8.23.23 Board Meeting Minutes

Oregon Charter Academy (ORCA) Approved October 18, 2023 MINUTES OF THE BOARD OF DIRECTORS’ MEETING Wednesday, August 23, 2023 at 12:15 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 Ms. Thatcher called the meeting to order at 12:30 when quorum was reached and all members who were present could hear each other.

II.

Roll Call Board Members present: Joseph Brown (joined at 12:45), Kim Thatcher, Marsha Moyer, Misty Galofteanu Board Members absent: Bobbie Jager Members of the Public present: School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Lori Walter, Mary Ellen Mansfield, John Meyer, Laura Dillon Marsha Moyer and Misty Galofteanu left the meeting at 12:54.

III.

Public Comment None

IV.

Routine Business A. Approval of the Agenda Ms. Thatcher asked if any changes needed to be made to the agenda.

There were no changes to the proposed agenda

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

V.

Consent Agenda A motion was made and seconded as follows.

Ms. Thatcher moved to approve the Consent Agenda.

Ms. Galofteanu seconded the motion.

RESOLVED, to APPROVE the Consent items, A. Approval of Minutes from the June 28, 2023 Annual Board Meeting B. Approval of Minutes from the August 11, 2023 Board Training C. Approval of August Staffing report D. Approval of Expenditure Summary Report - June E. Approval of Expenditure Summary Report - July F. Approval of Legal Invoice(s) - August G. Approval of Bank Reconciliation - June H. Approval of Bank Reconciliation - July The motion passed unanimously.

VI.

Action Items A. Review and consideration of Memorandum of Understanding between SYS Education and Oregon Charter Academy Ms. Galvin explained the MOU that will allow a simpler way to calculate and complete payment.

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. Thatcher moved to approve the MOU. Ms. Galofteanu seconded the motion RESOLVED, to APPROVE the Memorandum of Understanding with SYS Education as presented.

The motion passed unanimously.

B. Review and consideration of reinstating the 403(b) employer match for staff Ms. Galvin explained that the school feels comfortable reinstating the 403(b) match that was paused last fall. This is a win for staff and fits within the current projected budget for the year.

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

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 reinstate the 403(b).

Ms. Thatcher seconded the motion.

RESOLVED, to APPROVE to reinstate the 403(b) employer contribution program as outlined for the 2023-24 school year.

The motion passed unanimously.

C. Review and consideration of incorporating Valedictorian and Salutatorian honors for high school graduates Ms. Galvin noted that the school has never named a Valedictorian or Salutatorian, but doing so now would give those top students something additional to note on their college application. There is no downside.

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. Thatcher moved to incorporate Valedictorian and Salutatorian.

Ms. Galofteanu seconded the motion.

RESOLVED, to APPROVE the incorporation of Valedictorian and Salutatorian honors for high school graduates as presented.

The motion passed unanimously.

D. Approval of Board Treasurer for the 2023-2024 School Year Ms. Galvin explained that the school did not elect a Treasurer when Becky Badger resigned. In recent Board training, Board Counsel Matt Lowe explained that Treasurer is a required office.

Mr. Brown asked the Board if there were any questions or discussion needed.

Ms. Moyer motioned to approve Misty Galofteanu for the office of Treasurer.

Ms. Thatcher seconded the motion.

RESOLVED, to APPROVE Misty Galofteanu to serve in the office of Board Treasurer for the 2023-24 School Year.

The motion passed unanimously.

VII.

Oral Report A. Financial Report

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

1. June Financials - Draft 2022-23 Fiscal Year a) School update Ms. Mansfield shared the draft financial report for the year ending June 30, 2023. She noted that the final State School Fund revenue was $24.4M which was in between the original budget projection from April 2022, and the working budget projection from September 2022. Net increase to fund balance currently sits at $884,898, although there are still some final reconciliations to be performed. b) Boone building update Ms. Mansfield shared that Net Income from the Booned Building is $52,669 for the year.

2. July Financials a) School & Boone update Ms. Mansfield is in the process of setting up the 2023-24 Board Reports and shared only the fund balance report for July 2023 in the meantime. With the double SSF payment, July revenues topped $4.0 Million. Expenses were similarly robust at $2.2M due to all the annual software platforms and textbook invoices.

B. School Leader’s Report 1. School Leader Report (attached) a) Enrollment Ms. Galvin noted that enrollment as of today is 1,857, but our pipeline is very robust. She feels confident we will start the year at least over 2,000. b) School Year Kick-Off Ms. Galvin shared a summary of events and updates to start the school year: (1) Welcome back staff - A very positive meeting with a number of follow up emails to Ms. Galvin (2) Open House - Friday September 15, 2023 in Mill City.

Please feel free to join if you are in the neighborhood.

(3) Summer school recap - Over 53 students participated in the 9th grade Bridget Program, our highest ever. 245

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Students participated in Credit Recovery which resulted in 550 passed courses.

VIII.

Information Items A. Outreach and Onboarding Update Ms. Dillon said that there has been a lot going on in Outreach this summer. They have been out in the parks as part of the Portland free lunch program. Ms Dillon has been leading summer virtual sessions and tracking numbers. Engagement with social media has been up.

Onboarding sessions have started for the fall to be sure new parents and students feel comfortable.

Graduation, NASET Award, Kindergarten KickOff all received coverage in the local news outlets.

B. Facilities Update Mr. Meyer shared that there is a water main project going on in Mill City which has led to some logistical challenges. Willsonville EV Chargers will be installed starting next week. The bulk of the expense of this project will be reimbursed by local power companies. There is also a bit of revenue expected once the units are up and running. The A/C unit for Suite 102 in Wilsonville has gone out. Mr. Meyer is working on a repair, but to date has been unsuccessful.

C. Legislative Update Dr. Schweitzer shared that HB3204 has passed and been signed by the Governor. It will improve the timeline and process for students trying to enroll in virtual schools. Additionally, brick and mortar schools will be required to report their numbers for virtual transfers twice per year.

Additional conversations have been happening around the For-Profit virtual schools operating in Oregon.

D. Board Updates 1. Secretary of State annual notice (attached) Ms. Galvin shared that the packet this month includes a notice from the Secretary of State that was received in the mail recently. It includes some annual reminders to Board Members that would be good for all to review.

2. Return to 12:30 start times for the remainder of the year?

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Ms. Galvin questioned the board about returning the start time to 12:30 p.m. and the board was amenable.

3. Any informational items for the September meeting?

Ms. Galvin asked the Board if there were any informational items requested for presentation at the September meeting.

Ms. Thatcher asked if the board needs to review any of the legislation that was passed this spring that affects the school, for example the requirement to have a Title IX Coordinator. Ms Galvin responded that ORCA has had this role/position for years and she feels comfortable that the school is on top of the other items that passed.

IX.

Adjournment The meeting was adjourned by Mr. Brown at 1:15 p.m.

Next regular meeting date: September 27,2023 at 12:30 p.m. PT in Zoom

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.