APPROVED 02/20/2019 Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, January 23, 2019 at 11:30 a.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 11:32 a.m. II.
Roll Call
Board Members Present: Jeff Kropf, Joseph Brown, Becky Badger, and Kim Thatcher (via phone); Board Members Joined During Meeting: Bobbie Jager; Guests Present: Allison Galvin, Executive Director; Laura Dillon and Todd Schweitzer, School staff; Matt Lowe, Board Counsel; Jarrod Hogue, POBL staff; Amanda Lyles, Member of the Public (in person at the meeting location, which was open to the public); Crystal Howard and David Schmidt, Members of the Public; Emily Lee, Kristin DeGroff, Megann Arthur, Brian Rosta, and Tanya Lee, POBL staff (via phone). III.
EXECUTIVE SESSION – To discuss information or records that are exempt from public inspection (attorney client privileged communications) – pursuant to ORS § 192.660 (1) (f)
The Board entered into an Executive Session at 11:34 a.m. via a roll call vote of all Board members present, pursuant to ORS § 192.660 (1) (f), to discuss information or records that are exempt from public inspection (attorney client privileged communications). Board members in attendance were: Mr. Kropf, Mr. Brown, Ms. Badger, and Ms. Thatcher. The following individuals were also in attendance at the request of the Board: Ms. Galvin, Mr. Schweitzer, and Mr. Lowe. All others left the meeting at this time. The Board concluded its Executive Session at 12:30 p.m. via roll call vote. No action was taken during Executive Session. [Ms. Thatcher left the meeting, and Ms. Howard, Ms. Dillon, Mr. Schmidt, Ms. E. Lee, Ms. DeGroff, Ms. Arthur, Dr. Rosta, and Ms. T. Lee joined the meeting at 12:31 p.m.] IV.
Public Comment
There were no comments at this time.
V.
Routine Business a.
Approval of Agenda
Mr. Kropf asked if Board members would like to request any changes be made to the Agenda. The Board added Action Item (c) Approval of Laptop Refresh with RTI, Inc. The Board further moved Consent Item (a) Approval of Minutes from the November 28, 2018 Board Meeting, to Action Items for discussion. There being no further changes noted, a motion was made and seconded as follows: RESOLVED, that the Agenda for the January 23, 2019 meeting of the Board of Directors of Oregon Connections Academy, as amended, is hereby approved. The motion passed unanimously. VI.
Oral Reports a. School Leader’s Report i.
Enrollment and Staffing Update
Ms. Galvin reviewed current enrollment levels at the school, including students in all stages of the enrollment process. She further reviewed student transition into the second semester. [Ms. Lyles joined the meeting at 12:43 p.m.] b. Financial Report Ms. Lee 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. Lee further reviewed the balance sheet, revenue, and expense statements. VII.
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. The Board tabled Consent Item (c) Approval of Minutes from the January 10, 2019 Special Board Meeting, as Board Counsel noted they were not yet available for review. There being no further changes noted, a motion was made and seconded as follows: RESOLVED, the Consent Items: b. d. e. f. g. h. i. j. k.
Approval of Minutes from the December 6, 2018 Special Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of Connections Academy of Oregon, LLC Invoices for November and December; Approval of Livespeech Invoice(s); Approval of the 2019-2020 School Year General School Handbook; and Approval of the 2019-2020 School Year State Specific School Handbook, are 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. b.
Budget Development Process Update
Mr. Hogue reviewed the 2019-2020 budget development process with the Board. He advised the Board that the process starts with the funded enrollment target, and includes input from the Board and school leader. Ms. Lee further reviewed the budget development schedule, including the planned budget consideration in May. The Board thanked Mr. Hogue and Ms. Lee for the budget reminders. c.
Outreach Update
Ms. Dillon provided an update on recent communications with all Native American tribes within the state, and advised of the ongoing work to meet with each tribe regarding school outreach. She further advised of upcoming grassroots activities planned for student outreach. [Ms. Jager joined the meeting at 1:09 pm.] Additionally, Ms. Dillon reminded the Board of the upcoming National School Choice Week, as well as Martin Luther King, Jr. Day activities for students at the school. d.
School Leadership Team (PSLT) Update
Dr. Rosta presented to the Board on behalf of POBL’s Partner School Leadership Team. i.
School Operations Metrics
Dr. Rosta reviewed the data included in the Board materials, highlighting the school’s performance as compared with other Pearson Online and Blended Learning (POBL) partnering schools of similar size and years in operation. Board members discussed the metrics data with Dr. Rosta. [Ms. Thatcher rejoined the meeting at 1:18 p.m.] e.
Service Quality and Costs Under Educational Products and Services Agreement (EPSA) with Connections Academy of Oregon, LLC
Ms. Galvin reviewed the current products and services provided to the school through POBL. She advised the Board of a recent SWOT analysis completed by she and Mr. Schweitzer to analyze the school’s use and productivity with POBL services. Board members discussed potential budget models for future school years, as well as the potential consideration of various services to be handled by the school. Mr. Hogue inquired as to whether the Board would be amenable to allowing POBL to respond to the school’s SWOT analysis prior to the next meeting. Board members discussed the timeline for a response, as well as moving forward with requests for proposals from additional vendors for school products and services.
IX.
Action Items a. Review and Consideration of RFP Process for School Products and Services for the 2020-2021 School Year and Beyond Mr. Kropf advised of the discussion previously held regarding the request for proposals process. Mr. Lowe recommended that a Board designee(s) be appointed to work with Board Counsel and the School Leader on all RFPs. Ms. Galvin advised that she would draft a catalog of products and services to aid in the process. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that Jeff Kropf and Joe Brown as Board Designee(s) to work with the School Leader and Board Counsel to review and consider the RFP process for school products and services for the 2020-2021 school year and beyond, as discussed, is hereby approved. The motion passed unanimously. b. Approval of Funded Enrollment Target for the 2019-2020 School Year Ms. Galvin reviewed the proposed enrollment target for the 2019-2020 school year of 4,216 students and sought Board input in regards to the number. The Board had a discussion and agreed that this was a good target to set for the upcoming school year based on staffing and budget. The motion was made and seconded as follows: RESOLVED, the funded enrollment target for the 2019-2020 school year, as presented, is hereby approved. The motion passed unanimously. c. Approval of Expenditure for Laptop Refresh with RTI, Inc. Ms. Badger reviewed the need for school laptops to be updated, and the quote sent to the Board for this work. She advised of the costs associated with the repairs and cleaning to be completed, and noted that the expenditure was anticipated to be below $10,000. There being no further discussion, the motion was made and seconded as follows: RESOLVED, the Expenditure for Laptop Refresh with RTI, Inc., in an amount not to exceed $10,000, as discussed, is hereby approved. The motion passed unanimously.
d. Approval of Minutes from the November 28, 2018 Board Meeting Ms. Galvin reviewed the minutes from the November 28, 2018 Board meeting, and requested a revision to Action Item (b) Approval of Intent to Renew Communication to Santiam Canyon School District and Board Chair as Board Designee to work with the School Leader and POBL on all Renewal Process Documentation. She advised that “POBL� should be stricken from the motion. There being no further discussion, the motion was made and seconded as follows: RESOLVED, the Minutes from the November 28, 2018 Board Meeting, as amended, are hereby approved. The motion passed unanimously.
X.
Strategic Planning a. Charter Renewal Update Ms. Galvin provided an update on the school’s Charter renewal process, and advised of a recent visit from a representative of Santiam Canyon School District. She noted that the visit was well received, and that she anticipated a favorable outcome in regards to the school’s Charter renewal. Board members reviewed the timing of their next meeting, and agreed to reschedule the meeting to February 20, 2019, at 12:30 p.m. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the revision(s) to the Board Meeting Schedule for the 2018-2019 School Year, as discussed, is hereby approved. The motion passed unanimously.
[Ms. Jager, Ms. Lee, and Ms. DeGroff left the meeting at 1:58 p.m.] XI.
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 2:10 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, Mr. Brown, and Ms. Thatcher. The following individuals were also in attendance at the request of the Board: Dr. Rosta, Ms. Arthur, and Ms. Galvin. All others left the meeting at this time. The Board concluded its Executive Session at 2:29 p.m. via roll call vote. No action was taken during Executive Session. XII.
Adjournment and Confirmation of Next Meeting Date on Wednesday, February 20, 2019 at 12:30 p.m.
The next meeting is scheduled for Wednesday, February 20, 2019 at 12:30 p.m. There being no further business, the meeting was adjourned at 2:30 p.m.