Oregon Charter Academy (ORCA)
Approved - April 24, 2024
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, February 28, 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, Jennifer Brady, Misty Galofteanu [left at 12:39 p m ], Kim Thatcher [joined at 12:10 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; Lori Walter, Mary Ellen Mansfield, Steve Nielsen, John Meyer, Laura Dillon, Rachel Reid, and Gabe Elliott [left at 12:23 p m ]
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
It was suggested to remove item VI. Audit Committee from the agenda. Ms. Galvin noted that the 2022-23 financial audit report is not yet received from the auditor. This is a statewide issue affecting school financial audits from 2022-23.
There being no other changes to the proposed agenda, a motion was made and seconded as follows
Ms Galofteanu moved to approve the agenda as amended Ms Brady seconded the motion
RESOLVED, that the amended agenda - excluding former Item VI Audit Committee - for the February 28, 2024 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V School Spotlight A eSports
Mr. Elliot shared a spotlight on the eSports program at ORCA. There are now 28 active student members of the program Of the student participants, 12 are provided with gaming technology packages by the school
[Kim Thatcher joined the meeting at 12:10 p m ]
ORCA’s eSports teams compete in four games: Rocket League, League of Legends, Overwatch, and Super Smash Brother They have appeared in 3 playoffs, winning their first in Fall 2023.
Upcoming goals of the program include to expand the program adding JV teams for each eSport, to add courses and curriculum that complement the program, to institute player contracts, and to make the playoffs for all teams
Ms. Galofteanu asked how students are selected for distribution of the gaming equipment packages
Mr. Elliott noted that they prioritize sharing of packages with students based on need Packages are designed to expand accessibility to the eSports program to include those students who do not have access to gaming equipment at home.
Ms Galofteanu asked about streaming viewership of the team’s competitions, and how the program compares to those of other schools.
Mr Elliott shared that they are growing the ability to stream the competitions for families to view. During streaming he acts as a commentator to provide context for those unfamiliar with the game being played
Mr Elliott also shared that, in terms of other schools, the competition is increasing, the leagues are expanding, and visibility is growing. This has cut the cost for schools to buy gaming packages and removed fees for schools to join an eSports league
VI Consent Agenda
A motion was made and seconded as follows
Ms Galofteanu moved to approve the consent items as presented
Ms Brady seconded the motion
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the January 24, 2024 Board Meeting
B. Approval of January Staffing report
C. Approval of Expenditure Summary Report – January
D. Approval of Legal Invoice(s) – February
E. Approval of Bank Reconciliation – January
The motion passed unanimously.
VII. Action Items
A. Review and consideration of the 2024-25 salary schedules
Ms. Galvin shared proposed salary schedules for the 2024-25 school year. The recommendation this year is an 8% increase in all salary schedules This would affect all employees except Directors I and II, a proposed 5% increase, and Director III, with a just-under 5% increase
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 2024-25 salary schedules
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2024-25 salary schedules as presented
The motion passed unanimously
[Mr Elliott left the meeting at 12:23 p m ]
B Review and consideration of the plan to staff according to an enrollment of 2,350 for the 2024-25 school year
Ms Galvin shared the staffing-level plan for 2024-25 She noted that in light of upward trending enrollment she is recommending to staff based on a projected student enrollment of 2,350
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 2024-25 staffing plan as presented
Ms Brady seconded the motion
RESOLVED, to APPROVE the 2024-25 staffing plan as presented
The motion passed unanimously
C. Approval for Finance Director, Stephen Nielsen, to be a signer on all bank accounts
Ms. Galvin noted that the new Finance Director’s access to the school bank accounts must be minuted in a Board meeting.
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 Stephen Nielsen to be a signer on all bank accounts.
Ms. Brady seconded the motion.
RESOLVED, to APPROVE Stephen Nielsen to be a signer on all bank accounts.
The motion passed unanimously
D Approval for Finance Director, Stephen Nielsen, to have the same access and capabilities within all systems and software as Mary Ellen Mansfield
Ms Galvin noted that the Finance Director will have access to many systems outside of the bank accounts A blanket approval in Board meeting minutes will cover any other entities that require Board approval to allow a new accessor
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 Stephen Nielsen to have the same access as the current Finance Director
Ms Brady seconded the motion
RESOLVED, to APPROVE Stephen Nielsen to have the same access and capabilities within all systems and software as Mary Ellen Mansfield
The motion passed unanimously
E Budget committee
Ms Galvin shared that the school has collected all necessary components to begin preparing the 2024-25 budget Ms Galvin recommended that the Executive, HR, and Finance Directors and the Business Manager serve on the budget committee She also recommended that Mr Brown serve on the committee as the Board president and noted that there must be another board member on the committee
Ms Galofteanu stated that she would be honored to act as the other Board member on the committee
Ms. Galvin talked through the budget creation process. Mr. Nielsen will put together a draft budget. Then the committee will meet once or twice to go over it before presenting to the full board.
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 membership of the 2024-25 Budget Committee.
Ms. Brady seconded the motion.
RESOLVED, to APPROVE the 2024-25 Budget Committee members as Board Chair Joseph Brown, Board Member Misty Galofteanu, Executive Director Allison Galvin, Finance Director Steve Nielsen, Business Manager Rachel Reid, and Human Resources Director Lori Walter
The motion passed unanimously
VIII Oral Report
A Financial Report
1 January Financials
a) School update
Ms Mansfield shared an update on the school and Boone building financials from January The revenue and expenses statement is in good shape with almost 17 million in revenue received and 13 million paid out in expenses
The balance sheet shows the cash balance continuing to grow The second staff retention stipend to be paid out in the spring will reduce the cash balance by a nominal amount Ms Mansfield
noted that Mr Nielsen has experience with school fund investing for better interest which could further improve the school’s financial position
The fund balance report shows that IDEA and ELL funds will be due for reimbursement soon, but some HSS revenue also came in last month In the expenditure summaries, curriculum costs continue to be incurred as the school must buy extra seats in various courses as enrollment grows
Finally, the auditor continues to work on the Oregon CT-12 and Federal 990 for the 22-23 school year These forms will need Board President review in May
[Ms. Galofteanu left the meeting at 12:39 p.m.]
B. School Leader’s Report
1. School Leader Report
a) School update
(1) February events
Ms. Galvin shared an update on school events in February. Enrollment continues to grow, and is now at 2472 students. February is a big month at the school as it begins the Intent to Return process for families. Enrollment for the 2024-25 school year is also open, and there are currently more than 30 applicants for next year Finally, the Annual Parent and Student Satisfaction Survey is open for families to complete This gives the school feedback to improve programs
(2) 2022-23 graduation rate
Ms Galvin highlighted that the school’s graduation rate has gone up by 13 67%, one of the highest year-over-year improvements in the state For their participation in achieving this milestone, she celebrated the work of Grad Advisors Jodie Dodge, Kathleen Dingle, and Heidi Warneke as well as the Classified Team members who help track down students who have left ORCA: Jason Wyatt, Nicole Wanner, Kelsey White, and Michelle Sisk
(3) Quarterly metrics
Ms Galvin noted that this quarter’s metrics include both celebrations and blind spots The school is continuing to
look for areas to improve, holding ongoing conversations about best practices to act on data
IX Information Items
A Outreach and Onboarding Update
Ms Dillon shared a February update on Outreach and Onboarding The current social media campaign focuses on “Setting Up Your Student for Success,” including parent and student testimonials and program highlights
Upcoming outreach events include Salem Saturday Market, Ag Fest, and Lunch and Play through Portland Parks and Recreation Info Sessions continue to occur weekly Onboarding sessions continue for new families
B. Facilities Update
Mr. Meyer shared the facilities report. Mill City is undergoing standard monthly maintenance. Wilsonville still has a broken AC evaporations uint in Suite 102, but Mr. Meyer is making headway on getting quotes to fix it. For both locations, spring clean-up time is upcoming.
C. Legislative Update
Ms. Galvin shared that it was a quiet session for bills affecting virtual education. The school continues to follow developments on a bill that will adjust requirements for public meetings. In the near future, it is likely the school will need to record and post Board meetings on the school website.
D Board Updates
Ms Galvin noted that ODE has been slow in getting ADM projections to districts This may delay the April budget review to the May meeting
She asked if there were any school program spotlights the board would like to hear None were requested
X Adjournment
Ms Brady moved to adjourn the meeting
Ms Thatcher seconded the motion
The meeting was adjourned by Mr Brown at 12:52 p m
Next regular meeting date: April 24, 2024 at 12:00 p m PT in Zoom