Oregon Charter Academy (ORCA)
Approved - August 27, 2025
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, June 25, 2025 at 12:15 p.m. PT
Held at the following location: Via Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
In the absence of Board President Joseph Brown, Ms Brady called the meeting to order at 12:17 p m when quorum was reached and all members who were present could hear each other
II Roll Call
Board Members present: Jennifer Brady, Laura Dillon, Misty Galofteanu
Board Members absent: Joseph Brown, Kim Thatcher
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Steve Nielsen, John Meyer, Molly Fisher, Rachel Reid.
III. Executive Session
Ms. Galofteanu moved to enter into Executive Session. Ms. Dillon seconded the motion.
APPROVED to move into Executive Session
The motion passed unanimously
The board moved into EXECUTIVE SESSION at 12:19 p m in order to review and evaluate the employment-related performance of the chief executive officer of Oregon Charter Academy – Executive Director’s End of Year Review – pursuant to ORS § 192 660 (1) and (2) (i)
The Board returned from Executive Session at 12:28 p.m.
IV. Public Comment
None
V Routine Business
A Approval of the Agenda
Dr Galvin requested the addition of Action Item E “Approval of a 2025-26 Executive Director retention incentive ”
Ms Brady asked if any further changes needed to be made to the agenda
There being no further changes to the proposed agenda, a motion was made and seconded as follows
Ms Brady moved to approve the agenda as amended
Ms. Galofteanu seconded the motion.
RESOLVED, that the agenda for the June 25, 2025 meeting of the Board of Directors of Oregon Charter Academy is hereby approved as amended.
The motion passed unanimously.
VI. Consent Agenda
A motion was made and seconded as follows.
Ms. Brady moved to approve the consent agenda items.
Ms. Galofteanu seconded the motion.
RESOLVED, to APPROVE the Consent items,
A Approval of Minutes from the May 28, 2025 Board Meeting
B Approval of June Staffing Report
C Approval of the 2025-26 School Improvement Plan
D Approval of the 2025-26 Field Trip Handbook
E Approval of Expenditure Summary Report – May
F Approval of Legal Invoice(s) – May
G Approval of Bank Reconciliation – May
The motion passed unanimously
VII Action Items
A Approval of Board meeting schedule for the 2025-26 school year
Dr Galvin shared the board meeting schedule for the upcoming school year
After presenting a preview of the schedule at the May meeting, she noted she has not received any requests for edits from the Board thus far Board meetings
will fall on the 4th Wednesday of the month, with the exception of times when the 4th Wednesday falls near a holiday, such as Thanksgiving
Ms Brady asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Brady moved to approve the 2025-26 Board meeting schedule Ms Dillon seconded the motion
RESOLVED, to APPROVE the 2025-26 Board meeting schedule as presented
The motion passed unanimously
B Approval of Directors
Dr. Galvin shared that renewals are due for Ms. Thatcher and Ms. Dillon whose terms expire at the end of June.
Ms. Brady asked the Board if there were any questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Brady moved to approve the term renewal of Kim Thatcher and Laura Dillon. Ms. Dillon seconded the motion.
RESOLVED, to APPROVE Kim Thatcher and Laura Dillon to renew with three-year terms lasting through the annual meeting in June 2028.
The motion passed unanimously.
C Approval of Officers for the 2025-2026 School Year
Dr. Galvin recommended that the board table this action item until the meeting in August when more of the board members will be present. She noted that the August meeting will also be new Board Member Mary Ellen Mansfield’s first meeting as a member.
Ms. Brady asked the Board if there were any questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Brady moved to table the approval of officers until the August 2025 meeting. Ms. Galofteanu seconded the motion.
RESOLVED, to TABLE the approval of officers for the 2025-26 school year until the Board meeting on August 27, 2025
The motion passed unanimously
D Approval of the Annual Evaluation of the school’s Executive Director
Mr Nielsen shared that the Board must approve the Executive Director’s annual evaluation during General Session
Ms Brady asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Brady moved to approve the annual evaluation for the Executive Director Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the Executive Director’s annual evaluation as discussed during the Executive Session
The motion passed unanimously
E. Approval of a 2025-26 Executive Director retention incentive
Ms. Reid reminded the board that in past years they have approved a retention compensation incentive to be placed into a retirement account of Dr. Galvin’s choosing. The IRS limit on 2025 deferrals to 403b or 457b accounts is $23,500.
Ms. Brady moved to approve the retention incentive up to the IRS limit.
Ms. Dillon seconded the motion.
RESOLVED, to APPROVE a 2025-26 Executive Director retention incentive of $23,500 toward a deferred compensation account of her choosing.
The motion passed unanimously.
Mr Nielsen shared financial statements from May 2025 Revenue now exceeds budget, coming in at 109% of budget Expenses are on track at 83 1% of budget, but Mr Nielsen anticipates increased enrollment and staff retention stipends will cause the school to be over budget as of the end-of-year financials He noted, however, that the school will end with resources that exceed expenditures He will bring the final 2024-25 fiscal report to the August 27, 2025 Board meeting
Dr Galvin shared that enrollment ended at 3054 students, whereas the 2024-25 budget was built for an enrollment of 2350 As of the last day of school, Intent to Return was at 2200 coming back for next year She noted that there are also approximately 400 prospective students in the enrollment pipeline
2 Summer programs
Summer programs began on June 23rd Eighth-to-Ninth-Grade Bridge was new in the 2024-25 school year and continues this year, providing students an opportunity to come into high school with a half credit All returning 8th grade students are auto-enrolled, but families can opt-out Credit recovery at high school has also begun, and students are already graduating through this opportunity
3. Santiam Canyon update
Superintendent Todd Miller has resigned from Santiam Canyon school district to take a job at Cottage Grove. This will be the first time that ORCA will work with a new superintendent at Santiam Canyon. Dr. Galvin shared she was thrilled to have renewed the contract for 7 years last year. She will continue to build a positive relationship with the new superintendent.
4. Boone building RFP updates
Dr. Galvin shared that the Boone Building is looking good. Suite 101 was finished in April. Suite 102 has just finished, and Mr. Meyer has been resetting chairs and tables in that space On Thursday, a staff team will be packing up Suite 202 so that work can begin in ORCA’s upstairs facility
5 Annual performance audit
The annual performance audit has been completed by the Oregon School Boards Association Dr Galvin said that the review returned positive marks on all counts OSBA has asked what the school would like to improve on Improvement focus for the 2025-26 school year will be how to serve special populations in new and better ways, building on the existing solid foundation
A Outreach Update
Ms Fisher shared an update on outreach happenings at the school Engagements were up 19% over the previous month, and post link clicks increased 48% There were 75 posts across the school’s social media platforms Top posts were Prom highlights and the U S History Trip to Washington, D C
The May blog feature was The Current, ORCA’s student newspaper In terms of in-person outreach, Salem Saturday Market visits are ongoing, and ORCA will be attending the Best of the Midvalley award ceremony in August
B Facilities Update
Mr Meyer seconded the information provided by Dr Galvin during the school leader update regarding the improvements to facilities
C Board Updates
Dr Galvin shared that in August the board will circle back to voting on officers Other requests for information or action items can be sent to her directly
X. Adjournment
Ms. Brady moved to adjourn the meeting. Ms. Galofteanu seconded the motion.
The meeting was adjourned by Ms. Brady at 12:42 p.m.
Next regular meeting date: August 27, 2025 at 12:00 p.m. PT in Zoom