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1 INCA Community Services Board Report

INCA COMMUNITY SERVICES

BOARD REPORT

December 2012

Happy Holidays to

you from all of the

INCA staff.


Atoka County Food

Baskets and Little Angel

Tree Project

Career Opportunities

Christmas Party


HUMAN RESOURCE – Brenna Moore

Job Openings: JAMM flex drivers – all areas Assistant Teacher – Sulphur 3 y/o Teacher - Sulphur Pending Employees: Darrell Smith – C/O – Atoka Debra Lee – C/O – Atoka Sarah Carter – C/O – Atoka McBrayer, James – C/O – Atoka Trisha Vanderburg – C/O - Atoka Melissa Walker – HS – Atoka – Para New Hires: Brenda Beasley – C/O – Atoka – HTS – 1/1/13 Linda Mundell – C/O – Atoka – Homemaker – 12/17/12 Alyson Rung – C/O – Atoka - Substitute – 12/17/12 Ashley Weger – C/o – Atoka – HTS 12/18/12 Julie Gray – HS – Madill – 4 y/o Teacher – 12/10/12 LouAnn Pierce– HS - Kingston – 1on1 – 12/7/12 Tiffany McDonald – HS – Davis – Assist. Teacher – 12/3/12 Robert McMillon – JAMM – Sulphur – 12/3/12 Transfers: Connie Pierce – HS – Davis – From Assist. Teacher to Temp Teacher Jody Heller – HS - Johnston - From Substitute to Floater Juanita Williams – HS – Davis – From food Tech to Assist. Teacher – 2 hrs kitchen 6 hrs classroom Separations: Natalie Moss – HS – Davis – 11/30/12 Shelly Ryan – C/O – Atoka – 12/14/12 Claudia Moreno – HS – Marshall – 12/14/12 Jessica Southerland – HS – Marshall – 12/5/12 Tammy Lester – HS – Sulphur - 12/18/12 Yesenia Rosa – HS – Marshall Co. – 12/21/12

HOUSING – Dana Trent – Director INCA Rental Property Murray County:

1410 West Wynnewood, Sulphur – Working on a gravel driveway and minor repairs that will take place after the Holidays.

Atoka County:

403 West Court Street, Atoka – Occupied

401 West Court Street, Atoka – Occupied


Contract 1348 HOME 10 INCA for Johnston County HOME Owner Occupied Rehabilitation (HOME OOR)

Grant closed Monitoring took place on January 3, 2013. Minor findings were found and are corrected.

Contract 1342 HOME 10 City of Tishomingo HOME Owner Occupied Rehabilitation (HOME OOR)

Grant closed the end of October Will be monitored in January 14, 2013.

INCA for Murray County HOME Owner Occupied Rehabilitation (HOME OOR)

1) Seeking advice from OHFA as to how to proceed with these homes.

INCA Limited Liability Company (LLC) Multi-Family INCA Apartments

1) Inspection of Apartments 4, 5 and 6 was conducted on December 21, 2012. 2) Tenants in Apartment 2 and 8 were moved back to their original apartments after

Christmas. 3) Final Inspection was December 21, 2012 @ 8:00 am, on the interior and January 9,

2013 for the exterior. 4) Apartment 1 and Apartment 7 were rented on December 1, 2012 5) This leaves 2 –two bedroom apartments vacant and one (1) bedroom apartment

vacant. I have sent out eight applications so hopefully we will be fully occupied by February 1, 2013.

WEATHERIZATION – Jana Thompson, Coordinator Weatherization (LIHEAP)

Contract #: 14996 DHS 11 Completed contract September 31, 2012 Department of Energy (DOE) Plan on starting the following homes in November Atoka County - 0 Johnston County - 2 homes in progress Marshall County - 2 homes in progress Murray County - 1 home complete PSO Weatherization No funds ONG Weatherization

Contract #: 15036 ONG 12 Atoka County - 0 Johnston County - 1 home in progress Marshall County - 0 Murray County - 0


Stimulus Department of Energy (SDOE) Contract #: 13641 SDOE 09 (April 1, 2009 - October 2012) Completed contract September 14, 2012 Weatherization Homes on waiting list Atoka County - 93 Johnston County - 40 Marshall County - 26 Murray County - 18

Career Opportunities – Kristy Mobbs, Director Clothing Bank: There were 27 new household with 41 people served and 91 follow-up households with 219 served in the households with a total of $ 15,100.00 in donated items.

Clients: We have a total of 25 unduplicated clients in our program at this time with one of these individuals just volunteering.

The following list shows each service and how many clients are in each. Some numbers are duplicate numbers as most clients receive more than one service. And the total per county based on where services are being provided.

Service: Number of Clients: Comments: County:

Workshop Slots 3 filled with two open

slots

2 open slots still needing

to be filled in Atoka at

CB.

Atoka-11 including

the 1 volunteering

Homemaker 12 Bryan-8

Transportation 16 Coal-2

Job Coach 7 Pittsburg-3

Agency Companion 3 2-Atoka Co. & 1-Bryan

Co.

Pushmataha-1

Community-Based 1

HTS 16

Volunteer 1

Extras: I am still working on the application process to get the home approved in Marshall County to be an Agency Companion home with a child for our child-placing agency license. They are continuing to complete required DDSD training. All training must be completed before the home study/profile can be completed and submitted to DDSD for approval. I have gone as far as I can on my end until they have


completed all the required training. When they are done, I will go back out to finish up the paperwork to make my recommendations and submit the profile to DDSD for approval. We also have another lady who is interested in doing this who lives in Atoka County. We will be meeting and discussing this possibility with this family as well as beginning the lengthy process.

I am still working with DDSD on the guy in Pushmataha county and us providing services for him. He is currently a Big 5 client and receives HTS, Job Coach, Community-Based and Transportation services. I am now working on an individual in McCurtain County. He is also a Big 5 client and his family is very unhappy with Big 5 right now.

I have already begun taking applications for the Program Coordinator position. Shelly Ryan gave a one week notice and her last day was December 14th. I am working to fill her spot as well. I am not filling her Office Manager position since I will have a Program Coordinator. I am going to fill a Receptionist/Clerk position and am asking the board to approve the revised job description for that position also.

HRC update: The HRC will meet again on December 17th for the quarter; October, November and December, 2012.

JAMM Transit, Erica Pogue, Operations Manager

September Trip Statistics

Revenue Miles – 69,261

Passenger Trips – 10,943

Elderly Trips – 1,285

Disabled Trips – 1,324

Elderly/Disabled Trips – 283

October Events

November 13, 14, and 19 – Sexual Harassment Training – Atoka Office

o Erica Pogue held training for the Atoka County employees.

November 20, 2012 – Paul Roan Retirement – Kiamichi Technology Center

o Erica Pogue and LaQuita Thornley attended the retirement party for Mr.

Roan. He had many people there that supported his time in the office. We are

sad to see him go but hope one day he will come to work for INCA as a flex

driver.

November 21, 2012 – ODOT – Oklahoma City, OK

o Erica Pogue went to meet with Justin Neidel at ODOT about the service truck.

A check was presented to the dealer and the truck was taken to the bed

manufacturer. In about 8 weeks the bed of the truck will be put on along with

all the needed items and it will be ready to rock and roll!!!!

Upcoming Events

December is the month for holiday events. J.A.M.M. Transit willingly participates in

Toys for Tots, The Little Angel Tree, Santa’s Elves, Toy Runs, Christmas Parties and

Parades. We also help with Christmas Food Baskets, delivering, compiling, and


organizing. December is the one month within the year that our hearts are broken and

healed by the many residents within our communities. It is uplifting to know that we help

so many and all of the employees for INCA pull together and make a commitment to

strive to provide for each and every family that needs assistance. There are many tears of

joy, hugs, and happy words provided to us at this time of year. We truly appreciate our

clients for giving us so much gratitude.

December 14, 2012 – SODA Advisory Council Recognition Luncheon – Erica Pogue

December 25, 2012 – J.A.M.M. Transit and INCA Closed

January 1, 2013 – J.A.M.M. Transit and INCA Closed

Road to Work

Transportation under the Road to Work program is for public riders to have reliable

transportation to and from work daily. Johnston and Marshall Counties transport to the Dollar

General Warehouse in Ardmore and Atoka County transports to the McLeod Correctional

Facility in Farris, Atoka County. All of the drivers are non-paid volunteer drivers.

Johnston County – There were a total of 1,564 miles driven, 37 total services, 10

riders, and 56 hours billed.

Atoka County – There were a total of 1,098 miles driven, 258 total services, 12 riders,

and 36 hours billed.

Marshall County – There were a total of 1,040 miles driven, 198 total services, 11

riders, and 29 hours billed.

Total billing amount - $13,253.16

o Billing is a 50/50 split.

o Billing is calculated at $3.58 per mile.

New Freedom

Atoka County is the only county with a New Freedom Route. This route provides transportation

for the disabled to and from work on a daily basis. The program is collaborated with Career

Opportunities.

There were a total of 2,665 miles driven, 350 total services, 12 riders, and 131 hours

billed.

Total billing amount - $13,005.20

o Billing is a 50/50 spilt.

o Billing is calculated at $4.88 per mile.

SODA Non-Emergency Medical Transports

There were a total of 136 trips.

Total mileage for the riders 4,258 miles (loaded and empty).

The total amounts billed for the trips is as follows:

o Total billed at $ 0.75 per mile

$1,578.00

o Total billed at $ 3.00 per day


$ 96.00

o Total billed

$1,674.00

o The billing amount changed to accommodate the following rules:

If a rider can ride with another contract they are billed at the Intercity

Rates:

0 – 30 miles = $3.00

31 – 50 miles = $5.00

Anything over 51 miles = $10.00

Wound Care

Wound Care schedules are sent from Louisiana, which is the central location for all of these

transports throughout the United States. Wound Care is scheduled twice a week on Tuesdays and

Wednesdays. There are two Wound Care sites one is in Sulphur and the other is in Atoka. The

riders are not all residents of the four counties.

There were a total of 14 scheduled trips.

Total mileage for the riders 413 miles (loaded and empty).

Total amount billed for the riders $413.00. Each mile is billed at $1.00 per mile for the

total miles.

Sooner Ride Totals Non-Emergency Medical Transports

Johnston County – 213 trips

Atoka County – 268 trips

Marshall County – 248 trips

Murray County – 93 trips

Total – 822 Trips RSVP – Mary Jo Massey, Director Key Numbers

Number of current volunteers 213 A count of volunteers who started before, and were not terminated by, the end of the period, 07/19/2012

Net gain of volunteers during the period

9 A count of volunteers we gained during the period. A negative number indicates a net loss of volunteers

Number of volunteers who served hours during the period

81 This includes all volunteers who served hours during the period whether they are currently active or terminated.

Number of hours served during the period.

2290 The total of all hours served during the period of time.

Breakdown of the hours served during the period.

Total number of hours served 2290 All hours served during the period.

Average number of hours served per volunteer

28 The total hours served divided by the number of volunteers who served hours.

Greatest number of hours served by a single volunteer

120 The most hours served by any one volunteer

Smallest number of hours served 1 The least hours served by any one volunteer.


by a single volunteer

Each job can have a “value wage” which is the amount the job would have to pay someone for this work. By multiplying it by the number of hours served at each job, we arrive at a total value wage for all hours served.

Value wage for hours served $9480.00 The value wage of each job multiplied by the hours served at each job. This will only be meaningful if you’ve entered a value wage for every job

RxOklahoma – Debbie Perkins coordinator New clients served: 5 4 from Atoka 1 from Coal Reoccurring clients served in November (re-orders, reconciled, and pending): 36 Total clients served in October : 41 Total Number of Prescriptions in November : 68 Prescriptions ordered: 68 ****** for a savings of $18,156 Prescriptions received: 64 ***** for a savings of $17,088 Prescriptions pending: 48 ***** for a savings of $12,816 Total savings to our clients in November: Approximately $48,060 Clients served in by county: ATOKA 33

JOHNSON 02

MARSHALL 04

MURRAY 01 COAL 01 RX Region #4 Total 41 Clients

In November, RX for Oklahoma provided service to all four counties, in Region 4, which includes Atoka, Marshall, Johnston and Murray. In addition to Atoka’s 4 counties, RX for Oklahoma also assisted one new client from Coal County.

This client chose Atoka Rx for Oklahoma prescription assistance program because his doctor is practicing in Atoka. It is the choice of the client which


Community Action agency they wish to receive RX benefits from and I am more than happy to assist with the medication(s) needed. Total clients served with RX for Oklahoma benefits in November was 41. 5 clients are new to the RX for Oklahoma prescription assistance program. November 1, 2012, RX for Oklahoma program gave out 15 RX,15 SHIP,& 15 SMP brochures, 15 RX pill boxes, 15 RX ink pens, 15 RX note pads and 15 RX chapsticks to the Atoka County Retired Educators during the luncheon held in Atoka County. November 6th & 7th, 2012 Terra Cryer and I visited nutrition sites in Millcreek and Tishomingo. We gave out 17 goody bags at Millcreek and 14 goody bags at Tishomingo. On November 16th, Lynetta and I visited the Madill nutrition site and gave out 22 goody bags and 5 goody bags were given out at the Lions Club meeting in Atoka Oklahoma on November the 28th. Each goody bag contained information brochures covering fraud prevention, RX program information, and new 2012 Medicare booklets along with pill boxes, ink pens, note pads, chap stick, eye glass wipes, band-aid kits and playing cards . All items except the eyeglass cleaners were embossed with RX, SMP or SHIP logos and stuffed into the free goody bags. I volunteered Saturday, November 24th 2012 at the Hope free Medical Clinic in Atoka. I researched side effects and interactions of medications for 2 clients and assisted many with free $4 coupons provided by the Harmony Baptist church.

Senior Health Insurance Counseling Program / Senior Medicare Patrol On November 1, 6, 7, and 24th we visited nutrition sites (see above report) and gave away bags. We enjoyed meeting the public and informing them that the Medicare open enrollment deadline is quicly approaching and will end December 7, 2012. The bags contained information brochures covering Medicare changes, fraud, medicare enrollment booklets, wheel chair fraud, 12 tips on protecting seniors from Identity fraud. Also, included Rx for Oklahoma note pads, ink pens, chap stick and pill boxes, SMP playing cards , SHIP bandaid kits, clean wipes, and SHIP ink pens, eye glass cleaning cloths and RX for Oklahoma brochures.


ACTIVE – Joshua Henderickson

Workplan Clarification

We have been working with our funder TSET and our Turning Point Consultant to

finalize our 2012-2013 workplans and budget.

Policy Review

We have been asked to go back and review additional policies for Tushka

Public Schools. Initially, we did not include them in our assessments because we

thought it in poor taste to burden them during their rebuilding process. But our

funders have requested we get the data if at all possible.

Certified Healthy Programs

Congratulations to INCA Community Services for getting a Merit Certification as

a Certified Healthy Business!

Other awardees include:

Coalgate Schools, Harmony Schools, Atoka County Health Department, Atoka,

County Medical Center, City of Atoka, Coalgate County Health Department,

Luigis Italian Restaurant, and the Atoka County Health Department.

Head Start – Kathy Castleberry – Health Manager Health Screenings are completed on students that have been here 45 days with referrals being made to the LEA’s at this time. New students are being screened at this time. We currently have 34 students on IEP’s at this time with others in progress. Mental Health Observations are completed and referrals have been made for the children that were determined to need those services. We have written 4 Behavior Plans successfully this year and are in process of working on 2 others.

Head Start – Teresa Workman – Family Advocate – Atoka Co. Have been very busy auditing children’s files. Making sure we have everything scanned and put into Child Plus. Attended all my center’s (Atoka, Caney, Wapanucka) parent meeting’s this month. Attended all my committee meetings (A.C.T.I.V.E., Tobacco subcommittee, Atoka/Coal Partnership for Change Coalition) .Made sure call Head Start children received Angle Tree Applications. Enrolled a few new children. All my centers are full at this time.

HEAD START – Melissa Manning – IT and Operations Manager We will be moving on to the next phase of the ERATE Wide Area Network project. During the Christmas Break, Intelligent IT Solutions will be deploying the next phase, which is getting all computers set up to log in through our main servers.


It is time to begin the ERATE application process for the 2013-2014 school year. I will be evaluating bids and asking for your approval to enter into contracts with vendors in January.

Head Start – Sue Ishmael – Facilities and Transportation Manager In Facilities I have been busy doing follow-ups from The Safe Environments Checklist in all 4 counties. These have been done in each classroom by the teachers, Parents and a Consultant and Myself. I’m trying to make sure no safety issues goes over looked. In Transportation the 2nd School bus evacuations are due and we have been busy conducting those and making sure all the little children know what to do in case of an emergency. I would like to wish everyone a Merry Christmas and a Happy New Year! The following pictures were taken at the Atoka Parent Meeting this month. LaQuita Thornley welcomed the Parents and wished them a Very Merry Christmas. Amber Gammon from the Atoka County Health Department did a program on Smoke Free Homes. The Teacher’s had a Parent Appreciation night with lots of holiday festive snacks. The Parents stayed after the meeting and wrapped Christmas gifts for the children.


Head Start – Chuck Colter – Family Advocate/Area Supervisor

Kingston 2 -- Ms. Janice and Ms. Farrah are always looking for ways to help the families of the children in our class. In the past month, we have helped a mother recovering from a c-section to get her child back and forth to school. We have also talked in depth with a mother that is in the process of moving to get a list of preschools in the new town so the child doesn't miss out on the remainder of the school year. Ms. Janice also received her director’s license! Janice Jurden and Farrah Walker – Classroom staff

Kingston 1—Our class has been absolutely buzzing about recycling these past few weeks. Our kids are really into it. One three year old girl saw some trash on the ground the other day, asked if she could pick it up and simply said "That’s rude". We all got a kick out of that. Our room reflects recycling with the tubs for recycle and the papers posted around the room. We will be making completely edible (although very untasty) Christmas ornaments in our classroom today for the kids to give to their parents (I hope everyone likes the smell of cinnamon). Our children made a handprint Christmas tree for our cafeteria because the kids noticed there wasn't one in there. Our “food lady” Beverly was happy when they delivered it to her before lunch one day. We have had a couple of parents undergo some life changes in our classroom and with the help of the staff and the other parents, these children have not had to miss one day of school. I have heard from more than one parent say that if their child cannot come to school because of one reason or another that they are very upset and almost unbearable at times. This is what makes it all worth it. We are currently without a master teacher, but the Assistant Teacher, Angie, has completed her CDA packet and is looking forward to finishing this step in her professional development. On a personal note, I would not have a successful classroom without Angie in it. She is an invaluable asset to me. What I don't get finished she does. She starts something and lets me finish. She has truly taught me a mountain of things this year and we would not be successful without her. Our classroom has been given a phone number for parents in need of housing to call. We have shared this information with one parent currently who wants to stay in Kingston and says there is no way she is moving her child out of our center. - Stormi Roberts and Angie Snow, classroom staff

Madill 4 – Our classroom has been nothing but busy! We have been working diligently on our lesson plans and paperwork. Our kids have been very cooperative with all of the changes, for our class is the ultimate underdog. Some of our students came into this facility and had to adjust to the absence of a teacher, while others are fairly recent enrollees. We have several students who commute every day to be able to take part in the Head Start program. I have been thinking up new and exciting ways of learning and so far it has begun to stick. I have already seen improvements in my class in just as little as two months. I want this year to be fun and exciting but an educational experience as well. Ms. Victoria has been a great help. She is always on time and works hard to prepare materials for our classroom. I just finished another semester of college so now I am one step closer to receiving my bachelor’s degree. Our children have been very creative these past few months. We just finished making Christmas cards for the Armed Forces, and local nursing home. Parents have come in pleased with what their child is accomplishing this year. I find myself helping the families even out of center hours. The parents and staff of Madill 3 and 4 have welcomed me and stand behind me on all of the choices INCA and I make for their education. We hope to continue forward with the great attitudes and finish this year out with a BANG! Heather McNeill and Victoria Espinoza – classroom staff

Oakland 1 - Hello we have a great support system going for our class and community. We have past head start parents just waiting to help out. Donations were received from Peanut factory ladies, most of whom are former Head Start parents. The relationship we have with our parents goes beyond


classroom. I have parents so excited to give their kids a great education; they work with them at home and even ask us to find certain things on Internet so that they can help them learn their songs or be involved in the subjects they are learning about in class. Our teacher, Letty Ortiz received her CDA!!! Our Aide, Rebecca Guzman has already completed 5 care courses. We are dedicated to our kids and do everything we can to make sure we learn and have fun. Our classroom environment is very pleasurable to be around and believe the parents feel the same way. Our LapD testing showed much improvement in all of our kids which just goes to prove we are doing something right! We love each of these kids and treat everyone of them with respect and encourage each one to do right. Thank you from Oakland 1. Leticia Ortiz and Rebecca Guzman – classroom staff

Head Start – Sandy Bonham– Family Advocate/Area Supervisor Murray County is doing well. The Davis wolves lost the State 2A title last week in Stillwater by 2 points against Oklahoma Christian. What a sad time for the Davis senior’s football is over and basketball is beginning. The Head Starts in this area are gearing up to end out the year with Christmas Holiday. All staff is working on their class assessment and Home visits and of course the man in the red suit will be making his way to the classrooms starting next week. I have been working hard on getting my child folders all in place and ready for the big visit. I enrolled 3 children in Sulphur last week to help with the funded number. I placed an ad in the Davis news looking for Kid’s to help with the numbers in Davis, but I only received 1 enrollment at this time. Maybe over the Holidays I will receive more applications that are income eligible. Merry Christmas and God bless each and every one of you.

Emergency Solutions Grant (Homeless Program) Atoka County – 7 households served

Electric Prevention Cut-Off – 1 Water Prevention Cut-Off -1 Rent Prevention Eviction – 1 Hotel/Motel Voucher – 3 Rental Security Deposit – 2 First Month S Deposit – 3 Water Utility Deposit – 2 Utility Assistance -1 Food Bank – 2 Victory Life’s Band of Brother – 2

Johnston County – No services given at this time Marshall County – 15 households served

Electric Prevention Cut-Off – 6 Water Prevent Cut-Off – 2 Rent Prevent Eviction – 3 Hotel/Motel Voucher – 2 Rental Security Deposit – 3 First Month’s Rent – 3 Electric Utility Deposit – 4 Water Utility Deposit – 5 Gas Utility Deposit – 2

Murray County – No services given at this time

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