Oregon Charter Academy (ORCA) Approved February 26, 2025
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, January 22, 2025 at 12:15 p.m. PT
Held at the following location: Via Zoom
Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
Mr Brown called the meeting to order at 12:17 p m when quorum was reached and all who were present could hear each other
II. Roll Call
Board Members present: Joseph Brown, Misty Galofteanu, Jennifer Brady, and Kim Thatcher [joined at 12:36 p.m.]
Board Members absent: Marsha Moyer
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Shaffer, Steve Nielsen, John Meyer, Laura Dillon, Rachel Reid, and Liberty Lacy.
III Public Comment
None
IV Routine Business
A Approval of the Agenda
Mr Brown asked if any changes needed to be made to the agenda
There being no changes to the proposed agenda, a motion was made and seconded as follows
Ms Galofteanu moved to approve the agenda
Ms Brady seconded the motion
RESOLVED, that the agenda for the January 22, 2025 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V Audit Committee
A Review and Acceptance of the 2023-24 fiscal year audited financial report
Mr Nielsen shared the audited financial report for the 2023-24 fiscal year The school received an unmodified, clean audit report There were two remarks for best practices, both of which the school has addressed The first encouraged financial statement review and interaction by the board. The second related to fidelity crime insurance; the school is working with their insurance agent to ensure that employee dishonesty is covered by the policy.
Mr. Nielsen brought attention to the Management Discussion and Analysis and noted that this gives a good 1000-foot view of the school’s finances. He also highlighted the difference between the statement of net position and the ending fund balance. The ending fund balance does not include the building asset worth or the pension liability, while the net position does. The net position statement was positive at the end of the 2023-24 fiscal year.
Mr. Nielsen stated that the audit has been submitted to the state along with the filing fee, per state requirements.
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the 2023-24 financial audit report
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2023-24 School Year Financial Audit Report as presented
The motion passed unanimously
VI Consent Agenda
A motion was made and seconded as follows
Ms Galofteanu moved to approve the consent items
Ms Brady seconded the motion
RESOLVED, to APPROVE the Consent items,
A Approval of Minutes from the November 20, 2024 Board Meeting
B. Approval of January Staffing report
C Approval of Expenditure Summary Report – November
D Approval of Expenditure Summary Report – December
E. Approval of Legal Invoice(s) – December and January
F. Approval of Bank Reconciliation – November
G Approval of Bank Reconciliation – December
The motion passed unanimously
VII Action Items
A. Review and consideration of the 2025-26 school calendar
Dr. Galvin presented the proposed calendar for the 2025-26 school year. The calendar is modelled on the 2024-25 calendar with the appropriate number of student days and similar start and end dates.
Mr. Brown asked for the current required number of student days.
Dr. Galvin noted that there are 180 student days required. The state looks at hours for students overall, but virtual public charter schools must also track days.
Mr. Brown asked the Board if there were any further questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms Galofteanu moved to approve the 2025-26 school calendar Ms Brady seconded the motion
RESOLVED, to APPROVE the 2025-26 school calendar as presented
The motion passed unanimously
B Review and consideration of the 2025-26 staff and student handbooks
Dr Galvin presented the proposed staff and student handbooks for the 2025-26 school year The handbooks are fairly similar to the 2024-25 versions with a few changes to reflect updated practices For example, the middle school has moved to a quarter system In the student handbook, the AI policy has undergone significant updates to continue adapting as technology changes The staff handbook includes updates to keep up with changes to paid leave laws
Ms Galofteanu asked for elaboration regarding the AI policy
Mr Shaffer noted that the high school team worked together to review what teachers are seeing in ORCA’s environment around AI use in the classroom. The
policy balances the fact that AI is a tool to which students will have ready access against the reality that the tool should not become a crutch
Dr Galvin shared that there can be either a “gotcha” approach to AI, or an approach that works with students to discuss assignments flagged for AI and teaches them how to write more like a human
Mr Brown asked if staff or student policies will need to be adjusted in response to updated board policies
Dr Galvin noted that the recommended updated board policies are fairly separate from the staff and student handbooks After a board policy is approved, the practice is to then adjust handbooks according to the approved policy
[Kim Thatcher joined at 12:36 p.m.]
Mr. Brown asked the Board if there were any further questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Galofteanu moved to approve the 2025-26 staff and student handbooks. Ms. Brady seconded the motion.
RESOLVED, to APPROVE the 2025-26 staff and student handbooks as presented.
The motion passed unanimously.
C. Review and consideration of the 2025-26 salary schedules
Dr Galvin presented proposed salary schedules for 2025-26, including a 6% increase to the schedules across the board She noted that the 6% adjustment is an attempt to remain competitive with changes across the state She also proposed an increase to extra duty stipends by $500 per stipend in light of the fact that these stipends have not grown since the school became Oregon Charter Academy She assured Board members that budget and enrollment levels are such that they can absorb these updates
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the 2025-26 salary schedules
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2025-26 salary schedules as presented
The motion passed unanimously
D Review and consideration of the plan to staff according to an enrollment of 2,650 for the 2025-26 school year
Dr Galvin shared that this year the school was staffed for an enrollment of 2350 Given increases in enrollment, she recommends that the school increase the planned staffing level again for 2025-26 to 2650 The school has been conservative in their enrollment staffing plan, but the school can be more aggressive as outreach and enrollment efforts have shown promise This approval would allow the executive team to build the budget based off of this baseline funding model, noting that average daily attendance and adjustments for special populations will also impact the budget
Ms Thatcher asked for clarification about enrollment versus funding
Dr. Galvin noted that state school fund payments are based on average daily attendance instead of enrollment and are conducted quarterly. Using enrollment is an attempt to estimate staffing-level needs and funding availability.
Mr. Brown asked the Board if there were any further questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Galofteanu moved to approve the 2025-26 staffing plan.
Ms. Brady seconded the motion.
RESOLVED, to APPROVE the 2025-26 staffing plan as presented.
The motion passed unanimously.
E Budget committee
Dr Galvin noted that the business team will build the budget, but there is a need for two members of the board to serve on the committee The time commitment is one hour-long meeting in Zoom as well as time for questions ahead of the April Board meeting
Ms Galofteanu noted that she is happy to volunteer for the committee
Mr Brown also volunteered
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the budget committee membership
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2025-26 Budget Committee members as Board Chair Joseph Brown, Board Treasurer Misty Galofteanu, Executive Director Allison Galvin, Finance Director Steve Nielsen, Business Manager Rachel Reid, and Human Resources Director Todd Shaffer
The motion passed unanimously
F Review and consideration of RFPs for Payroll and Human Resources Services, and Talent Management
Dr Galvin shared that the school is coming to the end of the contract with ADP, the company that provides payroll support and the hiring and performance evaluation platform The services currently covered by ADP have been split into two separate RFPs One for the payroll support and employee information system and a second RFP for the hiring and evaluations platform As it is not a system designed for educator evaluation, the talent management for teacher evaluations has been complicated in ADP Two RFPs were drafted in the event that there are separate companies that might serve these different needs, however preference is given to companies that can serve both.
Mr. Brown asked the Board if there were any questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Galofteanu moved to approve the RFPs as presented.
Ms. Brady seconded the motion.
RESOLVED to APPROVE the RFPs for Payroll and Human Resources Services and for Talent Management as presented.
The motion passed unanimously.
G Review and consideration of Board RFP committee to review and score proposals associated with the Payroll/HR and Talent Management RFPs
Dr. Galvin noted that there is a need for a couple of board members to serve alongside school leadership on the RFP committee for review and scoring of the proposals
Ms Brady volunteered for the RFP committee
Ms Galofteanu also volunteered
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the RFP committee membership
Ms Brady second the motion
RESOLVED to APPROVE the formation of a Board RFP committee as presented with the following membership: Board Members Jennifer Brady and Misty
Galofteanu, and School Staff Members Allison Galvin, Steve Nielsen, Rachel Reid, Todd Shaffer, and Susan Pollnow
The motion passed unanimously
H. Review and consideration of the construction budget for the work in Suite 101 of the Wilsonville Facility
Dr Galvin shared an update on the Suite 101 project and requested additional funding The design phase is complete and permits are approved However, with needed fire and safety upgrades and adjustments for prevailing wage, the cost of the project has grown The preferred proposal from Pacific Sun includes the safety upgrades as well as ability to install windows in offices, making the space a more pleasant work environment The school is also requesting approval of funding to add furniture and technology to the space Dr Galvin also noted that the fund balance is such that the school can absorb the cost of the project as requested
Ms Galfoteanu asked for a refresher on the existing approval for the project and new costs
Dr Galvin noted that the existing approval was for only $200,000 It is expected but not guaranteed that the new total project budget of $300,000 will cover adding sprinkler systems and meeting current building code, plus the additional $50,000 for furniture and technology If there are additional costs at a later time, the school will come back to the board for additional funding approval
Mr. Brown asked the Board if there were any further questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Galofteanu moved to approve the updated budget for the work in Suite 101. Ms. Brady seconded the motion.
RESOLVED, to APPROVE a total budget of up to $300,000 for the work to be completed in Suite 101, including up to $250,000 designated for the construction with Pacific Sun, and any remaining balance for school administration to add technology and furniture to the space.
The motion passed unanimously.
I. Review and consideration of board candidate, Laura Dillon, to fill the board vacancy, effective April 1, 2025, for the remainder of the term, set to expire at the annual meeting in June 2025
Dr Galvin stated that the school has received one application for the board opening: an application from Laura Dillon While she is currently a staff member, she will be resigning her position effective April 1. She is applying to fill Marsha
Moyer’s vacancy for the remainder of her term Extension of the term will be up for consideration at the annual meeting in June 2025.
Ms Galofteanu shared that she is thrilled that Ms Dillon has applied
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve Laura Dillon to fill the board vacancy Ms Brady seconded the motion
RESOLVED, to APPROVE Laura Dillon to fill the board vacancy, effective April 1, 2025, for the remainder of the term, set to expire at the annual meeting in June 2025.
The motion passed unanimously.
VIII Oral Report
A Financial Report
1 November and December Financials
Mr Nielsen shared a report on school finances through December 31, 2024, including activity from November and December The income statement shows revenue running at 58% of budget, reflecting the double payment received in July Expenses are at 43% of budget, reflecting the fact that teacher contracts do not start until August. Recently, the board approved participation in the Local Government Investment Pool (LGIP). Since the transfer of funds to LGIP, they have gained $53,000 in interest on the initial $10 million investment. Other school investments will be credited in May for approximately $300,000 in interest for the year. Statements from the LGIP will now be included in the board packet.
B. School Leader’s Report
Dr. Galvin shared that school enrollment is above 2700 when including those on deck to start Semester 2. Staff are moving to get students across the finish line and start Semester 2 well. Enrollment and ITR for 2025 opens February 3rd. She also recapped the annual Holiday Gift Drive. Through this year’s program staff were able to sponsor gifts for all families who were identified with a need
Dr Galvin went on to provide a legislative update The 2025 legislative session is under way with 3 bills on the table regarding virtual charter school access to SIA funds The school sees the most promise in one that focuses specifically on non-EMO virtual schools gaining access to those
funds EMO virtual schools have also put forward a bill to remove the 3% cap, however this cap has had little impact on ORCA for the last couple years It is not a priority for the school at this time
Dr Galvin also brought news of some data breaches impacting staff and students PowerSchool, ORCA’s student information system provider, and Carruth Compliance Consulting, ORCA’s third party administrator for retirement accounts, both experienced major data breaches in the last couple of weeks While ORCA’s data was compromised via breaches at these outside vendors, the school’s immediate cyber security system remains strong Communication went out to those impacted in a timely manner and both organizations are providing credit monitoring and identity protection services
Dr. Galvin concluded her report with information about an upcoming documentary that will feature the school. All Access with Andy Garcia, hosted by Hollywood actor Andy Garcia, is preparing a mini-documentary on virtual learning in America. After interviewing 10-15 virtual educators, they have selected Oregon Charter Academy to be the representative of virtual learning nation-wide.
Ms. Galofteanu asked about parents’ response to the PowerSchool data breach.
Ms. Galvin noted that messaging went out to everyone who has an email in the system. Parent response has predominantly taken into consideration that the breach is bigger than ORCA and has nothing to do with ORCA’s security systems. IX Information Items
A First reading of the annual updates to board policies as presented by the Oregon School Boards Association (OSBA)
1 AC – Nondiscrimination and Civil Rights, Required
2 AC-AR(1) – Discrimination or Civil Rights Complaint Procedure, Required
3 AC-AR(2) – Sex-Based Discrimination Under Title IX, Highly Recommended, New
4 GBN/JBA – Sexual Harassment, Required
5 GBN/JBA-AR(1) – Sexual Harassment Complaint Procedures, Delete
6 GBN/JBA-AR(2) – Federal Law (Title IX) Sexual Harassment Procedure, Delete
7 GCBDA/GDBDA – Family and Medical Leave * (Version 1), Delete previous policy in lieu of adopting new policy
8 GCBDA/GDBDA-AR(1) – Family and Medical Leave * (Version 1), Delete previous policy in lieu of adopting new policy
9 GCBDC/GDBDC – Domestic Violence, Harassment, Sexual Assault, Bias, or Stalking Leave (Safe Leave) * , Highly Recommended
10
GCBDC/GDBDC-AR – Request for Domestic Violence, Harassment, Sexual Assault, Bias,or Stalking Leave, Highly Recommended
11 GCBDD/GDBDD – Sick Time * , Highly Recommended
12 IKF - Graduation Requirements**, Conditionally Required
13 IKFB - Graduation Exercises, Optional
14 IL – Assessment Program**, Required
15 JBA/GBN – Sexual Harassment, Required
16 JBA/GBN-AR(1) – Sexual Harassment Complaint Procedures, Delete
17 JBA/GBN-AR(2) – Federal Law (Title IX) Sexual Harassment Procedure, Delete
18 JFE – Pregnant and/or Parenting Students**, Highly Recommended, New
19 JHCD - Medications**/*, Required, New
20 JHCD-AR - Medications**/*, Required, New
21 JHCD/JHCDA - Medications**/*, Delete
22.JHCD/JHCDA-AR - Medications**/*, Delete
23.GBNAA/JHFF - Suspected Sexual Conduct with Students and Reporting Requirements * , (Versions 2) Required
24.JHFF/GBNAA - Suspected Sexual Conduct with Students and Reporting Requirements * , (Versions 2) Required
Dr. Galvin shared proposed updates to board policies from OSBA, reflecting changes to laws, grammar, or simplification of language. The school works with OSBA on board policy creation. OSBA have expertise in this area, follow the law closely, and draft policies in conjunction with their legal counsel. Today, the board will begin their first reading of the policies, and the policies will be included for second reading and approval in the Consent Agenda next month. As the school has reviewed the suggested policies, some changes to staff practice have been made, such as training a couple of staff under the Santiam Canyon SD nurse to be able to administer medication
Ms Thatcher asked about how many of these policies are already in practice
Dr Galvin noted that many of these updates are not entirely new policies so much as adjustments to existing policies to comply with minor adjustments in federal or state law
[Todd Shaffer left the meeting at 1:29 p m ]
B Outreach Update
Ms Dillon shared an update on outreach efforts throughout the past two months On social media, there have been 92 posts and over 1400 engagements plus a 45% increase in click rate Top posts have included Hangouts in Wilsonville, Teacher Features, and an appearance by JR Pollnow and Mlieah N on Everyday Northwest Meanwhile, the Virtual Information Session presentation has been updated ahead of enrollment opening in February Ms DIllon hopes to attend
Salem Saturday market in March with the new outreach support staff who are in the process of being hired Finally, the most recent school blog featured a highlight of community action among the student body
C Facilities Update
Mr Meyer shared an update on facility maintenance and management In Mill City, contractors have finished the SPED office repair for the water intrusion problem It has been an intermittent issue hard to diagnose, but since repair they have not seen any issues In addition, miscellaneous lighting issues have been addressed, and Ring cameras are being installed by an electrician Mr Meyer noted that he attempts to group electrical repair projects for the most efficient use of time
In Wilsonville, the HVAC unit in Suite 104 has been repaired. The HVAC unit failing at extreme temperatures has been a recurring issue requiring many visits by the former HVAC repair contractor. A new contractor was able to diagnose and repair the issue on their first visit. In addition, annual tennant walk-throughs have been scheduled for the Wilsonville building. These walkthroughs allow Mr. Meyer to assess issues and ensure that tenant spaces are appropriately maintained.
D. Board Updates
Mr. Brown asked about additional training now required for Board members.
Dr. Galvin shared that there is a new law that, at-least once per term, all Board members must undergo training on how to navigate meetings and the board process In February, OSBA is offering a free virtual training that meets these requirements Dr Galvin will send the link to all board members in the event that they can attend She will forward future training links as they become available
Mr Brown noted that this is a legal requirement and there is a penalty if board members do not attend one of the available training sessions
Dr Galvin asked if there were any information items requested for the February meeting She noted that she expects to have further updates on the budgeting and RFP processes
Ms Galofteanu asked for reports from the Esports Team, AVID, and ASCEND over the next few months
Dr Galvin noted that the February meeting would be a good time to present on the ASCEND program and suggested Liberty Lacy provide the update
X Adjournment
Ms Galofteanu moved to adjourn the meeting
Ms Brady seconded the motion
The meeting was adjourned by Mr Brown at 1:41 p m
Next regular meeting date: February 26,2025 at 12:15 p m PST in Zoom