Oregon Charter Academy (ORCA) Approved November 19, 2025
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, October 30, 2025 at 11:00 a.m. PT
Held at the following location: Via Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
Mr Brown called the meeting to order at 11:02 a m when quorum was reached and all members who were present could hear each other
II Roll Call
Board Members present: Joseph Brown, Jennifer Brady, Laura Vaucher, Mary Ellen Mansfield, Kim Thatcher [joined at 11:05 a.m.]
Board Members absent:
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Todd Shaffer, Steve Nielsen, John Meyer, Molly Fisher, 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
There being no changes to the proposed agenda, a motion was made and seconded as follows
Ms Vaucher moved to approve the agenda as presented
Ms Mansfield seconded the motion
RESOLVED, that the agenda for the October 30, 2025 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V Consent Agenda
Ms Mansfield inquired about the Ultrex Business Solutions line item on the expenditure report Dr Galvin explained that the school has moved to a new copy machine and printer provider for its offices
[Ms Thatcher joined the meeting at 11:05 a m ]
A motion was made and seconded as follows
Ms. Mansfield moved to approve the consent agenda as presented. Ms. Vaucher seconded the motion.
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the September 24, 2025 Board Meeting
B Approval of October report
C Approval of Expenditure Summary Report - September
D. Approval of Legal Invoice(s) - October
E. Approval of Bank Reconciliation - September
The motion passed unanimously
VI Action Items
A Review and consideration of contract renewal with ORCA Lobbyist, Summit Strategies
Dr Galvin shared that Kristine Evertz of Summit Strategies has been the school’s lobbyist for the past 5 years. She presented Summit’s standard annual contract renewal. The only change to the contract is a slight price increase.
Ms. Mansfield asked if the scope of work in the contract remains the same. Dr. Galvin confirmed that it does.
Mr. Brown asked the Board if there were any further questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Mansfield moved to approve the contract with Summit Strategies. Ms. Vaucher seconded the motion.
RESOLVED, to APPROVE the contract with Summit Strategies as presented.
Report
A Financial Report
1 Financials - Year to date through September 2025
Mr Nielsen shared financial statements from the first quarter of the fiscal year All items are tracking as expected at this time, and revenue continues to exceed expenses due to the double State School Fund payment received in July
Ms Mansfield asked if the school is still happy with the relationship with Key Bank.
Mr. Nielsen confirmed that school leadership is overall happy with Key Bank. They recently conducted an annual review of ORCA’s account which included an increase to interest rates on the operating accounts. Addressing concerns about the growth rate on the school’s fund balance, Mr. Nielsen shared that the move to investing with LGIP has helped to allow the fund balance to gain interest when not being used for operations.
B. School Leader’s Report
1. Enrollment
Dr Galvin shared that, as of the meeting time, enrollment was at 2,657 students, the enrollment average on which this year’s budget was based This also exceeds the Outreach team goal of having 2,650 students enrolled by October 30th
2 School events
Dr Galvin shared a recap of events around the school Student-driven clubs got up and running in October and provide both a social outlet and a behavioural motivator for students Regional events in the last month have included September Meet-and-Greets and October visits to pumpkin patches, graveyard tours, and college tours Finally, assembly themes for the month of October included “Stomp Out Bullying,” and “The Great Oregon Shakeout ”
3 Accreditation
Dr Galvin recapped the 5-year accreditation site visit that took place on Tuesday, October 28th During a two-month process, administrators prepared for the visit The auditor met with staff, students, and parents
throughout the day to hear about the good things happening at the school The school will receive its results within the next month
4 State testing scores
Dr Galvin shared the results of ORCA state testing as compared to the all-state scores ORCA’s students surpass state scores in almost all areas
5 Annual report
Dr Galvin shared the Annual Report with the exception of the Financial Audit Report She noted that while the financial audit is complete and the exit meeting has been conducted, the audit firm has not yet provided its report.
6. Strategic plan
Dr. Galvin reminded the board of the current strategic plan, which has run from 2021-2026. There has been tremendous growth and improvement over the last 5 years. She noted that it is time to focus on what is next and how the school can keep improving as leadership develops the next 5-year strategic plan.
VIII. Information Items
A. Outreach Update
Ms Fisher shared statistics and highlights from ORCA outreach in the last month She drew attention to a new outreach event, The Tualatin Pumpkin Regatta, where the team gave out flyers and interacted with prospective families There seemed to be significant interest among attendees, and 24 individuals have visited the school website thanks to the booth at the Regatta Ms Fisher also brought attention to the school’s new Spanish-language Virtual Info Sessions
Ms Vaucher asked how many people had been attending the Spanish info session
Ms Fisher said that, being a new offering, attendance is not large yet, but they are hoping to grow awareness about the option
Ms Vaucher asked what other efforts are being made to target Spanish-speaking families
Ms Fisher shared that the enrollment and outreach teams are actively coordinating to connect possible families with Spanish support and information in Spanish
B Facilities Update
Mr Meyer recapped the past month of maintenance in the facilities Painting and lighting updates are complete in MC He welcomed the team to the Wilsonville facility and previewed the tour they would go on before the afternoon session of Board Training
C Legislative Update
Dr Schweitzer reminded the board of efforts on the part of the school to pass legislation in the last session amending the appeal process for 3% denials and gave an update on impacts of that legislation ODE is now almost always overturning denials, citing that it is in the best interests of the student for them to enroll at ORCA.
Dr. Schweitzer also shared about an effort from ODE to revamp the Public Budgeting and Accounting Manual (PBAM) and replace the current Chart of Accounts (COA). He noted that ORCA leaders are joining other school business officers to give public comment on these changes.
Mr. Nielsen shared details of the proposed changes to the PBAM and the implementation timeline. He shared that while there are good reasons for changes, the scope of the changes and the timeline have caused pushback from most school business officers in the state. The new PBAM is expected to go into effect July 1, 2026, but most districts have determined that this timeline will be difficult to meet. ORCA business office staff are in process of completing a readiness survey that is due to ODE by December 1st
Dr Galvin also shared that the school is monitoring a proposed charter school bill and assessing its strategies in the short session
D Board Updates
Dr Galvin shared that the November 19th board meeting will most likely be a quick meeting, and there will be no meeting in December She asked the board if there were any school spotlight items they would like to hear
Ms Mansfield asked to hear a spotlight on AVID Dr Galvin agreed to prepare a spotlight for November and shared that AVID uses ORCA as their model school for national virtual showcases
IX Adjournment
Ms Vaucher moved to adjourn the meeting
Ms Mansfield seconded the motion
The meeting was adjourned by Mr Brown at 11:36 a m
Next regular meeting date: November 19, 2025 at 12:00 p m PT in Zoom