Oregon Charter Academy (ORCA) Approved - May 28, 2025
MINUTES OF THE BOARD OF DIRECTORS’ SPECIAL MEETING
Monday, May 5, 2025 at 12:15 p.m. PDT
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 12:15 p m when all members were present and could hear each other
II Roll Call
Board Members present: Joseph Brown, Jennifer Brady, Kim Thatcher, Misty Galofteanu, Laura Dillon
Board Members absent: None
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Steve Nielsen, John Meyer, Rachel Reid
III. 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 Dillon moved to approve the agenda as presented
Ms Thatcher seconded the motion
RESOLVED, that the agenda for the May 5, 2025 special meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
A Exemption from Competitive Bidding for a Public Improvement Contract
Mr Nielsen presented a brief summary of findings regarding the exemption from competitive bidding for the Suite 202 facility remodel He noted that the process follows that undertaken in August to prepare for the Suite 101 remodel RFP Mr Nielsen shared that the findings compiled support seeking an exception from competitive bidding and using the Design-Build alternative method for contracting Benefits of choosing this method include cost-savings, a shorter contract timeline, and reduction in risk of error by managing the project through one contract
Mr Nielsen went on to share next steps For the school to opt to use the Design-Build alternative, it must be advertised in the daily journal of commerce, allowing for public comment if any, and then be adopted by the board. If the board adopts this option today, the school will publish the RFP tomorrow on the school website and the Oregon Buys public procurement site. The RFP will be open for approximately 3 weeks before the school begins to review bids.
Ms. Dillon requested a reminder on what remodels are going to be done in Suite 202.
Mr. Nielsen summarized that the board has approved a cost up to $250,000 for remodel of Suite 202.
Dr. Galvin noted that the ceiling in 202 is open and does not provide a good sound barrier during meetings. The project will make the rooms more usable for meetings, by installing a consistent, acoustic ceiling This will include adjusting the HVAC system to allow space for the new ceiling tiles The Suite 202 kitchen will also get an update to make it better fit the needs of the staff who work in that office
Mr Meyer also shared that there will be some reworking of the audio-visual system in Suite 202 as they reinstall around the ceiling work
V Action Items
A Review and consideration of exemption from competitive bidding requirement and authorizing the design-build alternative contracting method for the remodel of Suite 202 in the Wilsonville Boone Building (Resolution 5A-5-5-25)
Mr Brown asked the Board if there were any questions or discussion needed following the public hearing There being none, a motion was made and seconded as follows
Ms Dillon moved to adopt the written findings in support of and exempting Oregon Charter Academy’s Wilsonville Building Remodeling Project from the
competitive bidding requirements and to use the Design-Build alternative method of contracting as outlined in Resolution 5A-5-5-25 Ms Galofteanu seconded the motion
RESOLVED, to ADOPT the written findings in support of and exempting Oregon Charter Academy’s Wilsonville Building Remodeling Project from the competitive bidding requirements and to use the Design-Build alternative method of contracting as outlined in Resolution 5A-5-5-25
The motion passed unanimously
VI Public Comment
VII. Adjournment
Ms. Dillon moved to adjourn the meeting.
The meeting was adjourned by Mr. Brown at 12:27 p.m.
Next regular meeting date: May 28, 2025 at 12:15 p.m. PDT in Zoom