11/20/19 Board Meeting Minutes

Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, November 20, 2019 at 12:30 p.m. PT Held at the following location and via teleconference: 833 NW Santiam Boulevard Mill City, OR 97360 _____________________________________________________________________________________________ I.

Call to Order

In Mr. Kropf’s absence, Ms. Badger called the meeting to order at 12:34 p.m.

II.

Roll Call

Board Members Present: Joe Brown, Kim Thatcher, and Becky Badger (via phone); Board Members Absent: Jeff Kropf, and Bobbie Jaeger; Guests Present: Allison Galvin, Executive Director, Laura Dillon, School Staff (in person at the meeting location, which was open to the public); Todd Schweitzer and Mary Ellen Mansfield, School Staff; Brian Rosta, Emily Lee, Megann Arthur, Megan Holston, Gary Corkran, and Jarrod Hogue, Pearson Online and Blended Learning (POBL) staff (via phone).

III.

Public Comment

There were no comments at this time.

IV.

Routine Business a.

Approval of Agenda

Ms. Badger asked if Board members would like to request any changes be made to the Agenda. The Board moved the Strategic Plan Report item (a) and the Consent items to the beginning of the agenda. A motion was made and seconded as follows: RESOLVED, that the Agenda for the November 20, 2019 meeting of the Board of Directors of Oregon Connections Academy, as amended, is hereby approved.

The motion passed unanimously.

V.

Strategic Planning a.

Strategic Plan Report

Ms. Galvin reviewed the Strategic Plan Report, as included in the Board materials.

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i.

Benefits Enrollment Ms. Galvin advised the Board of the upcoming benefits transition date and outlined the impacts of the transition. She reviewed her recommendations with the Board to minimize impact to specific sub groups as part of the benefits transition. Ms. Galvin further reviewed the short-term disability benefit with the Board and her accompanying recommendations. The Board discussed both recommendations in detail. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the School Leader Recommendations for additional employer contribution to benefits program for sub groups, and FURTHER RESOLVED, that the School Leader Recommendations Regarding Short Term Disability Benefits, as presented, are hereby approved.

The motion passed unanimously.

ii.

Business Manager Position Ms. Galvin presented this item to the Board. She requested that the Board move the start date for the full time Business Manager position to January 1, 2020 to best accommodate the needs of the school. The Board discussed the request with Ms. Galvin. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Move of the Start Date for Full-time Business Manager Position to be January 1, 2020, as presented and discussed, is hereby approved.

The motion passed unanimously.

Business Insurance: Workers Compensation Coverage

iii.

Ms. Galvin presented this item to the Board. She advised the Board that with the school’s transition to its own payroll, the school will need to obtain a worker’s compensation insurance policy. The Board discussed their desire to appoint a Board designee to work with Ms. Galvin on the procurement of a worker’s compensation policy. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Board President as Board Designee to work with the Executive Director to finalize workers compensation insurance, as presented and discussed, is hereby approved.

The motion passed unanimously. iv.

Facilities

Ms. Galvin presented this item to the Board. She advised the Board of the need to renew the lease at the school’s Wilsonville facility. The Board discussed their desire to appoint a designee to work with Ms. Galvin on the finalization of the lease. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Board President as Board Designee to work with the Executive Director to finalize lease at Wilsonville Facility, as presented and discussed, is hereby approved.

The motion passed unanimously.

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VI.

Consent Agenda

Ms. Badger asked the Board members whether there were any items from the Consent Items that they wanted moved to Action Items for discussion. There being no changes noted, a motion was made and seconded as follows: RESOLVED, the Consent Items: a. b. c. d. e. f.

Approval of Minutes from the October 23, 2019 Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; and Approval of POBL Invoices for October; are hereby approved.

The motion passed unanimously.

[Ms. Thatcher left the meeting at 1:00 p.m.]

VII.

Oral Reports School Leader’s Report

a.

Ms. Galvin advised the Board of the school’s enrollment progress.

Special Programs Update

i.

Ms. Galvin presented this item to the Board. She advised the Board of the school’s first annual holiday drive for families in need as well as the school’s winter reading challenge and canned food drive. Board members requested additional information on the school’s holiday gift drive.

Financial Report

b.

Ms. Holston reviewed the financial information contained in the Board materials with the Board, providing specific information on the budget and forecast for the school year. Ms. Holston further reviewed the balance sheet, revenue, and expense statements detailing specific expenses. Ms. Holston discussed the school’s projected fund balance with the Board as included in the Board materials.

Board Support Update

i.

Ms. Holston advised the Board that going forward, Mr. Corkran will be supporting the school as their School Financial Services support representative.

VIII.

Action Items

There were no action items at this time.

IX.

Information Items a.

State and Strategic Client Relations (SSCR) Update

Mr. Hogue provided an update on recent legislative activities which may impact the school.

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b.

Outreach Update

Ms. Dillon provided the Board with an update on ongoing outreach activities. She updated the Board on the school’s various in person and online outreach sessions specifically detailing the virtual smart start sessions for newly enrolled families. c.

School Leadership Team (PSLT) Update

Mr. Rosta presented to the Board on behalf of POBL’s Partner School Leadership Team. i.

School Operations Metrics Mr. Rosta reviewed the first quarter school operations metrics for ORCA as included in the Board materials, highlighting the school’s performance as compared with other POBL partnering schools of similar size and years in operation.

ii.

School Leader Review Process Mr. Rosta outlined the annual school leader review process with the Board. He reminded Board members that the process includes feedback from the Board through a survey. Mr. Rosta further reminded the Board that Ms. Galvin’s mid-year review will be discussed during the January meeting and the final review will take place during the Board’s Annual Meeting in June. He also reiterated the importance of Board member participation in the review process.

X.

Adjournment and Confirmation of Next Regular Meeting Date – January 22, 2020 at 12:30 p.m. PT

The next meeting is scheduled for January 22, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 1:27 p.m.

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