Oregon Charter Academy (ORCA) Approved - June 26, 2024
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, May 22, 2024 at 12:00 p.m. PDT
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, Ms. Galofteanu 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: Kim Thatcher, Marsha Moyer, Misty Galofteanu, Jennifer Brady
Board Members absent: Joseph Brown
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Lori Walter, Steve Nielsen, John Meyer, Rachel Reid
III Public Comment
None
IV Routine Business
A Approval of the Agenda
Ms Galofteanu 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. Moyer moved to approve the agenda as presented.
Ms Thatcher seconded the motion
RESOLVED, that the agenda for the May 22, 2024 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V Consent Agenda
A motion was made and seconded as follows
Ms Moyer 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 April 24, 2024 Board Meeting
B. Approval of Staffing report – April
C Approval of Expenditure Summary Report – April
D Approval of Bank Reconciliation – April
The motion passed unanimously
VI Action Items
A Review and consideration of the charter renewal contract with the Santiam Canyon School District to be in effect from July 1, 2025, through June 30, 2032
Ms. Galvin brought forward the proposed charter renewal contract with Santiam Canyon School District. Notable differences in the contract include moving from a 5 to a 7-year contract, the provision that SCSD students may participate in summer school when offered by ORCA, and updated contract goals. The new goals are intended to measure the school on items over which it has control rather than those that are outside its scope of influence. These goals include measurement of student academic growth, improvement of graduation rate, and increased regular attendance.
Ms. Galofteanu 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 charter renewal contract
Ms Thatcher seconded the motion
RESOLVED, to APPROVE the charter renewal contract as presented
The motion passed unanimously
Review and consideration of the 2024-25 Boone Building budget
Mr Nielsen highlighted elements of the Boone Building budget for 2024-25 The budget reflects the ability to, at minimum, break even with its rent revenues funding its operation There is an estimated net-positive of approximately $1000 Income in the budget reflects rent and common area maintenance fees, while expenses have been increased to account for changes in utility costs
Ms Moyer asked about the budget projection to break even in light of having an empty unit in the building She requested information on use of the now empty Suite 101
Ms Galvin noted that while the building budget is projected to break even, the school saves thousands of dollars annually by owning the building outright rather than renting. She noted that due to the cost of utilities and the existing contracts with current renters, the building budget is a fairly fixed document.
She went on to explain a proposal for use of Suite 101 to be considered later in the meeting. The suite is currently off the market due to little interest from prospective renters. However, in light of overall growth in school revenues, school leadership proposes moving existing satellite conference and office spaces in the building into Suite 101 for use by the school, leaving Suite 102 to become a makerspace for CTE and Science programs.
Ms. Galofteanu asked for further clarification about plans for use of Suite 101.
Ms. Galvin noted that if approved, the RFP process will be designed to seek quotes and find the lowest cost solution for remodeling the Suite 101 space. As it currently sits, the suite is a large empty room Planned improvements to the space include build-outs that would make the space more usable by the school or potential renters Meanwhile, the Suite 102 maker space would include the existing equipment, such as a glow forge and 3D printer, as well as space for hands-on learning The hope is to officially set this space up for use by students and CTE staff
Ms Galofteanu asked the Board if there were any further questions or discussion needed There being none, a motion was made and seconded as follows
Ms Thatcher moved to approve the 24-25 Boone Building budget
Ms Moyer seconded the motion
RESOLVED, to APPROVE Approve the 2024-25 Boone Building budget as presented
The motion passed unanimously
C Approval of Executive Director to execute all contracts and approve all expenditures as presented in the 2024-25 Boone Building budget
Ms Galvin noted that the board must give specific approval to the Executive Director to execute contracts related to an approved budget
Ms Galofteanu 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 and approve all expenditures related to the 24-25 Boone Building budget
Ms Thatcher seconded the motion
RESOLVED, to APPROVE the Executive Director to execute all contracts and approve all expenditures as presented in the 2024-25 Boone Building budget
The motion passed unanimously.
D. Review and consideration to initiate the Request for Proposal process to build-out Suite 101 in the Boone Building, with the intent to spend up to $200,000, to be used as an administrative office and conference room
In light of the previous discussion related to use of Suite 101, Ms. Galvin shared the two options for the Suite 101 space: 1) to leave it vacant, or 2) to proactively retrofit the space for either use by the school or to be more appealing to tenants.
Ms. Galofteanu asked the Board if there were any questions or discussion needed beyond those discussed under Action Item B. There being none, a motion was made and seconded as follows.
Ms Thatcher moved to approve initiation of the RFP process for Suite 101 build-out
Ms Moyer seconded the motion
RESOLVED, to APPROVE initiation of the Request for Proposal process to build-out Suite 101 in the Boone Building, with spending up to $200,000 with the intention of using the space as an administrative office and conference room
The motion passed unanimously
E Review and consideration of a Board Building Committee to review and approve all proposals and contracts associated with the build-out of Suite 101 in the Boone Building
Ms Galvin noted that the school will need a Board Building Committee to review and approve proposals and contracts presented in the RFP for Suite 101 She recommended that the committee be composed of Ms Galvin, Mr Nielsen, and Mr Meyer as well as two Board members She also noted that Joseph Brown, while unable to attend the May Board meeting, had expressed interest in serving on the committee
Ms Thatcher offered to serve on the Board Building Committee
Ms Galofteanu 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 Board Building Committee composition as discussed
Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the Board Building Committee of Allison Galvin, Steve Nielsen, John Meyer, and two designated board members, Joseph Brown and Kim Thatcher, to review and approve all proposals and contracts associated with Suite 101 build-out
The motion passed unanimously.
F. Review and consideration of the Executive Director to execute all contracts and expenditures approved by the Board Building Committee for the build-out of Suite 101
Ms. Galvin noted that there must be special approval given for the Executive Director to execute contracts and expenditures in line with the findings of the Board Building Committee relating to Suite 101.
Ms. Galofteanu 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 Executive Director to execute all contracts and expenditures approved by the Board Building Committee
Ms Moyer seconded the motion
RESOLVED to APPROVE the Executive Director to execute all contracts and expenditures approved by the Board Building Committee for the build-out of Suite 101
The motion passed unanimously
G Review and consideration of the state-required 2024-25 Health Services Plan, including the 2024-25 School Level Communicable Disease Plan
Ms Galvin shared the 2024-25 Health Services and Communicable Disease Plans She noted that information in these plans is most applicable to in-person schools, but virtual schools are required to fill them out The Health Services Plan is a new document for the coming school year
Ms Thatcher asked if there would be benefit in requesting adjustments to the rule requiring virtual schools to complete these plans
Ms Galvin noted that the plans do not take long to fill out and the preference is to direct lobbying efforts to larger issues
Ms Galofteanu asked the Board if there were any further questions or discussion needed There being none, a motion was made and seconded as follows
Ms Thatcher moved to approve the plans as presented
Ms Moyer seconded the motion
RESOLVED to APPROVE the 2024-25 Health Services plan and School Level Communicable Disease plan as presented
The motion passed unanimously.
H. Review and consideration of the annual updates to board policies as presented by the Oregon School Boards Association (OSBA)
1. AC – Nondiscrimination
2. BBF – Board Member Standards of Conduct
3. BBFC – Reporting of Suspected Abuse of a Child
4. CBG – Evaluation of the Executive Director
5. CCG – Evaluation of Administrators
6. DJC – Bidding Requirements, approve new policy in place of current policy, to be deleted
7. EBBA – Delete the current version titled First Aid, approve the new version titled Student Health Services
8 EBBB – Injury or Illness Reports
9 EBCA – Safety Threats
10 GBEB – Communicable Diseases in Schools
11 GBEB-AR – Communicable Diseases in Schools
12 GBN/JBA – Sexual Harassment
13 GBNAB/JHFE – Suspected Abuse of a Child Reporting Requirements
14 GBNAB/JHFE-AR(1) – Reporting of Suspected Abuse of a Child
15 GCDA/GDDA – Criminal Records Checks and Fingerprinting, approve new policy in place of current policies, including GCDA/GDDA-AR
16 JBA/GBN – Sexual Harassment
17 JGAB – Use of Restraint or Seclusion
18 JGAB-AR – Use of Restraint or Seclusion
19 JHCC, JHCC-AR, JACCA – Communicable Diseases including Students HIV/HBV/AIDs, delete all current policies
20 JHFE/GBNAB – Suspected Abuse of Child Reporting Requirements
21 JHFE/GBNAB-AR(1) – Reporting of Suspected Abuse of a Child
22 KBA-AR – Public Records Request
Ms Galvin noted that this year’s OSBA adjustments to Board policies mostly center on formatting and updates from the last legislative session One example
is that the Board policies will no longer highlight specific diseases under health and safety but rather reference communicable diseases as a general category School practice is to adopt the majority of policies, so long as they pertain to virtual schools
Ms Galofteanu 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 updates to Board policies as presented Ms Galofteanu seconded the motion
RESOLVED to APPROVE the updates to Board policies and removal of superseded policies as presented
The motion passed unanimously.
VII. Oral Report
A. Financial Report
1. Financials - Year to date through April, 2024
Mr. Nielsen shared an update on year to date financial statements through April 30th for the school and Boone building. Total revenue is at 98% of forecast through April, however expenses are at only 78% of forecast year-to-date. State School Fund revenue has already exceeded the forecast for the year with more to come after end of school-year settle ups. The most recent State School Fund payment for 23-24 was over 3.4 million dollars, making total revenue approximately 4 million above projections due to increases in enrollment The most recent payment from the State School Fund also included a 2 million dollar settle-up payment from the 22-23 school year Most expenses are in line with the budgeted amount, except for variable expenses that are based on enrollment and therefore above budget due to higher enrollment Compensation and benefits expenses are on target However, by the end of the year, compensation will run higher than budget due to Board-approved retention stipends to be paid in June
Ms Moyer asked about the origin of the increased State School Fund payment
Mr Nielsen noted that the 23-24 increase is due to higher enrollment and the 22-23 increase was due to the total state-wide settle-up related to the amount paid per student As the State School Fund year lasts 26 5 months, the school always tries to estimate so that there will be a positive adjustment at the end of that term rather than funds owed
B School Leader’s Report
1
School Leader Report (attached) a) School update
(1) Enrollment and ITR
(2) School updates
(3) Events
Ms Galvin shared an update on school enrollment, events and the annual performance audit School enrollment has increased by 50 students in the last month to a total of 2686 students ITR continues to be strong for the 24-25 school year
Recent events include Outdoor School, Prom, and the final Wilsonville Hangout of the year Outdoor School was attended by approximately 60 5th graders and held at Hopkins Demonstration Forest. This was the first year that Middle School and High School leadership students helped as volunteers. Ms. Galvin noted that while the school cannot make donations, SYS made a donation to Hopkins on behalf of the school to thank them for hosting Outdoor School. Prom was greatly enjoyed by students, who had chosen a Star Wars theme for the May 4th event. The final Hangouts of the year was well attended and featured science experiments in the parking lot for K-8 students. Upcoming events include Spring Celebration and Graduation.
School updates included the AVID virtual showcase, Best of the Midvalley Awards, and results of the annual performance audit. ORCA staff presented the first ever AVID showcase from a virtual school with participation from schools across the nation. It was so well received, that they have been asked to present 3 showcases next year The school is once again a finalist for Best Charter School in the Best of the Midvalley Awards and hopes to secure the title for the 4th year in a row Finally, the annual performance audit results are out The site visit went well and Ms Galvin has been asked to present at the summer OSBA conferenc, giving two sessions about ORCA’s operations This is the first time that a virtual school has been asked to present
VIII Information Items
A Outreach Update
In the absence of Outreach Coordinator Laura Dillon, Dr Schweitzer shared an update on Outreach efforts There has been good attendance at Salem Saturday Market with plans to continue hosting a school booth through August
Social media has had strong interactions Virtual Info Sessions have been well attended with good teacher participation The school has been offered some free
options for tv advertising, filling spots left by political ads after the recent election’s completion The school also continues a good partnership with KOIN
B Facilities Update
Mr Meyer shared the facilities report for May 2024 Mill City continues to develop infrastructure at 909 Santiam Blvd Mr Meyer is completing paperwork with the city and county land use offices In Wilsonville the HVAC replacement has been ordered and will be scheduled once parts arrive at the contractor’s site He noted that AVID, Science, and CTE programs are looking forward to transformations in the maker space
C State Relations
Dr. Schweitzer shared some proactive measures the school is taking ahead of the next legislative session. He, Ms. Galvin and Lobbyist Kristine Phillips Everts will be meeting with Representatives Cramer, Hudson, and McIntire and Senator Weber to keep and foster relationships ahead of the long session next year. School funding promises to be a hot topic next year in light of calls from a group of superintendents to review school funding in the state. Lobbying efforts intend to ensure that ORCA is not cut out of funding during any reshuffle. Advocacy will be around the needs and rights of virtual school students and that they are equal to those of students in a building. A notable past example of underfunding is that virtual schools have historically been denied SIA funding.
D. Board Updates
1. Preparation for the Annual Meeting in June
a) Executive Session for School Leader Evaluation
Dr Schweitzer noted that the Executive Director evaluation process is starting in the next few weeks with facilitation by SYS Education He, Ms Walter, and Mr Nielsen will be working on input for the director’s evaluation by the Board They will make recommendations to the Board for evaluation of the Executive Director, and the Board will accept or reject those recommendations as they see fit
Ms Galvin noted that at the June meeting, the Board will go into executive session to complete her evaluation
b) Board composition
(1) Proposed 2024-25 Board composition
Ms Galvin noted that Mr Brown and Ms Brady are up for renewal at the next session Terms and roles for next year will need to be reviewed and updated at the annual meeting
c) Proposed board schedule for 2024-25
At the June meeting, the Board will need to approve changes to the proposed schedule of meetings for the year If time adjustments need to be made, those will be approved at the June meeting
IX Adjournment
Ms Galofteanu moved to adjourn the meeting
Ms Brady seconded the motion
The meeting was adjourned by Ms Galofteanu at 1:00 p m
Next regular meeting date: June 26, 2024 at 12:00 p.m. PDT in Zoom