Oregon Charter Academy (ORCA) Approved - May 22, 2024
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, April 24, 2024 at 12:00 p.m. PT
Held at the following location: Via Zoom due to State Precautions regarding Public Health and Safety During COVID-19 Pandemic
Zoom: https://oregoncharter.zoom.us/j/91035080370
I. Call to Order
Mr. Brown called the meeting to order at 12:04 p.m. when quorum was reached and all members who were present could hear each other.
II. Roll Call
Board Members present: Joseph Brown, Marsha Moyer, Jennifer Brady
Board Members absent: Kim Thatcher, Misty Galofteanu
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Lori Walter, Steve Nielsen, John Meyer, Laura Dillon, Rachel Reid
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. Brady moved to approve the agenda as presented. Ms. Moyer seconded the motion.
RESOLVED, that the agenda for the April 24, 2024 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V Audit Committee, Committee of the Entire Board
A Review and Acceptance of the 2022-2023 School Year Financial Audit Report
Mr Nielsen shared the 2022-23 school year audit report ORCA received a clean, unmodified opinion with no reservations The auditors made one recommendation: to institute employee honesty and crime insurance This has been secured for the 2023-24 school year through Fidelity insurance Highlights of the audit include review of new GASB standards, notes describing key elements of financials–such as leases, contracted services, and subscription-based technology agreements–and a summary covering both fund-level and government-wide financial statements. Due to pension liability, the government-wide view of the statement of net position reflects a $6 million ending fund balance, as compared to an $11.4 million end balance in the fund-level statement.
Ms. Moyer asked if there were any other recommendations or findings that came from the audit.
Mr. Nielsen noted that the only notation was the recommendation to add Fidelity insurance, which has now been rectified.
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 Brady moved to approve the 2022-23 financial audit report
Ms Moyer seconded the motion
RESOLVED to APPROVE the 2022-23 School Year Financial Audit Report as presented
VI Consent Agenda
Ms Galvin noted that the consent agenda includes the 2024-25 staffing report and benefits guide The main change to the benefits guide is that the employer contribution toward health insurance is increasing from $1300 to $1500 per month
A motion was made and seconded as follows
Ms Moyer moved to approve the consent agenda
Ms Brady seconded the motion
RESOLVED, to APPROVE the Consent items,
A Approval of Minutes from the February 28, 2024 Board Meeting
B Approval of 2024-25 Staffing Report
C. Approval of 2024-25 Benefits Guide
D Approval of Expenditure Summary Report – February
E Approval of Expenditure Summary Report – March
F. Approval of Legal Invoice(s) – April
G. Approval of Bank Reconciliation – February
H. Approval of Bank Reconciliation – March
The motion passed unanimously.
VII. Action Items
A. Review and consideration of 2024-25 School Budget
Mr. Nielsen shared the proposed budget for the 2024-25 school year. The Board budget committee met on April 11 to discuss the draft of the budget and develop this final proposal. This budget is projected to increase the ending general fund balance by $1.5 million while also providing a COLA for staff and an increased employer contribution toward health insurance This budget reflects a projected enrollment of 2350 students as opposed to the projected 2050 from school year 23-24 At the time of budget development, the projected funding estimate from ODE is $10,548 per student Revenue is projected to increase by approximately $30 million, but enrollment-based variable service costs will also experience a corresponding increase
Ms Moyer asked for further detail on the increase in projected enrollment
Mr Nielsen noted that 2023-24 enrollment has now surpassed 2600 students The budget, however, is based on average daily membership of students, therefore not all students at the end of the school year are included for budget calculations The projection for the budget is an increase of 300 students from last year’s budget
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 Moyer moved to approve the 24-25 school budget
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2024-25 School Budget as presented.
The motion passed unanimously.
B. Review and approval of Executive Director to execute all contracts and approve all expenditures as presented in the 2024-25 school budget
Ms Galvin noted that the Board must give the Executive Director permission to sign all contracts associated with the budget
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 Moyer moved to approve the Executive Director to execute all contracts related to the 24-25 school budget
Ms Brady seconded the motion
RESOLVED, to APPROVE the Executive Director to execute all contracts and approve all expenditures as presented in the approved 2024-25 school budget
The motion passed unanimously.
C. Review and consideration of a new HVAC system for Suite 102 in the Wilsonville facility
Ms. Galvin reminded the Board that the air conditioning in Suite 102 has been broken for one year. It is unfeasible to go through another summer without air cooling
Mr Meyer noted that there are 3 quotes presented He recommended the quote from Gohman Mechanical While it costs $195 more than the cheapest contract, it will allow for the best equipment continuity with the rest of the building
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 Moyer moved to approve the contract with Gohman Mechanical
Ms Brady seconded the motion
RESOLVED, to APPROVE the Wilsonville facility HVAC System installation contract with Gohman Mechanical for $16,940
The motion passed unanimously
D Review and consideration of spending up to $10,000 on 909 NW Santiam Blvd to add city water to the property
Ms. Galvin shared that a coffee shop is interested in leasing one of the lots that the school owns in Mill City. However, the property is currently without water and electricity due to damage from the 2020 wildfires. The City has water in that area but there is a cost to the property owner, the school, to connect infrastructure. Ms. Galvin requested that the Board approve up to $10,000 for this, noting that the actual cost is expected to be lower. She projected that the school could make up the cost within one year of leasing the lot.
Mr Meyer added that this will also add value to the property in the long term
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 Moyer moved to approve up to $10,000 for connecting to city water Ms Brady seconded the motion
RESOLVED, to APPROVE the spending of up to $10,000 to add city water to the property at 909 NW Santiam Blvd
The motion passed unanimously
[Ms. Moyer left the meeting at 12:36 p.m.]
VIII. Oral Report
A. Financial Report
1. Financials - Year to date through March, 2024
Mr. Nielsen shared an update on the year-to-date school financials. School revenue is now at 84% of budget, but ultimately the school revenue will exceed budget due to updated ADM calculations around school enrollment. The school is at 70% of budget for expenses. Compensation is a little above 75% relative to budget due to December bonuses. Overall these numbers are on track with the expectations in the 23-24 school year budget
B School Leader’s Report
1 School Leader Report a) School update
Ms Galvin shared an update on enrollment, state testing, upcoming events, and the performance audit Enrollment is at 2642 students, and Intent to Return “Yes” responses are at 68% State testing will occur from May 6-8, and all staff training is completed Outdoor school for 5th graders will occur on Friday, April 26 at Hopkins Demonstration Forest Saturday, May 4th, will be ORCA’s Star Wars-themed High School Prom Graduation is on Saturday June 8th, and all Board members are welcome to attend
The Performance Audit for both annual review and charter renewal took place last week The school received a high rating In light of ORCA’s high performance, Ms Galvin has been invited to
speak at the OSBA regional conference this year about creative ways to reach kids in the virtual environment This may be the first time anyone from a virtual school has been invited to present at the conference
b) Quarterly metrics
Ms Galvin shared the year-to-date metrics around the school improvement plan Reflected in the metrics, the continuing challenge is figuring out how to get an unengaged student to log into class However, once students do log in, teachers are excellent at reaching them
IX. Information Items
A. Outreach Update
Ms. Dillon shared an update on outreach efforts. Future events include attending upcoming Salem Saturday markets, Bend Women’s Expo, and summer Lunch and Play partnerships with Multnomah county library. ORCA will also have a booth at Ag Fest in Salem this weekend, highlighting the ASCEND Veterinary Science pathway and FFA group. Last month’s top social media posts include promos of achievements and school events. Upcoming posts will highlight the E-sports team. Virtual info sessions continue each week with over 90 attendees since January. Approximately 60% of attendees enroll for the current SY after an info session. Finally, in the media, there are new commercials out on KOIN featuring students from all of ORCA’s grade bands.
Mr Meyer added additional encouragement for anyone in attendance at Ag Fest to visit ORCA’s booth He noted that teachers and students will be there throughout the weekend, and it is always great to celebrate their amazing work
B Facilities Update
Mr Meyer shared the facilities report Drain and maintenance work in Mill City is ongoing as plants begin to regrow after the 2020 fires Mill City work also includes updates and maintenance to leasable lots In Wilsonville spring cleaning is happening, and bids for the new HVAC system in Suite 102 are wrapping up
C Board Updates
Ms Galvin asked if there were any items the board would like to hear in May Special topics already on the agenda will include the Boone building budget, the annual school health and safety plan, and updated board policies coming out of the current legislative session
No additional topics were requested for presentation at this time
X Adjournment
In the absence of quorum, the meeting was adjourned by Mr Brown at 12:49 p m
Next regular meeting date: May 22, 2024 at 12:00 p m PT in Zoom