Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, January 22, 2020 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
Mr. Kropf called the meeting to order at 12:54 p.m. II.
Roll Call
Board Members Present: Joe Brown, Jeff Kropf, and Becky Badger (in person), Kim Thatcher (via phone); Board Members Absent: Bobbie Jaeger; Guests Present: Allison Galvin, Executive Director, Laura Dillon, John Meyer, Matthew Lacy, Laura Howard, Todd Schweitzer and Mary Ellen Mansfield, School Staff; Matt Lowe, Board Counsel; (in person at the meeting location, which was open to the public); Zeke Rash, 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
Mr. Kropf asked if Board members would like to request any changes be made to the Agenda. There being no changes noted, a motion was made and seconded as follows: RESOLVED, that the Agenda for the January 22, 2020 meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved. The motion passed unanimously.
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V.
Oral Reports School Leader’s Report
a. i.
Special Programs Update Ms. Galvin and Ms. Howard presented this item to the Board. Ms. Howard provided the Board with data on the graduation rate and the impact of student mobility on that rate. The Board discussed the special programs available at ORCA that foster student success. Enrollment and Staffing Update
ii.
Ms. Galvin reviewed current enrollment levels at the school, as well as student transition into the second semester. She discussed the timeline for the upcoming student Intent to Return (ITR) process. Additionally, Ms. Galvin advised the Board on the successful transition of Human Resources services and the staff’s appreciation of the transition. Financial Report
b.
Mr. Corkran reviewed the financial information contained in the Board materials with the Board, providing specific information on the income statements, budget and forecast for the school year. He reviewed the balance sheet, revenue, and expense statements detailing specific expenses. Additionally, Mr. Corkran discussed the school’s projected fund balance with the Board, as included in the Board materials. VI.
Consent Agenda
Mr. Kropf 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. g.
Approval of Minutes from the November 20, 2019 Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of POBL Invoices for November and December; and Approval of School Calendar for the 2020-2021 School Year; are hereby approved.
The motion passed unanimously. VII.
Action Items a.
Approval of the Student Handbook for the 2020-2021 School Year
Ms. Galvin presented this item to the Board. She discussed the intent to have Board Counsel review the current version of the Handbook prior to the start of enrollment. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Student Handbook for the 2020-2021 School Year, pending Board Counsel review, is hereby approved. The motion passed unanimously. 32
b.
Approval of the Employee Handbook (effective July 1, 2020)
Ms. Galvin presented this item to the Board. She discussed the work undertaken by her team on this Handbook and the intent to have Board Counsel review prior to the start of the school year. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Employee Handbook (effective July 1, 2020), pending Board Counsel review, is hereby approved. The motion passed unanimously. VIII.
Information Items a.
State and Strategic Client Relations (SSCR) Update
Mr. Hogue provided an update on recent legislative activities which may impact the school. He further updated the Board on the date of the upcoming Virtual Schools Capital Day. [Ms. Thatcher left the meeting at 1:29 p.m.] b.
Outreach Update
Ms. Dillon provided the Board with an update on ongoing outreach activities for prospective families. She discussed with the Board the number of outreach sessions held to date and the number of attendees who became enrollees. Ms. Dillon further updated the Board on the success of the School’s 2019 gift drive. Mr. Schweitzer and Ms. Galvin then updated the Board on outreach sessions the school is conducting for currently enrolled families to discuss platform changes for the upcoming school year. c.
School Leadership Team (PSLT) Update
Mr. Rash presented to the Board on behalf of POBL’s Partner School Leadership Team. School Operations Metrics
i.
Mr. Rash 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. IX.
Strategic Planning a.
Strategic Plan Update
Ms. Galvin presented this item to the Board. She provided a brief overview of educational program and operational initiatives in progress, as well as items yet to be finalized with regards to the transition of school services.
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b.
Approval of Scope of Work Agreement with Instructure for LMS Custom Development
Ms. Galvin presented this item to the Board, and advised of the materials included in the Board package. She discussed with the Board the need to utilize Instructure to manage attendance efficiently. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Scope of Work Agreement with Instructure for LMS Custom Development, as presented, is hereby approved. The motion passed unanimously. X.
EXECUTIVE SESSION – To review and evaluate the employment-related performance of the chief executive officer of any public body, a public officer, employee or staff member who does not request an open hearing – Executive Director’s Mid-Year Review – pursuant to ORS § 192.660 (1) and (2) (i)
The Board entered into an Executive Session at 1:59 p.m. via a roll call vote of all Board members present, pursuant to ORS § 192.660 (1) and (2) (i) to review and evaluate the employment-related performance of the chief executive officer or any public body, a public officer, employee or staff member who does not request an open hearing – Executive Director’s Mid-Year Review. Board members in attendance were: Mr. Kropf, Ms. Badger, and Mr. Brown. The following individuals were also in attendance at the request of the Board: Mr. Lowe, Mr. Rash, Ms. Arthur, and Ms. Lee. All others left the meeting at this time. The Board concluded its Executive Session at 2:17 p.m. via roll call vote. No action was taken during Executive Session. XI.
Adjournment and Confirmation of Next Regular Meeting Date – February 20, 2020 at 12:30 p.m. PT
The next meeting is scheduled for February 20, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 2:18 p.m.
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