FRONTIER CHARTER ACADEMY Board of Directors Meeting Minutes from November 16, 2020, at 6:00 p.m. The Regular Meeting of the Board was held at the FCA office at 10653 NE 71st St., Brooks, Oregon 97305 and via videoconference I.
PRELIMINARY A. Call To Order and Pledge of Allegiance The meeting was called to order by Jelani Memory at 6:03 P.M. B.
Roll Call Director Memory called for a response from those in attendance. Directors Memory, Winning, and Englehart answered affirmatively. Directors Burch and Gallagher were absent. Board Members: ● Jordan Burch, Board Chair - 3-year term ending June 30, 2021 ● Jelani Memory, Board Vice-Chair - 3-year term ending June 30, 2021 ● Michael Winning, Secretary/Treasurer - 2-year term ending June 30, 2023 ● Jack Gallagher, Board Member - 2-year term ending June 30, 2019, extended by bylaws to June 30, 2022 ● Travis Englehart, Board Member appointed November 18, 2019, term ending June 30, 2021
C.
II.
Approval of Previous Board Minutes Director Winning moved and Director Englehart seconded that the Frontier Charter Academy Board of Directors approve the Board Meeting Minutes of the regular session on August 17, 2020 as presented. The motion passed 3-0. (Directors Burch & Gallagher absent)
COMMUNICATIONS A. PUBLIC COMMENTS: No individual comment shall be for more than three (3) minutes and the total time for this purpose shall not exceed fifteen (15) minutes. Board members may respond to comments however no action can be taken. The Board may give direction to staff following comments. B.
PRESENTATIONS: None
C.
BOARD CHAIR DISCUSSION AND RECOGNITION None
D.
BOARD/STAFF DISCUSSION Reports: 1. Auditor’s Report Leann Hertel and David Bledsoe from Pauly Rogers presented a verbal report of the 19/20 audited financial statements. The firm issued an unmodified opinion of the cash basis basic financial statements. This means that FCA was given a “clean” opinion with no reservations, material weaknesses, or significant deficiencies. Ms. Hertel stated that there are upcoming changes to the accounting standards, but only one that would impact FCA and it is in regards to leases. Mr. Bledsoe reported that FCA had gone from six best practice recommendations last year to
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three for 19/20. These recommendations included additional governing body monitoring of the finances, an increase in the fidelity insurance coverage limit, and IT Control policies. Mr. Bledsoe did acknowledge that an increase in the insurance coverage may not be cost effective at this time. 2.
School Update a. Enrollment - Todd Schweitzer said that the enrollment as of today was 589 students. With the enrollment cap at 620 total, FCA staff look to fill any vacated slots. b. New Metrics - Katie Schweitzer spoke to the latest information from the State of Oregon and Oregon Department of Education regarding the contact restrictions in response to the spread of the COVID-19 virus. She stated that the current “pause” is not applicable to school processes, however each county is impacted by the latest metrics over a two week period and responds to those numbers to determine the instruction delivery type of in person or distance learning.
3.
Financial (written report) Melissa Wolfer had presented a written report in the agenda packet that included the cash balances by account, the budget vs actuals, the staff positions by year, historic ADM, and the ending fund balance from the past three years. There were no questions from Board Members. Ms. Wolfer also provided the latest information from the Oregon Department of Education (ODE) regarding the 2021-23 biennial budget. ODE staff are expecting a 3-5% reduction in available funds. However, Ms. Wolfer believes that the FCA financial outlook can support these reductions without an impact to current staffing levels.
III.
CONSENT AGENDA ITEMS All matters listed under the consent agenda are considered by the Board to be routine and will be approved/enacted by the Board in one motion in the form listed below. Unless specifically requested by a Board member for further discussion or removed from the agenda, there will be no discussion of these items prior to the Board voting on them. The Executive Director recommends approval of all consent agenda items. 1. New Employees: None 2. Resignations: None 3. Employment Changes: None
IV.
SCHEDULED FOR ACTION A. Personnel None B. Business IV-BDRPT-01_111620: 19-20 Audited Financial Statements Director Winning moved and Director Englehart seconded that the Frontier Charter Academy Board of Directors accept the 2019-20 audited financial statements as presented by representatives from Pauly Rogers. The motion passed 3-0. (Directors Burch & Gallagher absent) C. Instruction and Curriculum
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V.
ITEMS SCHEDULED FOR INFORMATION A. New student clubs Ms. Wolfer stated that teachers were selected as advisors for five new student clubs. The new clubs are: Cooking, National Honor Society, Bison Student News, French, and Social. Staff members that oversee these activities are compensated for their time through a monthly stipend. Beau Neal said that participation in the cooking club is so big they may need to add another section. He thought that the club time for French will be revised so that students can participate in more than one club. Other student requested clubs included music and sci fi. Additional information was relayed and the Board Members will receive a link to the latest edition of the Bison News. B.
Internal Controls Ms. Wolfer stated that a Process and Procedures Manual has been created outlining the academy’s internal controls of business, personnel, and payroll processes. This short handbook is included in the November packet for board member review. This document will be updated annually and presented to the board members and auditors regularly.
VI.
EXECUTIVE SESSION None scheduled
VII.
ADJOURNMENT Director Jelani moved and Director Winning seconded to adjourn the meeting at 6:26 p.m.
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