Oregon Charter Academy (ORCA)
Approved - August 28, 2024
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, June 26, 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 12:01 p.m. when quorum was reached and all members who were present could hear each other.
II. Executive Session
Ms Galofteanu moved to enter Executive Session
Ms Thatcher seconded the motion
APPROVED to move into Executive Session The motion passed unanimously
The board moved into EXECUTIVE SESSION at 12:02 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 12:11 p.m.
III Roll Call
Board Members present: Kim Thatcher, Misty Galofteanu, Jennifer Brady
Board Members absent: Joseph Brown, Marsha Moyer
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Steve Nielsen, Rachel Reid, and Paula Leifer
IV Public Comment
None
V 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. Thatcher moved to approve the agenda as presented. Ms. Galofteanu seconded the motion.
RESOLVED, that the agenda for the June 26, 2024 meeting of the Board of Directors of Oregon Charter Academy is hereby approved.
The motion passed unanimously.
VI. Consent Agenda
A motion was made and seconded as follows.
Ms Galofteanu moved to approve the consent items as presented Ms Thatcher seconded the motion
RESOLVED, to APPROVE the Consent items,
A Approval of Minutes from the May 22, 2024 Board Meeting
B Approval of June Staffing Report
C Approval of the 2024-25 Field Trip Handbook
D Approval of Expenditure Summary Report – May
E Approval of Legal Invoice(s) – May
F Approval of Bank Reconciliation – May
The motion passed unanimously
VII Action Items
A Review and consideration of an EF-sponsored tour of Oregon Charter Academy students in grades 8-12 to Washington, D C , and New York City during spring break of 2025
Ms Galvin shared that many other virtual and charter schools in Oregon have optional out-of-state tours available to their students Adding one for ORCA students would give the school an additional competitive edge as families choose a school She also noted that while the school handbook requires board approval for any field trips outside of the state, the proposal is for an EF-sponsored and -run tour, not a school event She requested that the board approve the use of EF as an operator to organize a tour for ORCA students to Washington, D C , and New York City While the partnership would allow ORCA staff such as Ms Leifer to participate as chaperones, the liability would be borne by EF
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 Thatcher moved to approve the proposal as presented Ms. Brady seconded the motion.
RESOLVED, to APPROVE the proposal for a Spring Break 2025 EF-sponsored tour as presented, which includes 1-2 Oregon Charter Academy staff chaperones.
The motion passed unanimously.
B. Review and consideration of the 2024-25 School Improvement Plan
Ms. Galvin shared the proposed School Improvement Plan for the 2024-25 school year. She noted that the development process was different from previous years as the school had just undergone its charter renewal. The 2024-25 SIP reflects changes to align goals with the new charter contract. Goal one focuses on academic improvement at grades K-8 and course credits earned at high school, goal two focuses on increasing regular attenders, and goal three focuses on improving the school’s graduation rate
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 2024-25 School Improvement Plan Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the 2024-25 School Improvement Plan as presented
The motion passed unanimously
C Review and consideration of Board meeting schedule for the 2024-25 school year
Ms Galvin shared the proposed Board meeting schedule for the 2024-25 school year Board meetings will be on the 4th Wednesday of the month with exceptions for school breaks and holidays Changes can be made on an as-needed basis
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 2024-25 Board meeting schedule
Ms Thatcher seconded the motion
RESOLVED, to APPROVE the 2024-25 Board meeting schedule as presented
The motion passed unanimously
D Approval of Directors
Ms Galvin reminded the board that Joseph Brown and Jennifer Brady are up for renewal of their term as Director. She recommended extension for a 3-year term, through the annual meeting of June 2027.
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. Thatcher moved to approve the renewal of Mr. Brown and Ms. Brady’s terms for three years.
Ms. Galofteanu seconded the motion.
RESOLVED, to APPROVE Joseph Brown and Jennifer Brady to renew with three year terms lasting through the annual meeting in June, 2027.
The motion passed unanimously.
E Approval of Officers for the 2024-2025 school year
Ms. Galvin shared the current Board Officer structure: President Joseph Brown, Vice President Kim Thatcher, Secretary Marsha Moyer, and Treasurer Misty Galofteanu. She asked if any changes were desired for the 2024-25 school year.
No Board member requested a change to the officer structure.
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 officers for the 2024-25 school year.
Ms Thatcher seconded the motion
RESOLVED, to APPROVE the officers for the 2024-25 Oregon Charter Academy School Board to remain as:
1 Joseph Brown - President
2. Kim Thatcher - Vice President
3 Marsha Moyer - Secretary
4 Misty Galofteanu - Treasurer
The motion passed unanimously.
F. Approval of Annual Evaluation of the school’s Executive Director
Ms. Galvin reminded the board that her evaluation must be approved in regular 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 executive director’s annual evaluation Ms Galofteanu seconded the motion
RESOLVED to APPROVE the Executive Director’s annual evaluation as discussed during Executive Session
The motion passed unanimously [Paula Leifer left the meeting at 12:26 p m ]
VIII Oral Report A Financial Report 1 Financials - Year to date through May, 2024
Mr. Nielsen shared revenue and expense statements from May. He noted that there have been no changes to the trends presented in financial statements at previous meetings. Revenue is at 120% of budget due to current year enrollment and the settle-up payment from 2022-23. Expenses are currently at 87% of budget with the expectation that they will be at or slightly above budget by the end of June due to retention stipends and enrollment-based expenses. Overall, the year will close with a net fund balance increase from the close of the 2022-23 fiscal year.
B. School Leader’s Report
Enrollment and Intent to Return
Ms Galvin shared an update of school happenings including enrollment, the charter contract renewal, summer programs, and end-of-year events Enrollment ended with 220 more students than last year ITR is also up
from last year, showing that the new normal seems to be consistent growth at a steady manageable rate
While ORCA’s charter renewal was approved by its Board in May, Santiam Canyon school district approved it at their most recent meeting as well Now that all parties have signed the agreement, it will remain in effect for the next 7 years
Ms Galvin shared that summer programs are up and running Programs include Credit Recovery, Summer Bridge for 8th graders going into high school, and online access to supplemental programs for all K-12 students End of year events included Graduation and Spring Celebration Both events were better attended than expected based on previous years This speaks to the community that teachers and staff have built with students at ORCA.
IX. Information Items
A. Update on the construction and RFP process for Suite 101 in the Boone Building
Mr. Nielsen shared that the school is seeking to use a design-build alternative process for the RFP that requires a Board-approved exemption to the traditional RFP process. The design-build RFP would allow the school to consider factors beyond lowest price in awarding the contract. Factors include a requirement that the contractor have adequate staffing for timely completion, allowing the school to be involved in the decisioning process, and meeting higher safety requirements. It would still allow for competitive pricing as a major factor.
Mr Nielsen gave an overview of next steps While the school is not asking for an exemption today, it must post a 14-day notice in the daily journal of commerce for potential bidders Then, the Board must call a special meeting, allowing for public comment, wherein the school will present its finding of fact ahead of opening the design-build RFP
Ms Galvin shared that Mr Nielsen has done a first draft of the RFP which has been reviewed by the attorney The attorney noted that while it was not yet time for approval, the current information regarding the RFP process must be shared with the Board at today’s meeting Ms Galvin will send communication and scheduling about the July special meeting in an upcoming email
Ms Thatcher requested clarification that the RFP does not give the impression that the school is seeking a particular contractor
Mr Nielsen shared that there is a provision in the draft RFP that there be no favoritism during the RFP process
[Ms Galofteanu left the meeting at 12:33 p m ]
B Outreach Update
As Ms Dillon was unable to attend the Board meeting, Ms Galvin shared an update on Outreach Marketing is having a positive impact on enrollment growth Students have been highlighted in various publications in the state including celebration of senior Isaac Choi who was awarded as a National Merit Scholar for Oregon
C Facilities Update
As Mr Meyer was unable to attend the Board meeting, Ms Galvin shared an update on Facilities There is a lease in process for the vacant Mill City lot owned by the school A drive-thru coffee shop is working on the lease, pending signing of city paperwork Their lease should cover the cost of improvements that were recently made to the property. In Wilsonville, the HVAC in Suite 102 was recently replaced, however it will need fine tuning to get the climate control just right.
[Misty Galofteanu rejoined the meeting at 12:35 p.m.]
D. State Relations
Dr. Schweitzer shared an update from Legislative Days. ORCA’s team spoke with a number of legislative members and found warmer reception than at past events. They are emphasizing the importance of school choice for those student populations who need an alternative to bricks-and-mortar school. Conversations around potential restrictions to EMOs (corporate entities who own and run charter schools) are picking up steam and may be on the docket at an upcoming legislative session.
E Board Updates
Ms Galvin asked if there were any info items for the August 28 meeting She noted that teaching staff will have just returned from summer break, and info items will include a preview of the upcoming school year
Ms Galofteanu asked for an update from the NASA club on plans for the 2024-25 school year
X Adjournment
Ms Brady moved to adjourn the meeting
Ms Thatcher seconded the motion
The meeting was adjourned by Ms Brady at 12:38 p m
Next regular meeting date: August 28, 2024 at 12:00 p m PDT in Zoom