Board Meeting Minutes 10/18/23

Oregon Charter Academy (ORCA) Approved November 15, 2023 MINUTES OF THE BOARD OF DIRECTORS’ MEETING Wednesday, October 18, 2023 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 Mr. Brown called the meeting to order at 12:18 p.m. when all members who were present could hear each other.

[Marsha Moyer joined the meeting at 12:24] II.

Roll Call Board Members present: Joseph Brown, Kim Thatcher, Marsha Moyer Board Members absent: Bobbie Jager, Misty Galofteanu Members of the Public present: Jennifer Brady School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Lori Walter, Mary Ellen Mansfield, John Meyer, 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. Thatcher moved to approve the agenda.

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Ms. Moyer seconded the motion.

RESOLVED, that the agenda for the October 18, 2023 meeting of the Board of Directors of Oregon Charter Academy is hereby approved.

The motion passed unanimously.

V.

Board Updates A. Acceptance of board resignation from member Bobbie Jager Ms. Galvin informed the Board that Board member Bobbie Jager has resigned.

She expressed gratitude for her years of service.

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. Thatcher moved to accept Bobbie Jager’s resignation.

Ms. Moyer seconded the motion.

RESOLVED, to APPROVE acceptance of the resignation of Board member Bobbie Jager effective immediately.

B. Review and consideration of Jennifer Brady to fill the vacancy for the remainder of the term, set to expire at the annual meeting in June 2024 Ms. Galvin introduced Board member candidate Jennifer Brady to the Board.

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. Thatcher moved to approve Jennifer Brady to fill the vacant position on the Board.

Ms. Moyer seconded the motion.

RESOLVED, to APPROVE new Board member Jennifer Brady to fill the Board vacancy for the remainder of the term, set to expire at the annual meeting in June 2024.

VI.

Consent Agenda A motion was made and seconded as follows.

Ms. Thatcher moved to approve the consent agenda.

Ms. Moyer seconded the motion.

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

RESOLVED, to APPROVE the consent items, A. Approval of Minutes from the August 23, 2023 Board Meeting B. Approval of September Staffing report C. Approval of October Staffing Report D. Approval of Expenditure Summary Report - August E. Approval of Expenditure Summary Report - September F. Approval of Legal Invoice(s) - September G. Approval of Legal Invoice(s) - October H. Approval of Bank Reconciliation - August I. Approval of Bank Reconciliation - September J. Approval of research at Oregon Charter Academy, including the use of historical data (non-identifiable) accessible from the Student Information System by doctoral candidate Allison Galvin.

The motion passed unanimously.

VII.

Action Items A. Review and consideration of contract renewal with ORCA Lobbyist, Summit Strategies Ms. Galvin noted that the contract with the school’s lobbying Kristine Evertz of Summit Strategies is up for renewal. The school has requested that the rate for services not increase this year due to the short legislative session and potential for unstable enrollment.

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. Thatcher moved to approve the contract as presented.

Ms. Moyer seconded the motion.

RESOLVED, to APPROVE the contract with Summit Strategies as presented.

The motion passed unanimously.

B. Review and consideration of the updated Board policies as presented by Oregon School Boards Association (OSBA) 1. BD/BDA - Board Meetings 2. BDC - Executive Sessions 3. GCBDA/GDBDA – Family Medical Leave, Version 1 4. GCBDA/GDBDA-AR(1) – Family Leave, Version 1 5. GCBDF/GDBDF – Paid Family Medical Leave Insurance, Version 1 6. GCPC/GDPC – Retirement of Staff

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Ms. Galvin noted that there have been several updates to the wording of existing policies that brings them into compliance with recently passed legislation.

Updates include incorporation of Paid Leave Oregon plans into Board policy.

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. Thatcher moved to approve the updated policies as presented.

Ms. Moyer seconded the motion.

RESOLVED, to APPROVE the updated Board policies as presented.

The motion passed unanimously.

C. Review and consideration of the intent to renew the charter contract with the Santiam Canyon School District Ms. Galvin stated that the school’s charter will be up for renewal in 2025. In anticipation of next year’s long legislative session, school leadership are moving to renew the contract during the current school year for a 10-year term.

Ms. Thatcher asked how the proposed renewal would impact the school if leadership at Santiam Canyon SD were to change in ways that are unfavorable to the school.

Ms. Galvin noted that the proposed contract will include terms related to how the district must treat the school and the terms and conditions of the financial relationship.

Ms. Galvin also noted there will need to be a Board designee chosen to work with the director on charter renewal documentation.

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. Thatcher moved to approve the intent to renew communication with Santiam Canyon School District.

Ms. Moyer seconded the motion.

RESOLVED, to APPROVE the Intent to Renew communication to Santiam Canyon School District.

Ms. Thatcher moved to approve Board Chair, Joseph Brown, to act as the Board’s designee in this matter.

Ms. Moyer seconded the motion.

FURTHER RESOLVED to APPROVE the Board Chair to act as Board Designee to work with the Executive Director on all renewal process documentation.

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

The motion passed unanimously.

[Marsha Moyer left the meeting at 12:40] D. Review and consideration of staff retention stipend Ms. Galvin summarized ORCA’s current enrollment and history of minor salary increases over the past 3 years. Given that the school seems to be experiencing a new normal in terms of enrollment and remains financially strong due to investments and property, Ms. Galvin recommended that the Board approve a retention stipend to be dispersed to staff during this school year. The stipend would consist of a $2500 payment to each staff in December and another in June with potential for the June stipend to be as large as $3500 if enrollment trends continue upward. The stipend would be prorated according to FTE. This would be in lieu of a COLA during the current school year.

Ms. Mansfield noted that she stands behind the financial proponent of this plan.

Ms. Galvin shared that this will be strategic in the face of strikes and contract challenges across the state. This will speak highly to the responsiveness of leadership to the needs of staff.

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. Thatcher moved to approve the stipend as presented.

Ms. Brady seconded the motion.

RESOLVED, to APPROVE up to a $6000 retention stipend as presented, where $5,000 is guaranteed and the remaining $1,000 will be up to the discretion of the school’s executive leadership team based on end-of-year enrollment and financials.

The motion passed unanimously.

E. Review and consideration of shifting board meetings to a 12:00 start time for the remainder of the 2023-24 school year Ms. Galvin noted that with time constraints for various board members, the noon timeframe may allow more board members to consistently attend 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. Thatcher moved to approve the start time change.

Ms. Brady seconded the motion.

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

RESOLVED, to APPROVE a 12:00 p.m. start time for meetings during the 2023-24 school year.

The motion passed unanimously.

VIII.

Oral Report A. Financial Report 1. August and September financials a) School and Boone Building update Ms. Mansfield shared Balance Sheets and Expense Statement for the start of the 23-24 SY. The same information is presented but in a new format, including additional columns that pull information directly from the accounting system. The new statements are simpler to prepare and tie directly to the accounting system without needing to be manipulated in Excel. The revenue and expense statement now shows income and expenses for both the Boone building, the school, and the total operations as a whole.

Ms. Mansfield stated that the cash balance remains healthy along with the $6 million investment that was made last school year.

At the end of the first fiscal quarter, 33% of budgeted revenue has come in due to the double payment in July. Only 15% of the salaries and labor budget has been spent as teacher summer pay is tied to last year’s contracts and budget. Finally purchased services are on track at 25% due to large start-of-year expenditures to SYS, Santiam Canyon SD, and curriculum subscriptions.

B. School Leader’s Report 1. Enrollment Ms. Galvin shared an update on school enrollment: as of the report date, the enrollment was at 2135 students and is now at 2184. This indicates that marketing is having a positive impact on enrollment numbers.

2. September student events Ms. Galvin shared about Open House in Mill City. Despite lower enrollment, more students attended Open House this year than last. This provided a vital engagement opportunity for students as they began a new school year.

3. October student events and clubs

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Ms. Galvin shared a recap of school clubs and October events. In addition to recurring marquis clubs such as Esports and Book Battle, students propose new clubs each year. Club sign-ups are currently ongoing.

October is also National Bullying Prevention month. Various assemblies and counselor visits are taking place with a focus on kindness. Tomorrow is the Great Oregon Shakeout earthquake drill. Teachers will discuss earthquake safety with students. Finally, in-person student events continue to be well attended by students.

4. Annual report Ms. Galvin shared the annual report focusing on state assessment scores and noting that the school is still awaiting receipt of final financial audit documents from the auditors.

IX.

Information Items A. Outreach and Onboarding Update Dr. Schweitzer shared that the school is currently advertising with a variety of television outlets. Yesterday teacher Tim Keene and an ORCA student were interviewed on AM Northwest.

The marketing team have done a variety of face-to-face events in the last month including ComicCon and a Homeschool fair. There are many families who have registered as Homeschool post-covid. ORCA is a great alternative that these families may not know is available.

B. Facilities Update Mr. Meyer shared that in Mill City, water main expansions are still ongoing. There have been minimal interruptions to service at the facility. Annual repairs on external facility lighting are happening within the next month. The Wilsonville facility is still having issues with the AC in Suite 102. No update is yet available regarding the production of a replacement part. One tenant has changed their business name from West Chiropractic to Modern Movement Medicine. All tenants remain happy with the facility. Recent improvements to the facility include an active EV charger in the parking lot.

C. Legislative Update Dr. Schweitzer shared an update on the rules writing session for HB 3204. There is no resolution yet, but the feedback session allowed stakeholders, including those from virtual schools, to be involved in the process.

D. Board Updates

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.

Ms. Galvin suggested that the community resource team do a presentation to the Board next month. Board members expressed interest in this idea.

X.

Adjournment Ms. Thatcher moved to adjourn the meeting.

Ms. Brady seconded the motion.

The meeting was adjourned by Mr. Brown at 12:55 p.m.

Next regular meeting date: November 15, 2023 at 12:00 p.m. PT in Zoom

The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum. Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey.