Oregon Charter Academy (ORCA)
Approved - February 28, 2024
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, January 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
In the absence of Board President Joseph Brown, Board Member Jennifer Brady called the meeting to order at 12:02 p.m. when quorum was reached and all members who were present could hear each other.
II. Roll Call
Board Members present: Kim Thatcher, Jennifer Brady, Misty Galofteanu
Board Members absent: Joseph Brown, Marsha Moyer
Members of the Public present: Steve Nielsen
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Lori Walter, Mary Ellen Mansfield, John Meyer, Laura Dillon, Rachel Reid
III Public Comment
None
IV Routine Business
A Approval of the Agenda
Ms Brady 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 as presented Ms Thatcher seconded the motion
RESOLVED, that the agenda for the January 24, 2024 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V School Spotlight
A eSports
eSports Coach Gabe Elliott was unable to attend today. His presentation is postponed to the February meeting
B. Introduction of Finance Director
Ms. Galvin introduced the Board to the school’s new Finance Director, Steve Nielsen Mr Nielsen has 30 years of experience in finance, with the last 23 serving in schools He is currently serving as Finance Director at Silver Falls school district. He will start at ORCA on a part time basis in February and move to full time in March
VI. Consent Agenda
A motion was made and seconded as follows.
Ms. Galofteanu moved to approve the consent agenda as presented.
Ms. Thatcher seconded the motion.
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the November 25, 2023 Board Meeting
B. Approval of January Staffing report
C Approval of Expenditure Summary Report – November
D. Approval of Expenditure Summary Report – January
E Approval of Legal Invoice(s) – January
F Approval of Bank Reconciliation – November
G Approval of Bank Reconciliation – December
The motion passed unanimously.
VII. Action Items
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
A Review and consideration of 2023-24 employee handbook update – Paid Leave Oregon equivalency plan clarification and residency
Ms Walter shared an overview of updated language for the 2023-24 Employee Handbook regarding Paid Leave Oregon The update reflects policy changes that have come about as school leadership learns best practices in implementing this new program at the school
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 Galofteanu moved to approve the handbook update as presented
Ms Thatcher seconded the motion
RESOLVED, to APPROVE the handbook update as presented.
The motion passed unanimously.
B. Review and consideration of the 2024-25 school calendar
Ms. Galvin shared three versions of the 2024-25 school calendar that are available to families, and 10- and 12-month staff, respectively.
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. Galofteanu moved to approve the 2024-25 school calendars. Ms Thatcher seconded the motion
RESOLVED, to APPROVE the 2024-25 school calendars as presented
The motion passed unanimously
C Review and consideration of the 2024-25 staff and student handbooks
Ms Galvin shared the 2024-25 staff and student handbooks She noted that no major updates were needed from the 2023-24 handbooks at this time If future updates are needed in the case of new legislation or programs, these will be added to the handbooks on a case-by-case basis via Board action item
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 Galofteanu moved to approve the 2024-25 staff and student handbooks
Ms Thatcher seconded the motion
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
RESOLVED, to APPROVE the 2024-25 staff and student handbooks as presented
The motion passed unanimously
D Budget Committee
Ms Galvin noted that as the school plans for the upcoming school year, they will need to form a budget committee The Finance Director will prepare the budget, the budget committee will meet in April to revise, and the final budget will come to the Board for approval at the April meeting
Ms Galvin recommended that the Executive Director, Finance Director, Human Resources Director, and School Business Manager serve as staff members of the budget committee. Board members of the committee will include the Board President and one volunteer member from the Board at large.
There being no Board Member ready to volunteer for this committee as of the current meeting, a motion was made and seconded as follows.
Ms. Galofteanu moved to table approval of the Budget Committee and its membership until the February meeting. Ms. Thatcher seconded the motion.
RESOLVED, to TABLE approval of the Budget Committee and its membership until the February 28, 2024 Board Meeting.
The motion passed unanimously.
VIII Oral Report
A Financial Report
1 December Financials
a) School and Boone building update
Ms Mansfield began by highlighting items of note in the school’s Revenue and Expense Statement and Balance Sheet She noted that Boone building rent revenue is lagging the target budget as the budget was created with the expectation of having four tenants instead of the current three The compensation expense category is also a little ahead of budget due to the additional staff retention stipends paid in December She reminded the Board that the second approved stipend will be made in June of this year The purchased services function is currently under budget as some high ticket instructional purchases cost less than expected this year In the Balance sheet, the school’s fund balance remains strong
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 Mansfield also gave an update on the 2022-23 financial audit
The school has been assigned a new auditor, but is still waiting on a final 2022-23 audit She is hopeful that with a new auditor, the audit will be wrapped up soon
B School Leader’s Report
1 School update
a) School Year Cycle Events
Ms Galvin shared that enrollment is currently at 2400 students
Second semester students are also starting to show up in school systems, bringing Semester 2 starting enrollment to 2425 students.
The annual Intent to Return and the 2024-25 school year enrolment application both open on February 5th. This is sooner than some other schools, but allows ORCA to capture the attention of families who are eager to make plans for next year.
b) Student Celebrations
Ms. Galvin shared that an ORCA student has been honored as a QuestBridge scholar, a program for high achieving students who come from low income families. This student has been awarded a full ride scholarship to Wesleyan University.
In other celebrations, the E-Sports participated in their first three playoff games ever, with wins in two of the three games
c) Student Events
Ms Galvin shared that having set regional event days has been popular with families There were 350 students and parents attending events throughout the state on December 8th The group attending at OMSI received praise as the best organized group OMSI has ever had
d) Holiday Gift Drive
Ms Galvin gave a summary of the school’s annual holiday gift drive ORCA staff donated almost $2000 in gifts for families facing hardship during the December holidays
2 Charter renewal update
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 noted that the school is currently undergoing the charter renewal process, hoping to get ahead of the long legislative session next year Santiam Canyon school district has approved beginning the renewal process with ORCA The school’s performance audit will serve as a charter renewal walkthrough ahead of coming to terms on payment specifics and timelines with Santiam Canyon
[Ms Galofteanu left the meeting at 12:28]
IX Information Items
A Outreach and Onboarding Update
Ms Dillon shared an update on December and January outreach and onboarding efforts. Current social media campaigns are focusing on second semester enrollment and “Why ORCA May Be the Best School for Your Child.” Impressions and engagements with these campaigns have continued to rise.
Future outreach events include Salem Saturday Market from March through October, where ORCA will have a booth one Saturday per month. In April, Ms. Dillon will be hosting an ORCA booth at Oregon Ag Fest, showcasing the school’s FFA Club and Veterinary Science program.
Virtual information sessions continue to occur weekly as well as weekly Q & A for newly onboarding families. Teachers can also refer families on an individual basis as needed for additional support.
Recent media spotlights include appearances by staff on AM Northwest and Afternoon Live, as well as an article about Biology teacher Michael Rodriguez’s recent research trip to Antarctica
B Facilities Update
Mr Meyer shared an update on standard monthly maintenance at the Mill City facility In Wilsonville, there is still a problem with the AC in Suite 102, but the repair company anticipates getting parts for it in the near future Tenants for Suite 103 signed a renewed lease with ORCA at the beginning of the month Annual tenant inspections are scheduled for the spring
C Legislative Update
Dr Schweitzer shared about the upcoming short session starting February 5th School leaders remain in communication with school lobbyist Krsitin Phillips to keep track of any bills that may affect ORCA
Ms Thatcher shared that Senator Wagner has proposed introducing a transparency bill to require recordings of school’s board meetings on their websites
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 shared that the school will also monitor any bills related to school funding
D Board Updates
Ms Galvin previewed items for February’s agenda Mr Elliott will share about Esports, and action items will include salary schedules and the budget committee
X Adjournment
In the absence of quorum, the meeting was adjourned by Ms Brady at 12:36 p m
Next regular meeting date: February 28, 2024 at 12:00 p.m. PST 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