EA $169.921 809800-16379 M&R PM AV WKST SRVC 3YR $1,775.90 EA Optional1 809800-16381 M&R PM AV WKST SRVC 5YR $2,846.16 EA $2,846.16

Managed Services Subtotal $3,016.08

Extended WarrantiesQty. Part No. Description Unit Price U/M Total

Workstation Extended Warranty

Note: Includes (1) Workstations

1 04000-01593 WARR 24X7 600/705 G2/G3/G4 5YR $444.86 EA $444.86Note: Warranty upgrade from 3 yrs warranty

9x5 NBD to 5 yrs 24x7, 4 hour response.

Extended Warranties Subtotal $444.86

VESTA® ServicesQty. Part No. Description Unit Price U/M Total

Field Engineering Services

Project Management Services

VESTA Services Subtotal $0.00

Quote SummaryPRODUCT TOTALVESTA 9-1-1 $20,377.52VESTA Map Local $12,812.44Managed Services $3,016.08Extended Warranties $444.86VESTA Services $0.00

TOTAL QUOTE $36,650.90

GRAND TOTAL $36,650.90

Page 142

TCOG - Grayson County TCOG - Grayson County

1 Additional Position Power Draw Information

Product Total AmpsVESTA 9-1-1 6.5VESTA Map Local 0Managed Services 0

Total Amps 6.5Total Watts/VA 780

Total KVA 0.78BTU's 2130.18

Configuration NotesHardware refresh

Additional CommentsQuote is valid for 120 days from the date of this quote.

*Discount/Incentive Codes are provided for Vesta Solutions internal use only. Discount/Incentive Codes do not have to be

ordered on customer PO's using the codes shown and instead can be applied as a bottom line discount.

Any line items listed as "Optional" in this quote are not included in the Product Totals, Product Summaries, Site Totals,Quote Summary, or the Grand Total. These items are not considered to be part of the system. The "Grand Total" onthe Quote Summary page reflects the quote value. This figure includes any and all applicable charges, fees, and ordiscounts. Costs for actual freight will be added to your invoice. All pricing is in U.S. Dollars unless otherwise stated.

Strategic Incentives, Discounts, etc.:Any strategic incentives, discounts, etc. that are applied to this quote are based on the purchase of all non-optionalitems listed within the quote. If the quote should change or if items are removed, the incentive is subject to change.

Budgetary Quotes:Quotes marked Budgetary are nonbinding and subject to change. This quote is being provided as an estimate ofapproximate pricing and cannot serve as the basis for any order.

Support Renewals:If this is a first time renewal and is subject to the agreed upon grace period, then reinstatement fees will not apply aslong as the PO is received prior to the expiration of the grace period. For questions regarding your support renewalterm, please contact Jennifer York at 951-719-2142.

Software Support Start and End Dates are based on active software support agreements. Dates and pricing are subjectto change once existing software support agreements expire. Implementation services Field engineering, training and project management units are based on the scope and estimated effort as presented during the Quote preparation. Change orders would be required during a scope or responsibility change between Customer and Vesta Solutions. Please refer to the Terms & Conditions tab for additional information related to this Quote.

© 2018 Vesta Solutions, Inc., a wholly owned subsidiary of Motorola Solutions, Inc. This software is protected bycopyright law and international treaties, and is the CONFIDENTIAL AND PROPRIETARY information of VestaSolutions, Inc. All trademarks, service marks, product names, brands, company names and logos appearing in this software are the property of their respective owners. VESTA® is a registered trademark of Vesta Solutions, Inc.(hereafter referred to as "Vesta Solutions").

Page 143




DATE: March 9, 2020

RE: Statewide Emergency Radio Infrastructure (SERI) Grant Resolution

RECOMMENDATION Approve the SERI Grant Resolution.

BACKGROUND The Texas Legislature in 2019 passed House Bill 442 that provided funding for the “Emergency Radio Infrastructure Fund 5153.” This fund was created to provide grant funding to State Agencies and Councils of Governments to improve communications infrastructure for emergency response. The Texas Office of the Governor’s (OOG) Homeland Security Grant Division (HSGD) is administering this grant.

DISCUSSION

The TCOG Homeland Security Advisory Committee (HSAC) met on February 20, 2020 and approved TCOG staff working with the Emergency Management Coordinators to develop an application for the SERI grant funds. This application combines critical communications infrastructure needs of the cities of Bonham, Denison, Gainesville, and Sherman and the counties of Cooke, Fannin, and Grayson. See attached for project and funding information. Per requirements from the HSGD the attached Resolution must be executed by the TCOG Board.

All equipment will be placed on permanent loan to the participating agencies via a Memorandum of Understanding (MOU) and Inventory Control Form with each jurisdiction.

Participating agencies have historically used local dealers for their communications needs. It is recommended by staff to purchase communications equipment through the HGAC Buy Cooperative which will result in delivery, installation, and support through our local authorized communications dealers in the area. TCOG Staff is requesting that the regular procurement policy of obtaining three bids be suspended. (See excerpt from policy below)

“TCOG Policy: 35-02-01 4. TCOG may access the state purchasing system or other cooperative purchasing processes which have complied with a competitive bidding process when confirmation of lowest responsive bid is verified by three telephone bids.”

THE TCOG HSAC met on February 20, 2020 and recommends for approval the attached projects and resolution.


Page 144

Jurisdiction SERI Project Project Description SHSP Amount

Bonham Generator & Dispatch Platform

Communications equipment backup generator for continuity during power failures & a 2-position dispatch platform to

replace end of life equipment $360,000.00

Cooke County New Tower & Simulcast System

New tower construction & simulcast system that includes upgrades of equipment on 2 existing towers to increase communications coverage countywide from 65% to 95% $1,650,000.00

Denison 2 Digital VHF Systems & Dispatch Platform

2 4-site digital communication systems with comparator/voted audio and a 4-postion dispatch platform

with control stations to replace end of life equipment $815,000.00

FanninGenerator & Dispatch

Platform3-position dipatch and portable generator for mobile

communication/command trailer $360,000.00

Gainesville 2 Transmitters 2 single transmitters with multiple sites $360,000.00

GraysonDispatch Platform

5-position dispatch platform and 4 base radios with antenna systems to replace end of life equipment $410,000.00

Sherman Generator & Repeater Bakcup generator and repeater $40,000.00

M&A, Installation, Insurance & Travel $275,000.00

$4,270,000.00TOTAL SERI Project

Other Costs

Statewide Emergency Radio Infrastructure (SERI) Grant Application Funding Worksheet(Prices are Approximate)

Page 145

1117 Gallagher Drive, Suite 470

Sherman, Texas 75090

www.tcog.com

(903) 813-3512 Phone

(903) 813-3511 Fax

Texoma Council of Governments | Eric M. Bridges, Executive Director | Honorable Jason Brinkley, President, Governing Board

WHEREAS, The Texoma Council of Governments finds it in the best interest of the citizens of Cooke, Fannin, and

Grayson Counties that the TCOG apply for Statewide Emergency Radio Infrastructure (SERI) Grant to update

Communications Infrastructure in the Texoma Region. And

WHEREAS, The Texoma Council of Governments agrees that in the event of loss or misuse of the Office of the

Governor funds, The Texoma Council of Governments assures that the funds will be returned to the Office of the

Governor in full.

WHEREAS,

official. The authorized official is given the power to apply for, accept, reject, alter or terminate the grant on

behalf of the applicant agency.

NOW THEREFORE, BE IT RESOLVED that The Texoma Council of Governments approves submission of the grant

application for the Statewide Emergency Radio Infrastructure (SERI) Grant to the Office of the Governor.

Signed by:

Passed and Approved this _____ (Day) of __________ (Month), _____ (Year)

Grant Number: _#4034601

Page 146




DATE: March 9, 2020

RE: TCOG Criminal Justice Advisory Committee (CJAC) Members and Bylaws Update

RECOMMENDATION Approve the 2020 TCOG CJAC Members and Bylaws Update.

BACKGROUND Working with the 25 member TCOG Criminal Justice Advisory Committee (CJAC), TCOG’s Criminal Justice Program promotes and helps to develop coordinated, collaborative prevention and justice-oriented initiatives across Texoma. Partners on these projects include grantees, volunteers, community-based organizations, faith-based organizations, government agencies, the private sector and others. Through a contract with the Criminal Justice Division (CJD) of the Office of the Governor (OOG), TCOG administers the local process for grant distribution to the region. Over the years, this program has directed millions of dollars into area criminal justice systems for improvements.

DISCUSSION Pursuant to the Interlocal Agreement with the Office of the Governor’s Criminal Justice Division, and the TCOG CJAC Bylaws, each year one third of the CJAC completes their three-year term. On January 8, 2020 the CJAC recommended that the existing CJAC members continue to serve and the vacancy left by former Abigail’s Arms Executive Director be filled by Interim Executive Director Ginger Johnson.

On January 8, 2020 the TCOG CJAC reviewed and recommends for approval the Bylaws changes that removed the appeals process and updated the COI procedures.


Page 147

TEXOMA COUNCIL OF GOVERNMENTS CRIMINAL JUSTICE PROGRAM

2020 CJAC Members

Criminal Justice Advisory Committee Members “The COG shall ensure that the CJAC has a multi-disciplinary representation of members from the region. This representation must include concerned citizens or parents, drug abuse prevention, education, juvenile justice, law enforcement, mental health, nonprofit organization, prosecution/courts, and victim services. No single group may constitute more than one-third (1/3) of the CJAC.” [Interagency Cooperative Contract between the Office of the Governor, Criminal Justice Division and the Texoma Council of Governments, III (D) (3)]

County Law Enforcement

Juvenile Justice

Drug Abuse Non-Profit Organizations

Victim Services

Mental Health

Prosecution / Courts

Education Citizens / Parents

Cooke 8 Positions

Kevin Phillips

[20]

Toni

Hellman [21]

Eric Erlandson

[20]

Vicki Robertson

[20]

Ginger Johnson

[22]

Chairman

Chris Cypert

[22]

Kim Parsons

[22]

Corey Hardin

[21]

Fannin 8 Positions

Vice-Chairman

Mike Bankston

[20]

Brandon

Caffee [22]

Erin Holt [21]

Sandy Barber

[20]

Carol Pillars

[21]

Debra

Roberts [20]

Richard Glaser

[22]

Faith Ann

Cheek [22]

Grayson 9 Positions

Tim Barnes [22]

Tom Watt [20]

Lisa

Tomlinson

[21]

Alan Brown

[21]

Lisa Tyler[20]

Martha Nuckols

[22]

Shelli Shields

[21]

Brett Smith

[20]

Cherie Fry

[20]

Page 148

Texoma Council of Governments Page 1

TEXOMA COUNCIL OF GOVERNMENTS

CRIMINAL JUSTICE ADVISORY COMMITTEE

BYLAWS Adopted January 8, 2020

ARTICLE I

NAME The name of this body shall be the Texoma Council of Governments Criminal Justice Advisory Committee [“CJAC”].

ARTICLE II AUTHORITY

The Criminal Justice Advisory Committee is created by the Texoma Council of Governments [“TCOG”] in accordance with the Texas Administrative Code (Title 1, Part 1, Chapter 3) [“1 TAC 3”] and an interagency agreement with the Office of the Governor, State of Texas, Criminal Justice Division [“CJD”] to perform those activities related to criminal justice grants and planning directed by the Texas Administrative Code and those agreed to in the interagency agreement between TCOG and CJD.

ARTICLE III ACTIVITIES

In accordance with 1 TAC 3, the primary functions of the CJAC are (1) to participate in the grant application selection process as described in 1 TAC 3.7 in the TCOG Service Region (Cooke, Fannin, and Grayson Counties) [“Region”]; (2) to assist TCOG in carrying on a continuous planning program to identify criminal justice problems in the Region; (3) to determine the criminal justice needs of the Region; (5) to analyze the existing criminal justice systems and available resources in the Region; and, (6) to establish goals, priorities and/or a strategic vision for the development of services and programs as related to criminal justice throughout the Region.

ARTICLE IV MEMBERSHIP

A. Membership. The membership of the CJAC shall be composed of up to 25 persons representative of criminal justice interests as prescribed by CJD in the interagency agreement by and between CJD and TCOG which states that: “The CJAC’s membership must include individuals from the following groups/disciplines: citizens or parents, drug abuse prevention, education, juvenile justice, law enforcement, mental health, nonprofit organizations, prosecution/courts, and victim services.” No single group will represent more than one-third (1/3) of the total membership of the CJAC. Members so elected shall be confirmed by the TCOG Governing Body before assuming their place on the CJAC.

1. Membership shall consist of no more than: a. Eight (8) representatives of Cooke County b. Eight (8) representatives of Fannin County c. Nine (9) representatives of Grayson County

2. The TCOG Criminal Justice Coordinator shall serve as an ex-officio member of The CJAC and shall perform the necessary staff functions to support the CJAC’s activities.

B. Terms. Terms of membership for all elected CJAC members shall be three (3) years. 1. Members may be re-elected to serve additional terms. 2. Terms of membership shall begin January 1 of each year and end December 31 of the third year

following the beginning of the term. 3. Members who are absent from three (3) consecutive meetings will be automatically removed from

CJAC membership. 4. A member may resign at any time by submitting a written notice to the CJAC Chair. 5. Each Member may appoint in writing an alternate who shall be authorized to function at CJAC meetings

in the member’s absence. 6. Members appointed by the Chairperson to complete unexpired terms shall serve until the term that

would have been served by the Member being replaced is complete.

Page 149


C. Officers. Officers of the CJAC shall consist of a Chairperson and a Vice-Chairperson. 1. Officers will be elected by the Membership and will serve for a two (2) year period, provided that their

membership in the CJAC is maintained throughout their term of office. 2. Elections for Chairperson and Vice-Chairperson will take place every two years at the regularly

scheduled CJAC meeting held in December, while the CJAC is in session, with a quorum of the membership present.

3. Officers so elected must be approved by the TCOG Governing Body. 4. No person can be appointed as Chair or Vice-Chair for more than two consecutive terms.

5. Officers shall begin their term of office on January 1 of the year immediately following their election. D. Duties. The following constitute the duties of CJAC officers: 1. The Chairperson shall: a. Preside at all meetings of the CJAC; b. Call special meetings of the CJAC; c. Appoint persons to the CJAC nominating committee; d. Appoint persons to complete terms of Members who leave the CJAC before their term of office is

completed; e. Create temporary sub-committees as the need arises to perform specific tasks related to the business

of the CJAC; f. Appoint members of the CJAC to special sub-committees at his/her discretion; and, g. Review appeals of CJAC decisions.

2. The Vice-Chairperson shall, during the absence or incapacity of the Chairperson, act as Chairperson of the CJAC, and when so acting, shall have all the duties, responsibilities, powers, and privileges of the Chairperson.

3. In the event of a vacancy in the position of any officer, the CJAC will elect, by a majority of those present, a replacement no later than the next regularly scheduled meeting of the CJAC, following notification that such vacancy exists. The recommendation of the CJAC shall be forwarded to the COG Governing Body for action at their next regularly scheduled meeting.

E. Nominating Committee. The Chairperson of CJAC will appoint a Nominating Committee at the regularly

scheduled CJAC meeting in October, or at the next CJAC meeting thereafter, of each year. 1. The Nominating Committee of the TCOG CJAC shall consist of five (5) members a. Chairperson b. Vice-Chairperson c. Three additional persons can be appointed by the Chairperson from CJAC membership, Governing

Body membership, staff, or concerned citizens. 2. Equal representation. a. The Chairperson and Vice-Chairperson must be residents of different counties within the Texoma

Region. b. Additional members of the nominating committee shall be chosen as follows: one representative of

Cooke County, one representative of Fannin County, and one representative of Grayson County. 3. Duties. a. Each year a nominating committee will be responsible for nominating applicants to be elected to

serve on the CJAC. b. The nominating committee shall nominate potential members in such a manner as to assure the

continued diversity of membership established in Article IV (A). 4. Vacancy. In the event a member of the nominating committee resigns, the Chairperson of the CJAC

shall appoint a replacement for the remainder of the term. F. Conflict of Interest. All applicants for grants or other public funds from any source processed through or

by the CJAC, have the same rights and privileges and are subject to uniform and equitable review processes. Therefore, the following Conflict of Interest policy shall apply:

Page 150


1. Members of the COG’s governing body, the CJAC, and COG staff must abstain from reviewing, voting, commenting, or taking any action on any grant application, other than one submitted by a COG, during the prioritization process if the member or an individual related to the member within the third degree of consanguinity (replace with) by blood or within the second degree of affinity (replace with) by

marriage: a. Is employed by the applicant agency and works for the unit or division that would administer the

grant, if awarded; b. Serves on any board that oversees the unit or division that will administer the grant, if awarded; c. Owns or controls any interest in a business entity or other non-governmental organization that

benefits, directly or indirectly, from activities with the applicant; d. Receives any funds from the applicant as a result of the grant, if awarded; or e. Uses or receives a substantial amount of tangible goods, services or funds from the applicant. 2. A CJAC member that has a Conflict of Interest regarding a particular grant application must vacate the

CJAC meeting room whenever that application is presented to or reviewed by the CJAC, and the

member must not take part in or be present for any discussion on the application with any other member

of the CJAC. (Replace With)

CJAC members and guests that have a Conflict of Interest or vested interest in a grant

application must vacate the CJAC meeting room whenever the applications for the funding

stream are presented to and/or reviewed by the CJAC, and shall not take part in or be present for

any discussion on the application.

If any applicant, CJAC member, COG personnel or other individual has reason to believe that favoritism or

inappropriate actions were displayed during the scoring or prioritization of CJD, the COG shall ensure that the concerns are shared with CJD as soon as possible.

ARTICLE V

MEETINGS A. The CJAC shall meet as often as necessary to accomplish CJAC business. 1. Regular meetings to conduct the business of the CJAC shall be called by the Chairperson. a. Application Review and Prioritization Meetings will be scheduled as needed to fulfill CJD

deliverables. b. Business Meetings. Any necessary business may be conducted at any CJAC meeting properly called

by the Chairperson. 2. Discretion. The Chairperson of the CJAC may, at his or her discretion, reschedule any CJAC meeting. 3. Special Meetings. a. The Chairperson of the CJAC reserves the discretion to call special meetings of the CJAC at any

time. b. The TCOG Governing Body reserves the right to call special meetings of the CJAC at its discretion. c. CJD reserves the right to require a special meeting of the CJAC at its discretion. d. Special meetings and votes may be conducted using electronic means. 4. Notification. a. CJAC members will be notified at least ten (10) days in advance of a regular meeting, with such

notice including the date, time, place and items to be discussed. b. In the event of a special meeting, members will be notified at least a seventy-two (72) hour notice

and the only subject(s) for which the meeting was called can be acted upon. c. Notice may be affected by posting on the TCOG criminal justice web site and by sending email to

an address previously provided by a CJAC member. 5. Quorum. For all matters, a quorum will consist of a simple majority of the currently appointed

membership of the CJAC at the time of the meeting 6. Open Meetings. All TCOG CJAC and Governing Body meetings in which CJD business is discussed

will be held in compliance with the Open Meetings Act. CJAC meetings are open to the public and the public will be notified in accordance with Chapter 551, Government Code.

Page 151


a. TCOG will document all CJAC proceedings related to CJD business by recording the CJAC proceedings.

b. TCOG will maintain all scoring sheets, prioritization documents, minutes, grant applications and recordings of meetings for a period which shall be not less than three years.

7. Orderliness: Meetings will be conducted in accordance with Robert’s Rules of Order.

ARTICLE VI GRANT APPLICATION PROCESS

The following policies and procedures are established for the purpose of defining the rules and regulations that will govern the application process in all funding streams controlled by the Criminal Justice Division (CJD) of the Governor’s Office as outlined in the Interagency Agreement by and between CJD and TCOG as it relates to the TCOG/CJAC. All policies, rules, and regulations set forth in this document are in compliance with Texas Administrative Code (Title 1, Part 1, Chapter 3).

A. Eligibility 1. Eligible applicants for CJD funding in the Texoma Region must be physically located and provide

services in the Texoma Region. B. Training.

1. Applicants for CJD funding in the Texoma Region are required to attend a mandatory grant application or grant administration workshop on an annual basis. Applicants are required to present a synopsis of the project and be available to answer questions at the CJAC application prioritization meeting. CJD awarded grantees may be required to attend a mandatory post-award grant management workshop on an annual basis.

Exception: a. Mandatory attendance may be waived by the Criminal Justice Coordinator. b. If attendance at the regularly scheduled workshop/meeting is not possible for an applicant, the

applicant must contact the COG planner prior to the workshop/meeting to secure the required training in another manner.

C. Pre-Application 1. TCOG shall notify current grantees and other requestors in the region of the availability of current CJD

grant applications. 2. TCOG shall inform current grantees and other requestors of the availability of relevant TCOG policies

and bylaws, and shall provide such policies and bylaws to current grantees and requestors upon request. D. Technical Assistance. 1. Any applicant or potential applicant is encouraged to request technical assistance from the COG planner

prior to submitting applications for funding. E. Deadlines. 1. Application deadlines for Texas will be set by the Criminal Justice Division, Office of the Governor on

an annual basis. Deadlines for application submission will be made available to applicants on the Governor’s website: https://www.cjdonline.governor.state.tx/

2. Applications for funding must be received by the Criminal Justice Division, Office of the Governor, as directed by that agency.

ARTICLE VII

APPLICATION REVIEW A. Review process:

1. Review. All applications received in the Texoma Region will be reviewed by TCOG criminal justice program personnel to determine overall eligibility of the application and integrity of necessary documents prior to presenting applications to the Texoma CJAC for their review.

2. Documentation. Criminal justice program personnel and/or members of the CJAC may request any additional information from the applicant agency that will assist in determining the eligibility of an application and/or the grant administration capacity of the applicant agency. This request may be made at any point in the application or administration process. Failure to comply with requests for additional information may result in the application being deemed “not recommended” for funding.

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3. Scoring. All applications that are presented to the CJAC for scoring shall be duly processed and each grant application will be scored by the CJAC, using an approved scoring instrument. The approved scoring instrument will be provided to applicants prior to the review process. A minimum average score of 60 will be required of any grant application in order for that grant application to be recommended for funding. Only the scores of those CJAC members participating in person at the meetings established for prioritization of applications shall be used to determine the overall score assigned to an application. In the event of a tie score when the projects are totaled, staff will delete the high score and low score until the tie is broken.

4. Discretion. CJAC reserves the right to recommend an amount less than the requested amount of any application. Additionally, CJAC reserves the right to deny specific line items in any grant application. CJAC may ask for justification of specific line items in any application and deny recommendation for any line item in any application. Additionally, CJAC may request that an applicant reduce the amount requested in an application in order to stay within the Reasonable Budget Expectations for the Region.

5. Application Funding Cycle. Grant applications are submitted for 6-24 months of funding and there is no limit to the number of years in which a potential grantee may apply for funds. CJAC and TCOG will review all applications received annually on an equal basis. In accordance with CJD policy, CJAC and TCOG make no commitment that a grant, once funded, will receive priority consideration for subsequent funding.

6. Review by the TCOG Governing Body. All recommendations of the CJAC will be reviewed by the TCOG Governing Body. If the Governing Body approves the recommendation of the CJAC, the TCOG Governing Body will make recommendation to CJD for funding. Final decisions for funding remain the discretion of CJD.

7. Submission to CJD. All grant applications reviewed by the Texoma CJAC and recommended for funding will be submitted to the office of the Governor Criminal Justice Division as specified by CJD.

8. Notification. To facilitate communication, all applicants are required to provide a valid email address at which they can receive notices concerning their application and the overall grant process. All grant applicants shall be notified by email within ten working days of the prioritization meeting of:

a. The final score for their grant application; b. Final rankings for all applications reviewed at the meeting; and,

c. Recommendation status of their application. 9. Applicants whose applications are not recommended for funding will be notified by TCOG personnel in

the above manner. This notification will serve as formal notification of denial for funding. 10. Notice of awards received by TCOG from CJD will be forwarded to the grantee within two days of

receipt by TCOG of notice from CJD, should such notice be given to TCOG.

ARTICLE VIII PERFORMANCE REQUIREMENTS

A. Grant performance review. All grants that are recommended for funding by the Texoma CJAC and funded by CJD will be subject to yearly review. Additionally, all grantees must comply with the grant activity reporting requirements of the Public Policy Research Institute, Texas A&M University, or other organization designated by CJD.

B. Revocation of Recommendation. Any grantee that fails to meet performance goals of a grant funded project may be subject to revocation of recommendation for funding at any point in the grant cycle. Grantees that fail to submit annual audits or performance reports in a timely fashion may be subject to revocation of recommendation.

C. Discretion. The Texoma CJAC reserves the right to review progress and administration capacity of any grantee that has been recommended for funding by the CJAC. In order to provide oversight of grants in the Texoma region the TCOG, CJAC reserves the right to request any information necessary to ensure that funds are being appropriately administered by grantees.

ARTICLE IX

APPEAL PROCESS

A. Right to appeal. Grant applicants and other persons who come before the CJAC, have the right to appeal

any decision of the CJAC.

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B. Procedure. Applicants wishing to appeal a CJAC funding recommendation must follow this process:

1. Within ten (10) working days of notification of the results of prioritization, or any decision of the CJAC,

appellant must notify the chairperson of the CJAC in writing of their desire to appeal the decision of the

CJAC. Appellant should include any relevant documentation as to the justification of an appeal:

a. Written statement of appellant agency indicating the suspected reason or reasons that the grantee

did not have the same rights and privileges as are offered to all applicants.

b. Written justification with supporting documentation to appeal a denied line item or grant request

reduction. Include any relevant documentation.

c. Written justification and request for review and re-scoring of an application that failed to score the

minimum amount of 60 points (average) in order to be recommended.

d. Written request for review of any determination of the CJAC.

2. Determination of cause. Upon receipt of the written request of the agency, the Chairperson of the CJAC

shall determine if there is just cause for scheduling an emergency meeting of the full CJAC in order to

review the appeal.

3. Notification. The Chairperson shall notify the appellant agency in writing, within ten (10) working days

of the receipt of the appeal that either:

a. The appeal will be heard by the full CJAC, including date and location of review; or,

b. The Chairperson determines that the appeal does not need to be heard by the full CJAC.

4. Discretion. At the time of review by the full CJAC of any appeal, the CJAC reserves the right to require

that the appellant agency supply them with any documentation necessary to assist the CJAC in their

review.

5. Equitable review. The full CJAC (or a quorum thereof) will hear appeals as requested by the

Chairperson of the CJAC.

6. Finality of decision. Appeal decisions are final and no applicant may appeal the final decision of the

CJAC to the CJAC. However, applicants may lodge a secondary appeal as described in Section 8

below.

7. Where to Appeal. Appeals may be made in writing to:

Chairperson

TCOG/ CJAC

1117 Gallagher, Suite 350

Sherman, Texas, 75090

8. Secondary Appeal. Applicants may appeal the decision of the CJAC to the TCOG Governing Body.

When an appellant follows the appeal process outlined herein, and is not satisfied with the outcome,

they have the right to appeal to the TCOG Governing Body.

a. Appeals should be made, in writing, to the President of the TCOG Board of Directors, within ten

(10) working days of the final decision of the CJAC.

b. Appellants may be granted the opportunity to make their appeal to the TCOG Board of Directors at

the discretion of the President of the TCOG Board of Directors.

c. Appeals regarding the recommendations of the CJAC will be heard at regularly scheduled TCOG

Board of Directors meetings.

Final decisions regarding funding for all applications recommended by the TCOG CJAC remain the discretion of the

Criminal Justice Division of the Office of the Governor.

ARTICLE X (Replace with) IX

GENERAL PROVISIONS 1. All meetings of the CJAC will be conducted in accordance with the provisions of the Texas Government

Code, Chapter 551, the Texas Open Meetings Act. 2. TCOG will comply with the provisions of the Texas Review and Comment System.

ARTICLE XI (Replace with) X

BYLAW CHANGE PROCEDURE These Bylaws can be changed by a vote of no less than one-half of the members of the current CJAC at a scheduled meeting. All amendments must be approved by TCOG Governing Body prior to taking effect.

Page 154


THRU: Eric Bridges, Executive Director (must initial)

FROM: Stephanie Davidson, Criminal Justice and Emergency Planning Program Manager


RE: Office of the Governor’s (OOG) Criminal Justice Division (CJD) FY 2021 Prioritized Projects

RECOMMENDATION Authorize recommendations from the TCOG CJAC results from the scoring and ranking of applicants for the following funding categories for Funding Year (FY) 2021: Criminal Justice Program, Juvenile Justice and Truancy Prevention Grant Program, General Victim Assistance Grant Program, and Violent Crimes Against Women Criminal Justice & Training Projects.

BACKGROUND Working with the 25 member CJAC, TCOG’s Criminal Justice Program promotes and helps to develop coordinated, collaborative prevention and justice-oriented initiatives across Texoma. Partners on these projects include grantees, volunteers, community-based organizations, faith-based organizations, government agencies, the private sector and others. Through a contract with the Criminal Justice Division of the Office of the Governor, TCOG administers the local process for grant distribution to the region. Over the years, this program has directed millions of dollars into area criminal justice systems for improvements.

DISCUSSION

The TCOG CJAC met via Zoom on April 7, 2020 to review, score, and prioritize the certified applications for FY 2021 OOG, CJD funding. The results of this process are attached.


Page 155

Grayson County eTicket Writer Program

$18,234.00

GunterMobile Technology

Project$20,250.00

SavoyBody-Worn Camera

Project$29,293.00

Tom BeanTechnology

Improvement$23,948.18

FINAL SCORE 90.9130 91.5652 94.4783 95.7826RANK 5 4 3 1

FINAL SCORERANK

Fannin County Structured Family Therapy

$50,000.0097.2105

1

Substance Abuse CouncilDelinquency Prevention

$34,229.8096.5789

2

95.89472

WhitesboroUpgrade Patrol Officers Hand

Held Radios$24,293.44

95.34782

Fannin County Family CrisisVictims Assistance

$68,314.79

FY 2021 CJD DJ-Criminal Justice Program

FINAL SCORE

Grayson County Crisis LineVictims Assistance

$170,838.00

FY 2021 CJD VA-Victim's of Crime

4/7/2020 CJAC Results forFY2021 CJD Grant Applications

FINAL SCORERANK

FY 2021 CJD WF-Violence Against Women Formula Grants

RANK96.5652

1

FY 2021 CJD SF-Juvenile Justice

Grayson CountyDomestic Violence Investigator

$33,536.25

93.26323

96.84211

Abigail's ArmsCooke County Victims Assistance

$267,840.00

Page 156

Agency Source FY15 FY16 FY17 FY18 FY19 FY20Total

FY15-FY20

City of Bonham Criminal Justice (DJ) $14,382 $14,382City of Gainesville Criminal Justice (DJ) $34,452 $27,599 $62,051Fannin County Criminal Justice (DJ) $41,899 $41,899City of Collinsville Criminal Justice (DJ) $15,825 $15,825City of Tioga Criminal Justice (DJ) $43,094 $43,094City of Van Alstyne Criminal Justice (DJ) $37,703 $50,334 $88,037Grayson County Criminal Justice (DJ) $15,072 $15,072City of Whitesboro Criminal Justice (DJ) $43,000 $19,688 $41,368 $104,056Fannin Co Juvenile Services Juvenile Justice $35,000 $28,081 $40,000 $32,000 $32,500 $50,000 $217,581

$214,500 $210,000 $341,669

Family Co Family Crisis Victims of Crime Act (VA) $40,000 $66,621 $132,403$374,712

Fannin Co Children's Center Victims of Crime Act (VA) $0Grayson Co Child Advocacy Victims of Crime Act (VA) $0

$156,846 $139,245 $312,410 $338,000Grayson Co Violence Against Women (WF) $42,586 $33,536 $33,536 $33,536 $33,536 $33,536 $210,267Fannin Co Violence Against Women (WF) $20,021 $20,021

$280,661 $744,155 $652,725 $1,037,015 $779,345 $854,907 $4,348,807

$55,599

$1,573,560

Grayson Co Women's Crisis Center Victims of Crime Act (VA)

$270,833 $300,627

$135,688

CJD Funding History FY15-FY20(The CJD grant year is Sept 1st - Aug 31st or Oct 1st - Sept 30th and is named based on the calendar year the grant ended.)

Abigail's Arms Victims of Crime Act (VA) $50,000$302,083

$1,568,252

$450,000

Page 157

FY15 FY16 FY17 FY18 FY19 FY20Total

FY15-FY20

Criminal Justice $57,476 $43,000 $72,155 $61,587 $58,496 $91,702 $384,415

Victims of Crime $145,599 $639,537 $507,034 $889,872 $654,813 $679,669 $3,516,524

Juvenile Justice $35,000 $28,081 $40,000 $32,000 $32,500 $50,000 $217,581

Violence Against Women $42,586 $33,536 $33,536 $53,557 $33,536 $33,536 $230,288

TOTALS $280,661 $744,155 $652,725 $1,037,015 $779,345 $854,907 $4,348,807

CJD Funding History FY15-FY20(The CJD grant year is Sept 1st - Aug 31st or Oct 1st - Sept 30th and is named based on the calendar year the grant ended.)

Page 158


FROM: Mindi Jones, Finance Director MJ


RE: FYE 2020 Cost Pool Budgets Update

RECOMMENDATION Accept recommendation, if any, regarding TCOG’s FYE 2020 Cost Pool Budgets.

BACKGROUND Each month the Governing Board is presented with a status update of the prior month and current (unreconciled) fiscal year budgets for the indirect cost allocation pool and the central service IT pool and afforded the opportunity to make desired changes to the general and administrative indirect cost allocation rate or the central service IT rate as conditions warrant.

DISCUSSION The following documents are attached: prior month updated Statement of Proposed Indirect Cost for FYE 4/30/2020 Status Report depicting fiscal year budget with fiscal year to date expense and budget balance, Statement of Central Service IT Costs for FYE 4/30/2020 Status Report depicting fiscal year budget with fiscal year to date expense and budget balance.

BUDGET No rate changes are recommended at this time.

Page 159

FEBRUARY 2020

February-20 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

INDIRECT SALARY

Indirect Salary

Salaries 315,797.00$ 25,839.07$ 259,560.66$ 56,236.34$ 17.81%

FICA/Medicare 24,158.44$ 1,989.66$ 18,614.29$ 5,544.15$ 22.95%

Unemployment Insurance 40.23$ -$ -$ 40.23$ 100.00%

Workers Compensation 1,421.08$ 116.26$ 1,167.38$ 253.70$ 17.85%

Insurance Health 33,561.65$ 1,247.05$ 23,919.97$ 9,641.68$ 28.73%

Insurance Health Copay Medical -$ 1,234.20$ 2,466.95$ (2,466.95)$ 0.00%

Dental -$ 103.60$ 207.20$ (207.20)$ 0.00%

Insurance Health Savings Account 6,045.37$ 238.46$ 4,457.58$ 1,587.79$ 26.26%

Insurance Health Retirement Account -$ 135.00$ 267.84$ (267.84)$ 0.00%

Insurance Life 424.36$ 22.30$ 311.73$ 112.63$ 26.54%

Employee Assistance Program 101.32$ -$ 107.28$ (5.96)$ (5.88)%

Fraud Hotline 41.39$ -$ -$ 41.39$ 100.00%

Retirement 20,602.65$ 1,799.74$ 17,096.47$ 3,506.18$ 17.02%

Employee Benefits 24.51$ -$ 1,009.29$ (984.78)$ (4017.87)%

Total INDIRECT SALARY 402,218.00$ 32,725.34$ 329,186.64$ 73,031.36$ 18.16%

CONTRACTED SERVICES

Janitorial 13,800.00$ 1,133.72$ 11,337.20$ 2,462.80$ 17.85%

Lawn Service 3,400.00$ 248.86$ 2,488.60$ 911.40$ 26.81%

Pest Control 1,100.00$ 45.10$ 451.00$ 649.00$ 59.00%

Total CONTRACTED SERVICES 18,300.00$ 1,427.68$ 14,276.80$ 4,023.20$ 21.98%

PROFESSIONAL SERVICES

Audit 23,380.00$ -$ 24,180.00$ (800.00)$ (3.42)%

Employee Benefit Consultant -$ -$ 4,300.00$ (4,300.00)$ 0.00%

Consultant 18,050.00$ -$ 13,632.50$ 4,417.50$ 24.47%

Legal 6,246.00$ 150.00$ 5,754.63$ 491.37$ 7.87%

Total PROFESSIONAL SERVICES 47,676.00$ 150.00$ 47,867.13$ (191.13)$ (0.40)%

UTILITIES

Electric 62,000.00$ 4,479.77$ 55,615.84$ 6,384.16$ 10.30%

Natural Gas 23,000.00$ 2,020.90$ 13,958.99$ 9,041.01$ 39.31%

Sanitation 1,600.00$ 153.01$ 1,402.40$ 197.60$ 12.35%

Water 3,000.00$ 257.59$ 2,469.09$ 530.91$ 17.70%

Total UTILITIES 89,600.00$ 6,911.27$ 73,446.32$ 16,153.68$ 18.03%

OTHER

Training & Travel 9,850.00$ 81.20$ 3,595.16$ 6,254.84$ 63.50%

Advertising 100.00$ -$ 100.00$ -$ 0.00%

Bank Fee -$ -$ 57.83$ (57.83)$ 0.00%

Copier Expense 1,300.00$ 163.25$ 1,563.05$ (263.05)$ (20.23)%

Depreciation 77,652.00$ 6,471.00$ 64,710.00$ 12,942.00$ 16.67%

Dues/Subscriptions 11,500.00$ -$ 10,033.57$ 1,466.43$ 12.75%

Insurance 8,800.00$ -$ 7,941.13$ 858.87$ 9.76%

Postage 800.00$ 150.00$ 701.65$ 98.35$ 12.29%

Printed Material 2,300.00$ -$ 1,700.22$ 599.78$ 26.08%

Travel -$ -$ 209.09$ (209.09)$ 0.00%

Building Maintenance 42,230.00$ 2,551.19$ 45,591.81$ (3,361.81)$ (7.96)%

Elevator Maintenance -$ 654.82$ 4,901.04$ (4,901.04)$ 0.00%

100 - General - 16.7%

10 - Finance and Administration

10000 - Indirect Pool

02/01/2020 - 02/29/2020

Page 160

FEBRUARY 2020

February-20 Budget

Current Month

Actual Year-to-Date Budget Balance

% of Budget

Remaining

Training & Travel 8,400.00$ 646.16$ 7,107.76$ 1,292.24$ 15.38%

Mortgage Interest Expense 26,800.00$ 1,910.53$ 19,893.10$ 6,906.90$ 25.77%

Supplies 10,000.00$ 1,240.04$ 12,674.38$ (2,674.38)$ (26.74)%

Total OTHER 199,732.00$ 13,868.19$ 180,779.79$ 18,952.21$ 9.49%

Total INDIRECT 757,526.00$ 55,082.48$ 645,556.68$ 111,969.32$ 14.78%

YTD Budget 631,271.67$

REIMBURSEMENT

Allocation Indirect Expense 853,026.00$ 59,116.43$ 609,103.76$ 243,922.24$ 28.59%

Total REIMBURSEMENT 853,026.00$ 59,116.43$ 609,103.76$ 243,922.24$ 28.59%


CENTRAL IT

IT-Voice & Data Service 15,037.00$ (216.72)$ 16,295.25$ (1,258.25)$ (8.37)%

IT-Hardware 4,615.00$ 34.32$ 5,318.18$ (703.18)$ (15.24)%

Network Professional Services 55,473.00$ 4,468.22$ 45,831.54$ 9,641.46$ 17.38%

Software-Licensing-Maint 14,600.00$ -$ 11,340.32$ 3,259.68$ 22.33%

Total EXPENSES 89,725.00$ 4,285.82$ 78,785.29$ 10,939.71$ 12.19%


REIMBURSEMENT

Allocation CIT Expense 89,725.00$ 8,815.44$ 94,050.23$ (4,325.23)$ (4.82)%

Total REIMBURSEMENT 89,725.00$ 8,815.44$ 94,050.23$ (4,325.23)$ (4.82)%


Page 161

FEBRUARY 2020

2/1/2020

FY 2020

Approved Budget

YTD Allocations

Thru February 2020

YTD Expenditures

Thru February 2020 Budget Balance

% of

Budget Remaining Under/(Over)

Indirect* $ 853,026 $ 609,104 $ 645,557 $ 207,469 24.32% $ 36,453

CIT 89,725 94,050 78,785 10,940 12.19% (15,265)

Total $ 942,751 $ 703,154 $ 724,342 $ 218,409 23.17% $ 21,188

FYE 2020 YTD Indirect, Benefits, and CIT Budgets

*Includes Year-to-Date Depreciation Expense Estimate

$36,453

($15,265)

$-

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

$700,000

Indirect* CIT

Expenses vs. Allocations

YTD Allocations

Thru February 2020

YTD Expenditures

Thru February 2020

Page 162

Member Name FYE 2020

Member Dues

FYE 2020

Dues Paid Member Name

FYE 2020

Member Dues

FYE 2020

Dues Paid

$ 3,679.00 $ 3,679 1/6/2020 173.00$ 173$ 4/6/2020

100.00$ 100$ 4/6/2020 368.00$ 368$ 12/23/2019

3,216.00$ 3,216$ 12/23/2019 107.00$

212.00$ 212$ 12/19/2019 915.00$

315.00$ 100.00$ 100$ 12/17/2019

100.00$ 100$ 1/30/2020 100.00$

154.00$ 154$ 12/16/2019 100.00$ 100$ 4/6/2020

$ 8,260.00 $ 8,260 1/27/2020 100.00$ 100$ 4/6/2020

285.00$ 285$ 12/23/2019 605.00$

340.00$ 340$ 12/23/2019 811.00$ 811$ 2/4/2020

4,654.00$ 4,654$ 12/23/2019 122.00$

100.00$ 100$ 1/27/2020 181.00$

287.00$ 287$ 4/6/2020 100.00$

100.00$ 100$ 1/21/2020 451.00$

453.00$ 453$ 12/19/2019 282.00$ 282$ 12/16/2019

100.00$ 100$ 12/17/2019 100.00$ 100$ 12/16/2019

8,162.00$ 100.00$

204.00$ 204$ 3/16/2020 1,472.00$

165.00$ 165$ 12/16/2019 131.00$

209.00$ 209$ 4/6/2020 314.00$

718.00$ 311.00$

771.00$ 771$ 12/17/2019 TOTAL 6,943.00$ 2,034$

318.00$ 318$ 1/23/2020

544.00$ 544$ 1/15/2020 175.00$

$ 2,868.00 $ 2,868 12/19/2019 100.00$

100.00$ 100.00$

2,087.00$ 2,087$ 1/21/2020 TOTAL 375.00$ -$

100.00$ 100$ 4/6/2020

144.00$

346.00$ 346$ 4/6/2020

128.00$ 128$ 12/19/2019

100.00$

100.00$ 100$ 1/27/2020

128.00$ 128$ 4/6/2020 * Non Member

100.00$

407.00$ 407$ 4/6/2020

172.00$

TOTAL 40,226.00$ 30,415$ $32,449 / $47,169

Callisburg Bonham ISD

Membership Fee Schedule

FYE 2020

COOKE COUNTY Bells ISD

Gainesville Collinsville ISD

Lindsay Denison ISD

Muenster Dodd City ISD

Oak Ridge Ector ISD

Valley View Era ISD

GRAYSON COUNTY Fannindel ISD

Bells Gainesville ISD

Collinsville Grayson College

Denison Honey Grove ISD

Dorchester* Leonard ISD

Gunter Muenster ISD

Knollwood NCTC

Pottsboro Pottsboro ISD

Sadler Sam Rayburn ISD

Sherman Savoy ISD

Southmayd Sherman ISD

Tioga Tom Bean ISD

Tom Bean Van Alstyne ISD

Dodd City

Van Alstyne Whitesboro ISD

Whitesboro

Whitewright

Howe Bonham Chamber

FANNIN COUNTY Denison Chamber

Bailey* Sherman Chamber

Bonham

¹ Projections taken from "Total Populations of Counties and Places in Texas", Texas Demographic

Center, June 2018

² Based on enrollments of 10/2017, Texas Education Agency

http://tea4avholly.tea.state.tx.us/TEA.AskTED.Web/Forms/ViewDirectory.aspx

Honey Grove

Ladonia

Pecan Gap*

Ravenna

Trenton

Windom

Leonard

Savoy

Ector

Page 163

FEBRUARY 2020

Prior Year

(02/28/2019)

Prior Month

(02/29/2020)

Year-to-Date

Change ($) Change (%)

Current Month Not

Reconciled

(03/31/2020)

ASSETS

Current Assets

Cash in Bank General 325,603.00 166,232.00 (159,371.00) -48.95% 353,212.00

Cash in Bank TCEQ 31,942.00 100.00 (31,842.00) -99.69% 100.00

Cash in Bank Local 105,587.00 81,076.00 (24,511.00) -23.21% 81,076.00

Cash in Bank 911 320,946.00 287,228.00 (33,718.00) -10.51% 190,889.00

Cash in Bank FSS 101,055.00 108,192.00 7,137.00 7.06% 111,928.00

Cash in Bank Section 8 117,790.00 187,799.00 70,009.00 59.44% 207,416.00

Cash in Bank Chase LOC 355,985.00 331,891.00 (24,094.00) -6.77% 331,891.00

Texpool Investment Acct 1,009.00 1,030.00 21.00 2.08% 1,030.00

Accounts Receivable 894,291.00 790,188.00 (104,103.00) -11.64% 115,934.00

Travel Advance (655.00) (1,031.00) (376.00) 57.40% (1,031.00)

Prepaid Items 11,443.00 14,266.00 2,823.00 24.67% 14,266.00

Due From 1,330,555.00 2,331,845.00 1,001,290.00 75.25% 2,480,260.00

Other Assets 105,354.00 88,749.00 (16,605.00) -15.76% 88,749.00

Total Current Assets 3,700,905.00 4,387,565.00 686,660.00 18.55% 3,975,720.00

Fixed Assets

Building & Improvements 2,764,453.00 2,764,453.00 0.00 0.00% 2,764,453.00

Furniture, Vehicles &

Other Equipment

2,937,875.00 2,892,773.00 (45,102.00) -1.54% 2,892,773.00

Accumulated Depreciation (2,951,297.00) (3,209,772.00) (258,475.00) 8.76% (3,209,772.00)

Total Fixed Assets 2,751,031.00 2,447,454.00 (303,577.00) -11.04% 2,447,454.00

Total ASSETS 6,451,936.00 6,835,019.00 383,083.00 5.94% 6,423,174.00

LIABILITIES

Accounts Payable 505,520.00 487,403.00 (18,117.00) -3.58% 107,387.00

Payroll Liability (40,577.00) (6,129.00) 34,448.00 -84.90% (8,958.00)

FSS Escrow Liability 99,873.00 101,491.00 1,618.00 1.62% 105,227.00

Due To Due From Other

Funds

1,330,555.00 2,331,845.00 1,001,290.00 75.25% 2,480,260.00

Deferred Local Revenue -

AAA

17,431.00 31,464.00 14,033.00 80.51% 32,214.00

Accrued Compensated

Absences

118,771.00 118,146.00 (625.00) -0.53% 118,146.00

Long Term Debt Building

Payable

676,623.00 600,950.76 (75,672.24) -11.18% 600,951.00

Total LIABILITIES 2,708,196.00 3,665,170.76 956,974.76 35.34% 3,435,227.00

Fund Balance 3,743,740.00 3,169,848.24 (573,891.76) -15.33% 2,987,947.00

Total Liabilities & Fund Balance 6,451,936.00 6,835,019.00 383,083.00 5.94% 6,423,174.00

Texoma Council of Governments

Financial Information

Balance Sheets for the Fiscal Years Ended:

Notes

Closing out TDHCA programs not

projecting as much

Had to spend to zero, this is local money

holding the account open

Yearend Depreciation was entered at

4/30/19

HVAC Expense

Closing out TDHCA programs not

projecting as much

Close Out of Grants

Cost Pool Closeout

There was not a prepayment for TML due

to all of the changes

Close Out of Grants

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FEBRUARY 2020

2/1/2020

Prior Year Thru

February (2019)

Current Year Thru

02/29/2020 Change ($) Change (%)

Current Year Not

Reconciled

(03/31/2020)

OPERATION REVENUE

Grant Revenue 11,125,121.33 11,544,733.93 419,612.60 3.77% 10,939,746.85

Program Revenue 1,598,699.48 1,565,126.55 (33,572.93) -2.10% 1,562,987.24

Investment Income 181.91 188.11 6.20 3.41% 172.97

Total OPERATING REVENUE 12,724,002.72 13,110,048.59 386,045.87 3.03% 12,502,907.06

Total Revenue 12,724,002.72 13,110,048.59 386,045.87 3.03% 12,502,907.06

EXPENDITURES

Personnel Expenses 2,238,901.23 2,376,983.48 138,082.25 6.17% 2,377,111.47

Program Expenses 519,208.56 634,766.48 115,557.92 22.26% 622,587.18

Direct Services 8,507,083.90 8,767,899.07 260,815.17 3.07% 8,573,276.95

Professional Fees 122,057.69 100,172.33 (21,885.36) -17.93% 99,972.33

Interest Expense 27,538.11 24,259.83 (3,278.28) -11.90% 24,259.83

Occupancy 252,410.22 293,553.27 41,143.05 16.30% 292,743.22

Conferences, Conventions, &

Meetings

121,665.99 115,519.69 (6,146.30) -5.05% 108,780.46

Printing & Publications 2,799.68 40,924.94 38,125.26 1361.77% 41,239.34

Dues & Subscriptions 23,907.59 15,454.57 (8,453.02) -35.36% 15,454.57

Operations 104,046.14 109,111.38 5,065.24 4.87% 106,934.85

Equipment 35,273.66 171,611.13 136,337.47 386.51% 171,611.13

Total EXPENDITURES 11,954,892.77 12,650,256.17 695,363.40 5.82% 12,433,971.33

Net Revenue Over

Expenditures

769,109.95 459,792.42 (309,317.53) -40.22% 68,935.73

Depreciation 60,794.86 64,710.00 3,915.14 6.44% 71,181.00

708,315.09 395,082.42 (313,232.67) -46.66% (2,245.27)

Notes

Local is down

PSAP EQUIPMENT

Texoma Council of Governments

Financial Information

For the Fiscal and Month-to-Date Periods

$21,000 advertising for

childcare for 2-1-1 program

expense

Maintenance

Page 165


FROM: Mindi Jones, Finance Director MJ


RE: TCOG FYE 2020 Auditor Selection

RECOMMENDATION Authorize the audit engagement for fiscal year ending April 30, 2020.

BACKGROUND TCOG has a long-standing policy of changing audit firms every four years via a formal request for proposal solicitation process. In January 2017, TCOG solicited proposals for audit services and extended the possible engagement from four to five years. Proposals were received for FYE 2017 through 2021.

DISCUSSION TCOG selected McClanahan and Holmes for audit services for fiscal years 2017 through 2021. This firm has performed the last three annual financial audits per the Office of Management and Budget’s (OMB) Circular A-133, Local Government Code, and Non-Profit Organizations and the State of Texas Uniform Grant Management Standards (UGMS).

Costs associated with the FYE 2020 Annual Financial Audit, per original contract, will also include the FYE 2020 Housing and Urban Development (HUD) Real Estate Assessment Center (REAC) reporting procedures.

BUDGET The audit fees, not to exceed $24,200, will be included in the proposed FYE 2021 annual finance plan.

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AMERICAN INSTITUTE OF CERTIFIED PUBLIC ACCOUNTANTS

McClanahan and Holmes, LLP CERTIFIED PUBLIC ACCOUNTANTS

STEVEN W. MOHUNDRO, CPA GEORGE H. STRUVE, CPA ANDREW B. REICH, CPA RUSSELL P. WOOD, CPA DEBRA J. WILDER, CPA TEFFANY A. KAVANAUGH, CPA APRIL J. HATFIELD, CPA

228 SIXTH STREET S.E. PARIS, TEXAS 75460

903-784-4316 FAX 903-784-4310

---------- 304 WEST CHESTNUT

DENISON, TEXAS 75020 903-465-6070

FAX 903-465-6093 ----------

1400 WEST RUSSELL BONHAM, TEXAS 75418

903-583-5574 FAX 903-583-9453

April 16, 2020 Board of Directors Texoma Council of Governments Sherman, Texas We are pleased to confirm our understanding of the services we are to provide Texoma Council of Governments (TCOG) (a Texas voluntary association of local governmental units) for the year ended April 30, 2020. We will audit the financial statements of the governmental activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements of TCOG as of and for the year ended April 30, 2020. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management’s discussion and analysis (MD&A), to supplement TCOG’s basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to TCOG’s RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by U.S. generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited:

1) Management’s Discussion and Analysis.

We have also been engaged to report on supplementary information other than RSI that accompanies TCOG’s financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America, and we will provide an opinion on it in relation to the financial statements as a whole, in a report combined with our auditor’s report on the financial statements:

1) Schedule of Expenditures of Federal and State Awards 2) Schedule of Revenues and Expenditures by Object – Special Revenue Funds 3) Schedule of Indirect Costs 4) Comparison of Budgeted vs. Actual Indirect Costs 5) Schedule of Employee Benefits 6) Comparison of Budgeted vs. Actual Employee Benefits 7) Schedule of Central Service I.T. Costs 8) Comparison of Budgeted vs. Actual Central Service I.T. Costs 9) Real Estate Assessment Center Financial Assessment Subsystem Financial Data Schedules

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Board of Directors Texoma Council of Governments Sherman, Texas Page 2 April 16, 2020 The following other information accompanying the financial statements will not be subjected to the auditing procedures applied in our audit of the financial statements, and our auditors’ report will not provide an opinion or any assurance on that other information:

1) Introductory Section 2) Statistical Section

Audit Objectives The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. The objective also includes reporting on—

Internal control over financial reporting and compliance with provisions of laws, regulations, contracts, and award agreements, noncompliance with which could have a material effect on the financial statements in accordance with Government Auditing Standards.

Internal control over compliance related to major programs and an opinion (or disclaimer of opinion) on compliance with federal statutes, regulations, and the terms and conditions of federal awards that could have a direct and material effect on each major program in accordance with the Single Audit Act Amendments of 1996 and Title 2 U.S. Code of Federal Regulations (CFR) Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (Uniform Guidance).

The Government Auditing Standards report on internal control over financial reporting and on compliance and other matters will include a paragraph that states that (1) the purpose of the report is solely to describe the scope of testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the entity’s internal control or on compliance, and (2) the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity’s internal control and compliance. The Uniform Guidance report on internal control over compliance will include a paragraph that states that the purpose of the report on internal control over compliance is solely to describe the scope of testing of internal control over compliance and the results of that testing based on the requirements of the Uniform Guidance. Both reports will state that the report is not suitable for any other purpose. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America; the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States; the Single Audit Act Amendments of 1996; the State of Texas Uniform Grant Management Standards; and the provisions of the Uniform Guidance, and will include tests of accounting records, a determination of major programs in accordance with the Uniform Guidance, and other procedures we consider necessary to enable us to express such opinions. We will issue written reports upon completion of our Single Audit. Our reports will be addressed to management and the Board of Directors of TCOG. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions, we may decline to express opinions or issue reports, or we may withdraw from this engagement.

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Board of Directors Texoma Council of Governments Sherman, Texas Page 3 April 16, 2020 Audit Procedures—General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements or noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements or on major programs. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential, and of any material abuse that comes to our attention. We will include such matters in the reports required for a Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We will request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about your responsibilities for the financial statements; schedule of expenditures of federal and state awards; federal award programs; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. Audit Procedures—Internal Controls Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. As required by the Uniform Guidance, we will perform tests of controls over compliance to evaluate the effectiveness of the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with compliance requirements applicable to each major federal award program. However, our tests will be less in scope than would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to the Uniform Guidance.

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Board of Directors Texoma Council of Governments Sherman, Texas Page 4 April 16, 2020 An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. Accordingly, we will express no such opinion. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards, Government Auditing Standards, and the Uniform Guidance. Audit Procedures—Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of TCOG’s compliance with provisions of applicable laws, regulations, contracts, and agreements, including grant agreements. However, the objective of those procedures will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. The Uniform Guidance requires that we also plan and perform the audit to obtain reasonable assurance about whether the auditee has complied with federal statutes, regulations, and the terms and conditions of federal awards applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures described in the OMB Compliance Supplement for the types of compliance requirements that could have a direct and material effect on each of TCOG’s major programs. The purpose of these procedures will be to express an opinion on TCOG’s compliance with requirements applicable to each of its major programs in our report on compliance issued pursuant to the Uniform Guidance. Management Responsibilities Management is responsible for (1) designing, implementing, establishing, and maintaining effective internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to error or fraud, including internal controls over federal awards, and for evaluating and monitoring ongoing activities to help ensure that appropriate goals and objectives are met; (2) following laws and regulations; (3) ensuring that there is reasonable assurance that government programs are administered in compliance with compliance requirements; and (4) ensuring that management and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles; for the preparation and fair presentation of the financial statements, schedule of expenditures of federal and state awards, and all accompanying information in conformity with U.S. generally accepted accounting principles; and for compliance with applicable laws and regulations (including federal statutes) and the provisions of contracts and grant agreements (including award agreements). Your responsibilities also include identifying significant contractor relationships in which the contractor has responsibility for program compliance and for the accuracy and completeness of that information. Management is also responsible for making all financial records and related information available to us and for the accuracy and completeness of that information. You are also responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) access to personnel, accounts, books, records, supporting documentation, and other information as needed to perform an audit under the Uniform Guidance, (3) additional information that we may request for the purpose of the audit, and (4) unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements as a whole.

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Board of Directors Texoma Council of Governments Sherman, Texas Page 5 April 16, 2020 You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the entity involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting TCOG received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws, regulations, contracts, agreements, and grants. Management is also responsible for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts, and grant agreements, or abuse that we report. Additionally, as required by the Uniform Guidance, it is management’s responsibility to evaluate and monitor noncompliance with federal statutes, regulations, and the terms and conditions of federal awards; take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; promptly follow up and take corrective action on reported audit findings; and prepare a summary schedule of prior audit findings and a separate corrective action plan. The summary schedule of prior audit findings should be available for our review. You are responsible for identifying all federal and state awards received and understanding and complying with the compliance requirements and for the preparation of the schedule of expenditures of federal and state awards (including notes and noncash assistance received) in conformity with the Uniform Guidance. You agree to include our report on the schedule of expenditures of federal and state awards in any document that contains and indicates that we have reported on the schedule of expenditures of federal and state awards. You also agree to make the audited financial statements readily available to intended users of the schedule of expenditures of federal and state awards no later than the date the schedule of expenditures of federal and state awards is issued with our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the schedule of expenditures of federal and state awards in accordance with the Uniform Guidance; (2) you believe the schedule of expenditures of federal and state awards, including its form and content, is stated fairly in accordance with the Uniform Guidance, (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions of interpretations underlying the measurement or presentation of the schedule of expenditures of federal and state awards. You are also responsible for the preparation of the other supplementary information, which we have been engaged to report on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains, and indicates that we have reported on, the supplementary information. You also agree to make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. Your responsibilities include acknowledging to us in the written representation letter that (1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3) the methods of measurement or presentation have not changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement of presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying and providing report copies of previous financial audits, attestation engagements, performance audits, or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also responsible for providing management’s views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information.

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Board of Directors Texoma Council of Governments Sherman, Texas Page 6 April 16, 2020 You agree to assume all management responsibilities relating to the financial statements, schedule of expenditures of federal and state awards, and related notes, and any other nonaudit services we provide, if any. Further, you agree to oversee the nonaudit services, if any, by designating an individual, preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them. Engagement Administration, Fees, and Other We understand that your employees will prepare all cash, accounts receivable, or other confirmations we request and will locate any documents selected by us for testing. At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that summarizes our audit findings. It is management’s responsibility to electronically submit the reporting package (including financial statements, schedule of expenditures of federal and state awards, summary schedule of prior audit findings, auditor’s reports, and corrective action plan) along with the Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and certification. The Data Collection Form and the reporting package must be submitted within the earlier of 30 calendar days after receipt of the auditor’s reports or nine months after the end of the audit period. We will provide copies of our reports to TCOG; however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of McClanahan and Holmes, LLP and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to the cognizant or oversight agency for audit, or its designee, a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the supervision of McClanahan and Holmes, LLP personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release or for any additional period requested by the cognizant or oversight agency for audit, or pass-through entity. If we are aware that a federal awarding agency, pass-through entity, or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. We expect to begin our audit in July 2020 and to deliver a draft of our report to you by September, 2020. Teffany A. Kavanaugh is the engagement partner and is responsible for supervising the engagement and signing the reports or authorizing another individual to sign them. Based on our understanding of the audit work required, we estimate that the fee for time spent on the audit and for the agreed-upon procedures engagement related to the HUD REAC online submission will not exceed $29,500, which includes out-of-pocket expenses and is based on the assumption that management will prepare the financial statements. During the course of our fieldwork, if we determine that it is necessary to incur significant time on audit matters that could not be reasonably anticipated before the engagement, we would consult with you and agree on an additional fee prior to performing the additional procedures. We will submit our bill for the entire engagement after the report is delivered.

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Board of Directors Texoma Council of Governments Sherman, Texas Page 7 April 16, 2020 We appreciate the opportunity to be of service to Texoma Council of Governments and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us.

Sincerely,

McClanahan and Holmes, LLP

Certified Public Accountants RESPONSE: This letter correctly sets forth the understanding of Texoma Council of Governments. Signature: _____________________________________ Title: _________________________________________ Date: __________________________________________

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