Oregon Charter Academy (ORCA) Approved - September 24, 2025
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, August 27, 2025 at 12:00 p.m. PT
Held at the following location: Via Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
In the absence of board president Joe Brown, Ms Mansfield called the meeting to order at 12:05 p m when quorum was reached and all members who were present could hear each other
II Roll Call
Board Members present: Jennifer Brady [left at 12:13 p.m.], Laura Vaucher, Mary Ellen Mansfield
Board Members absent: Joseph Brown, Kim Thatcher
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff: Todd Schweitzer, Todd Shaffer, Steve Nielsen, Molly Fisher, Rachel Reid, John Meyer [joined at 12:08 p.m.].
III. Public Comment
None
IV Routine Business
A Approval of the Agenda
Ms Mansfield asked if any changes needed to be made to the agenda
Ms Galvin requested a change to the consent agenda Under item B Staffing Report, she noted that Michelle Buczynski is listed as a new hire, but has also resigned as of 8/21/2025
There being no other changes to the proposed agenda, a motion was made and seconded as follows
Ms Vaucher moved to approve the agenda as amended
Ms Brady seconded the motion
RESOLVED, that the agenda for the August 27, 2025 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
[John Meyer joined the meeting at 12:08 p m ]
V Consent Agenda
A motion was made and seconded as follows
Ms. Vaucher moved to approve the consent agenda. Ms. Brady seconded the motion.
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the June 25, 2025 Annual Board Meeting
B. Approval of August Staffing report
C Approval of Expenditure Summary Report - June
D Approval of Expenditure Summary Report - July
E. Approval of Legal Invoice(s) - August
F. Approval of Bank Reconciliation - June
G Approval of Bank Reconciliation - July
The motion passed unanimously
VI Action Items
A Approval of Officers for the 2025-2026 School Year
Dr. Galvin gave a brief summary of officers' roles and the need to approve them for the coming school year. The school board must have a president, vice president, secretary, and treasurer. She noted that in his absence, Mr. Brown had expressed his willingness to serve in any role the board deems necessary.
Ms. Mansfield shared that she would be willing to be Treasurer.
Ms. Vaucher agreed to step into the role of Vice President.
Ms Brady volunteered to stay in the role of Secretary
Ms Mansfield asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Vaucher moved to approve the officers for the 2025-26 school year as discussed Ms Brady seconded the motion
RESOLVED, to APPROVE the officers for the 2025-26 Oregon Charter Academy School Board as follows:
1 President - Joseph Brown
2 Vice President - Laura Vaucher
3. Secretary - Jennifer Brady
4 Treasurer - Mary Ellen Mansfield
The motion passed unanimously.
[Ms Brady left the meeting at 12:13 p m ]
VII Oral Report A Financial Report
1 June Financials - Draft 2024-25 Fiscal Year
Mr Nielsen shared the unaudited financial statements from the 2024-25 school year, noting that the annual financial audit is still in preparation He brought attention to the income statement where trends continued to match what was reported in June The ending fund balance increased by $5 5 million, and revenue was 115% of budget due to increased enrollment There was also a revenue true-up of $1 8 million from 2023-24 that allowed the school to offer a retention stipend, paid to staff in June Total expenses were at 102% of budget at the end of the year resulting in the increase to the school’s ending fund balance Overages in expenses were due to enrollment-tied expenditures that increased alongside enrollment
2 July Financials
Mr. Nielsen shared financial statements from July of 2025. Activity reflected in the statement includes the double State School Fund payment received each July, curriculum contract renewal expenditures, standard payroll and insurances, and the transfer of $3 million into the school’s Local Government Investment Pool account. Mr. Nielsen also noted that interest in the annuities owned by the school is credited in May and recorded on the July financial statements as well.
B. School Leader’s Report
1. Enrollment
Dr Galvin shared an update on 2025-26 enrollment She noted that when comparing enrollment numbers to last year, the Applicant column is lower this year because of refinements to the process that result in more realistic numbers of potential enrollees As of today there are 2371 students enrolled at ORCA Last year at this time, there were 2261 enrolled students
2 School Year Kick-Off
a) Welcome back staff
Dr Galvin shared about events related to staff returning to work and new teacher training There are 17 new staff members this year The theme for the August All Staff meeting was “moving from good to great ”
b) Open House
Open House will be held on September 12th at Santiam Elementary. The new superintendent from Santiam Canyon SD has been invited to attend.
c) Summer school recap
Summer school wrapped up in July. In total, 321 students participated across the various summer programs. There were over 700 courses completed by high school students, 12 9th graders met the requirements to be considered on track for graduation, and 16 additional seniors graduated.
d) Accreditation
During the 2025-26 school year, ORCA will undergo its accreditation process This review and certification of school practices occurs every 5 years with a check-in after year 3 The virtual site visit for accreditation will be held in the last week of October
3 Best of the Mid-Valley
The Best of the Mid Valley awards were held this month, with school outreach staff Isla Gearhart and Molly Fisher attending to receive ORCA’s awards For the 5th year in a row, ORCA won Best Charter School, as well as Best Place to Work, Best Employer, Best Overall Leadership, and Best Boss
4 Conflict of interest statements
Dr Galvin shared that all board members must complete conflict of interest statements annually and undergo a background check Ms Reid will be sending conflict of interest statements for board members to complete within the next week
5 2024-25 4th quarter metrics
Finally, Dr Galvin shared end of year metrics from 2024-25 She noted that these show baseline data as new goals were determined for the school at the start of 2024-25 Moving forward this data will allow school leaders to compare and track how special populations are served
VIII Information Items
A. First reading of the annual updates to board policies as presented by the Oregon School Boards Association (OSBA)
1. IGBAB/JO-AR – Education Records/Records of Students with Disabilities, Required
2. IKF - Graduation Requirements**, Conditionally Required
3. JO/IGBAB-AR – Education Records/Records of Students with Disabilities, Required
4. JOA – Directory Information**, Required
Dr Galvin shared a first reading of updated policies from OSBA She noted one policy that she does not recommend the board adopt at this time: there is a new executive order that cell phones will no longer be allowed in school However, due to the fact that many of ORCA’s students access their school via a cell phone, Dr. Galvin recommends that the board not adopt the OSBA policy on this topic, but instead defer to existing technology use policies at the school.
These policies do not need to be approved at this time They will be brought for approval at the next meeting.
B Outreach Update
Ms Fisher shared an update on outreach efforts through the end of July In June and July there were 146 posts, over 2 million impressions, 2,695 engagements, and 166 post-link clicks Top posts covered Cynthia Lofts - Edynamics Teacher of the Year, and Graduation The outreach team attended several Lunch and Play events this summer as well as Salem Saturday Market
Ms Vaucher asked how much traffic came through the Lunch and Play events
Ms Fisher noted that the engagement differed based on location and weather
C Facilities Update
Mr Meyer brought a report on happenings in the various facilities In Mill City, bids for exterior building painting and parking lot striping are underway Lighting changes in the older wing of the building are being scheduled to improve working conditions for that team
In Wilsonville, kitchen work in Suites 101 and 102 is almost complete, and the Suite 202 remodel is nearing its completion In tenant spaces, ceiling tiles will be replaced in 103 due to some water damage from the unit above, and Suite 203 has a new tenant under a new lease On the building exterior, window washing, painting, and sidewalk pressure washing have all been completed this summer
Ms. Vaucher requested a video tour of the remodeled facilities for an upcoming meeting.
D. Board Updates
Dr. Galvin reminded the board of the plan to have an in-person board meeting and board training at the October meeting. She asked if there were any topics requested for the September meeting. None were requested at this time.
IX. Adjournment
The meeting was adjourned by Ms. Mansfield at 12:31 p.m.
Next regular meeting date: September 24, 2025 at 12:00 p.m. PT in Zoom