Oregon Charter Academy (ORCA) Approved - May 28, 2025
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, April 23, 2025 at 12:15 p.m. PT
Held at the following location: Via Zoom Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
Mr Brown called the meeting to order at 12:16 p m when quorum was reached and all members who were present could hear each other
II. Roll Call
Board Members present: Joseph Brown, Laura Dillon, Misty Galofteanu [left the meeting at 12:47 p.m. and returned at 12:52 p.m.], Jennifer Brady [joined at 12:21 p.m.]
Board Members absent: Kim Thatcher
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Steve Nielsen, John Meyer, Molly Fisher, Matt Bergdall, and Rachel Reid.
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
Dr Galvin requested the following additions to the agenda: Action Item K “Acceptance of board resignation from member Misty Galofteanu effective upon the successful recruitment of a replacement board member,” and Action Item L “Approval of the board recruitment process to seek potential board members to fill the board vacancy”
There being no further changes to the proposed agenda, a motion was made and seconded as follows
Ms Dillon moved to approve the agenda as amended
Ms Galofteanu seconded the motion
RESOLVED, that the revised agenda for the April 23, 2025 meeting of the Board of Directors of Oregon Charter Academy is hereby approved as amended
The motion passed unanimously
[Jennifer Brady joined at 12:21 p m ]
V School Spotlight
A. 2025-27 Integrated Guidance Plan Presentation
Mr. Meyer reminded the board that the application for High School Success (HSS), Continuous Improvement, Early Identification and Intervention, Career/Technical Education (CTE), and Student Investment Account grants is a combined process that requires a presentation before the Board of the programs being funded. While ORCA only qualifies to receive the HSS, Continuous Improvement, and CTE grants, the school will be submitting the full grant application to the state for the 2025-27 biennium.
Mr. Meyer highlighted the stakeholder involvement in developing the Integrated Guidance Plan. Key staff consulted include executive and high school leadership, the community resource advisor, the social and emotional learning committee, the on-track to graduation committee, and the high school cabinet Community input was sought via the school’s synchronous parent group meetings, student activities, and online and social media discussion forums such as the Parent Facebook Group In addition, the school conducted a detailed needs assessment taking into account student career goals, the school report card and improvement plan, and feedback from the community and industry professionals
Mr Meyer went on to share the school’s expectations and goals for use of these funds Funding from HSS and Continuous Improvement grants will be used to bolster existing programs aimed at increasing graduation rate and student engagement, seeking data-guided and equity-minded solutions to challenges facing struggling students CTE funding will support and expand the career and technical education opportunities available to students The CTE team hopes to offer two new pathways during the biennium: Emergency Medical Response and Trades The team also plans to secure participation in career exploration from all grade 7-12 students
Finally, Mr Meyer noted that today the board will need to vote to approve the plan It will then be submitted for state approval before April 30th
Ms Dillon commended the work done by the team to prepare the information for board presentation She shared her excitement to see where these programs go in the next couple of years
VI Consent Agenda
A motion was made and seconded as follows
Ms Dillon moved to approve the consent items as presented Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the February 26, 2025 Board Meeting
B Approval of April Staffing report
C. Approval of the 2025-26 Benefits Guide
D Approval of Suicide Prevention and Response Plan
E Approval of Expenditure Summary Report – February
F. Approval of Expenditure Summary Report – March
G Approval of Legal Invoice(s) – March and April
H Approval of Bank Reconciliation – February
I Approval of Bank Reconciliation – March
The motion passed unanimously.
VII.
Action Items
A. Review and consideration of the 2025-26 Proposed School Budget
Mr. Nielsen brought forth the proposed budget for the 2025-26 school year. He thanked the Board Budget Committee members, Joseph Brown and Misty Galofteanu, for their participation. He noted that since the committee met in March, the only change to the budget has been the addition of a staff position for a school psychologist The final draft of the budget still ends with revenue outpacing expenditure, including $1 million in planned reserve and $1 million earmarked for capital improvements Capital improvements would include updates to Suite 202, and roofing for a building in Mill City The budget is based on an average enrollment of 2650 students and the latest State School Fund estimate published in March
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 Dillon moved to approve the 2025-26 school budget as presented
Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the 2025-26 School Budget as presented
The motion passed unanimously
B Approval of Executive Director to execute all contracts and approve all expenditures as presented in the 2025-26 school budget
Dr Galvin reminded the board that she must be given approval to execute contracts and approve expenditures in the budget This allows the school to operate without consulting the board on each expense
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. Dillon moved to approve the Executive Director to execute contracts and approve expenditures in the 2025-26 school budget.
Ms. Galofteanu seconded the motion.
RESOLVED, to APPROVE the Executive Director to execute all contracts and approve all expenditures as presented in the approved 2025-26 school budget.
The motion passed unanimously.
C. Review and consideration of the 2025-26 Boone Building budget
Dr. Galvin noted that the Boone building has a separate budget from the operating budget of the school.
Mr Nielsen shared that the building budget will break even in terms of revenue and expenditures to operate the building and undergo regular maintenance
Dr Galvin also noted that while the building budget breaks even, owning the building does save the school a significant amount of money in the school budget that would otherwise go toward paying rent
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 Dillon moved to approve the 2025-26 building budget as presented Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the 2025-26 Boone Building budget as presented
The motion passed unanimously
D Approval of Executive Director to execute all contracts and approve all expenditures as presented in the 2025-26 Boone Building budget
Dr Galvin noted that approval is also required for her to execute contracts for the operation of the Boone building
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 Dillon moved to approve the Executive Director to execute contracts and approve expenditures in the 2025-26 Boone Building budget
Ms Brady seconded the motion
RESOLVED, to APPROVE the Executive Director to execute all contracts and approve all expenditures as presented in the 2025-26 Boone Building budget
The motion passed unanimously
E. Review and consideration of the 2025-27 Integrated Guidance application for the Oregon Department of Education
Dr. Galvin shared that the integrated guidance plan presented in the School Spotlight will need Board approval.
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. Dillon moved to approve the 2025-27 Integrated Guidance application. Ms. Brady seconded the motion.
RESOLVED, to APPROVE the 2025-27 Integrated Guidance application as presented
The motion passed unanimously
[Misty Galofteanu left the meeting at 12:47 p m ]
F Review and consideration of the new K-12 Health Curriculum
Mr Bergdall shared that, in response to newly adopted state standards, the school is required to adopt new health curricula beginning in the 2025-26 school year After review of available options, HealthSmart’s curriculum was found to exceed expectations from both an administrative and teaching perspective HealthSmart uses ODE criteria to provide digital instructional practices and meet age-appropriateness Approval would give students access to a state-approved, improved health curriculum
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 Dillon moved to approve HealthSmart as the K-12 Health Curriculum
Ms Brady seconded the motion
RESOLVED to APPROVE HealthSmart as the K-12 Health Curriculum
The motion passed unanimously
G Review and consideration of updates in Suite 102
Dr Galvin presented on the updates to be made in Suite 102 of the Boone Building Facilities Director John Meyer is seeking quotes to remodel flooring and fit the space to be better utilized by CTE programs Because the expected cost is below $50,000, the project will not need an RFP, but the school must get competitive quotes and secure Board approval for the expenditure
[Misty Galofteanu returned to the meeting at 12:52 p.m.]
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. Dillon moved to approve a budget of up to $50,000 for improvements to Suite 102.
Ms. Brady seconded the motion.
RESOLVED to APPROVE a budget of no more than $50,000 to make improvements to Suite 102 for usability in the Boone Building.
The motion passed unanimously.
H Review and consideration to initiate the Request for Proposal process to complete Suite 202 in the Boone Building, with the intent to spend up to $230,000
Dr Galvin shared that an RFP has been prepared and is in final review with the Board’s attorney She went on to describe the proposed project Suite 202 has no sound barrier in the ceiling, causing challenges in simultaneous use of both sides of the classrooms with large groups As the classified team who work in Suite 202 currently have to store food in a different office, the kitchen would also be updated to include a refrigerator A quote was provided by Pacific Sun who did the Suite 101 remodel, but it is an amount that will need the school to open an RFP and consider all bids submitted The school is seeking approval to spend up to $230,000 depending on the proposals provided in the RFP process
Mr Brown noted that he looks forward to the improvements to make the space more usable for meetings
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 Dillon moved to approve the initiation of the RFP process as presented Ms Galofteanu seconded the motion
RESOLVED to APPROVE initiation of the Request for Proposal process to complete Suite 202 in the Boone Building, with spending up to $230,000
The motion passed unanimously
I Review and consideration of a Board Building Committee to review and approve all proposals and contracts associated with the updates of Suite 202 in the Boone Building
Dr Galvin shared that the school will also need a Board Building Committee convened to review proposals received via the RFP Committee members would need to be available for a virtual meeting to score proposals during the last week of May.
Ms. Dillon and Ms. Brady volunteered to serve on the committee alongside key staff members.
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. Dillon moved to approve the Board Building Committee membership. Ms. Brady seconded the motion.
RESOLVED to APPROVE the Board Building Committee of Allison Galvin, Steve Nielsen, John Meyer, Laura Dillon and Jennifer Brady.
The motion passed unanimously
J Review and consideration of the Executive Director to execute all contracts and expenditures approved by the Board Building Committee for the updates of Suite 202
Dr Galvin noted that she will need to be given approval to execute contracts and expenditures approved by the Board Building Committee for the Suite 202 updates Again, this allows operations without convening a full Board meeting further down the road
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 Dillon moved to approve the Executive Director to execute contracts and approve expenditures approved by the Building Committee Ms Brady seconded the motion
RESOLVED to APPROVE the Executive Director to execute all contracts and approve all expenditures approved by the Board Building Committee for the updates of Suite 202
The motion passed unanimously
K Acceptance of board resignation from member Misty Galofteanu effective upon the successful recruitment of a replacement board member
Dr Galvin shared that Misty Galofteanu has indicated her intent to resign from the board She will continue to serve until a new member is approved
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. Dillon moved to approve the resignation of Misty Galofteanu. Ms. Brady seconded the motion.
RESOLVED to APPROVE the resignation of Board Member Misty Galofteanu, effective upon the successful recruitment of a replacement board member.
The motion passed unanimously.
L. Approval of the board recruitment process to seek potential board members to fill the board vacancy
Dr. Galvin shared that the board will need to allow her to open the process to recruit a new board member.
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 Dillon moved to approve the executive director to open the board recruitment process
Ms Galofteanu seconded the motion
RESOLVED to APPROVE executive director, Allison Galvin, to open up the board recruitment process in line with past practices
The motion passed unanimously
Mr Nielsen brought the financial reports for the period ending on March 31, 2025 At three quarters of the way through the year, expenditures and revenue do not exactly match 75% due to timing Revenue is at 86% of budget with expenses at 67% of budget Remaining State School Fund payments will be received in April and May, but no payment is received in June June expenditures will be slightly higher when balance of contract payments are made to non-returning staff Overall revenue and expenses are on track for a healthy fund balance
Dr. Galvin shared a report on happenings at the school. As of today, enrollment is at 3064 students. Intent to Return responses are growing steadily, with over 100 responses received yesterday. State testing is upcoming in May. Dr. Galvin noted that while state testing is easy to opt out of in the virtual space, staff encourage families to help the school showcase their learning via test participation. Student events this week include Outdoor School and Prom. Next month, Spring Celebration will be on May 16, and the last Regional Event will be a state-wide bowling event on May 30. Next Tuesday, the school has its annual performance audit with OSBA. After some shifts in their staffing, ODE will also send representatives to the audit to allow those in new positions to get to know ORCA Prep for the 2025-26 school year is underway with summer school and extra duty staff applications open Finally, third quarter metrics are now available They show many areas for celebration but some room for growth in math pass rates
IX Information Items
A Outreach Update
Dr Galvin introduced the board to Molly Fisher who is taking over outreach updates from Laura Dillon after her retirement
Ms Fisher shared that during the last two months, the school had 146 posts, over 1400 engagements, and 57 post-link clicks, marking a 533% increase in post-link clicks from the previous two months Top posts featured the HOSA Leadership Conference and the NASA Inflight Educational Downlink
Ms Fisher also shared about outreach events over the past two months Filming for All Access with Andy Garcia has wrapped Virtual Info sessions continue, with Ms Fisher and Isla Gearhart taking the reins from Ms Dillon The outreach team
continues to participate in Salem Saturday Markets They had conversations with 56 families at the most recent market
B Facilities Update
Mr Meyer gave an update on the school's facilities For Mill City, he is collecting bids for storage facility roof repairs due to recurring leaks The Wilsonville Suite 101 remodel is complete, and maintenance work is being scheduled for the upcoming fiscal year
C Legislative Update
Dr Schweitzer shared events of the most recent legislative session Efforts in this session focused on HB 2583 that would have given non-EMO-managed virtual charter schools access to Student Investment Account (SIA) funds. ORCA’s lobbyist put together HB 2583 in collaboration with other large virtual schools in the state. Six school leaders testified before the House Education Committee in support of the bill, emphasizing that access to these funds would help students in marginalized groups. There was bipartisan support for the bill at the time of testimony, however Vice-Chair Neron killed the bill shortly before it went to the floor. In total there were over 90 testimonies in favor of the bill. One testimony from a parent, published in the Oregonian, directly addressed Neron’s actions. The message was sent clearly that this will not be the last effort to access SIA funds.
Ms. Dillon thanked the team for their work on the bill and shared her regrets that it was not passed at this juncture.
D Board Updates
Dr Galvin stated that she will send an invite for a special board meeting on May 5th to allow public comment and get the RFP moving for Suite 202 The notice of the meeting has been published in the requisite daily journal of commerce
X Adjournment
Ms Dillon moved to adjourn the meeting
Ms Galofteanu seconded the motion
The meeting was adjourned by Mr Brown at 1:21 p m
Next regular meeting date: May 28, 2025, at 12:15 p m PST in Zoom