3/11/20 Board Meeting Minutes

Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, March 11, 2020 at 10:00 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 10:09 a.m.

II.

Roll Call

Board Members Present: Jeff Kropf, Kim Thatcher, Bobbie Jaegar and Becky Badger (via phone); Board Members Joined During Meeting: Joe Brown (via phone); Guests Present: Allison Galvin, Executive Director, Laura Dillon, John Meyer, Matthew Lacy, Matthew Bergdall and Joe Mogford, School Staff (in person at the meeting location, which was open to the public); Todd Schweitzer, Dan Vasen, Rachel Kazmierski and Mary Ellen Mansfield, School Staff; Zeke Rash, Emily Lee, Megann Arthur and Gary Corkran, Pearson Online and Blended Learning (POBL) staff (via phone).

III.

Public Comment

There were no comments at this time.

IV.

Audit Committee, Committee of the Entire Board a.

Approval of Audit Firm Engagement for the 2019-2020 School Year Financial Audit

Ms. Badger reviewed the audit firm engagement letter, as included in the Board materials. She advised the Board that the audit firm was the same the Board had engaged for the previous school year, and reviewed the anticipated audit-related charges and scope of services. She further advised the Board that the estimate of audit-related charges was similar to the previous school year. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the engagement of Pauly, Rogers, and Co., P.C. for the 2019-2020 school year financial audit, as presented, is hereby approved.

The motion passed unanimously.

V.

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: 26

RESOLVED, that the Agenda for the March 11, 2020 meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved.

The motion passed unanimously.

VI.

Oral Reports School Leader’s Report

a. i.

Intent to Return Ms. Galvin reviewed the school’s staff and students known intent to return documentation received to date, as well as withdrawals and those who are as of yet undecided. She indicated that the students’ intent to return number was 2,050 as of the meeting, and that the process is ongoing.

ii.

Special Programs Update Ms. Galvin asked Mr. Meyer to provide the Board with an update on this item. Mr. Meyer reviewed the veterinary science pathway program planned for next fall, as well as additionally expanding pathway offerings. Board members discussed the curriculum overview sent, and changes being made, including CTE and medical science programs expected to be available for career development.

iii.

Enrollment and Staffing Update Ms. Galvin reviewed current enrollment and staffing levels at the school, indicating that current enrollment was 4,314 as of the meeting.

Ms. Galvin provided a Coronavirus response general update; she advised that the school has had several enrollments of families concerned with children in their local schools. She further indicated that the school has sent communications to families and staff highlighting usual precautions, as well as state and local health department recommendations for schools and group gatherings.

[Mr. Brown joined at 10:20 a.m.]

Ms. Galvin discussed the potential impact the virus may have on state testing upcoming in April.

She and the Board further discussed the likelihood that more families will choose to opt out of testing due to the coronavirus. The Board had extensive discussion of potential options for testing, and the advantages of online education for families concerned about the virus. b.

Financial Report

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.

Ms. Galvin and OBL support team members had discussion regarding benefits and other service payments, including the timing of specific services transitions.

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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. There being no changes noted, a motion was made and seconded as follows: RESOLVED, the Consent Items: a. b. c. d. e. f. g. h.

Approval of Minutes from the January 22, 2020 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 January; Approval of Revised Board Governance Policies: Board Delegation Policy; and Approval of Revision(s) to the 2019-2020 School Year State Specific School Handbook: Chaperone Policy / Students Driving to Sanctioned Events; are hereby approved.

The motion passed unanimously.

VIII.

Strategic Planning

Ms. Galvin suggested the Board review the Budget Process Update prior to other Strategic Planning items. Board members were supportive of the agenda modification.

Ms. Galvin reviewed the budget development process expected, as well as the timing of a draft to be available and state deadlines associated, and requested for Board designees to work closely with the school. Board members discussed the most appropriate members to act in this capacity, and nominated the Board President and Board Treasurer as designees. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Board President and Board Treasurer as Board Designees to work with School Leadership on the development of the School Budget for the 2020-2021 School Year, as discussed, is hereby approved.

The motion passed unanimously.

[Ms. Mansfield left the meeting at 10:41 a.m.] a.

Review and Consideration of Curriculum Adoption

Ms. Galvin and Mr. Bergdall presented this item to the Board. Ms. Galvin reviewed the teachers’ ability to individualize and customize curriculum and coursework through the planned program. She further detailed the ways the proposed curriculum will work within Canvas, the school’s new learning management platform.

Mr. Bergdall provided an overview of the curriculum, and how it aligns with school and state standards. He reviewed NCAA standard requirements and highlighted specific aspects of the new curriculum. Mr. Bergdall provided a detailed and comprehensive overview of the resources for mathematics, reading, and writing, including supplemental program options, Discovery Education and an Experience Suite which brings reality into content. He highlighted the social studies curriculum with practical situations, hands on math and science, and the CTE curriculum offerings to include medical science curriculum and credit recovery.

Board members had discussion on American and World History offerings, as well as the school’s plans for comprehensive education and social and emotional learning, noting that the school’s mission and vision are directly tied to these topics. The Board further discussed a popular health survey that is distributed to students in various area districts. There being no further discussion, a motion was made and seconded as follows: 28

RESOLVED, the Curriculum adoption, as discussed, is hereby approved.

The motion passed unanimously. b.

Review and Consideration of Facility Needs

Ms. Galvin requested that Mr. Meyer to present this item to the Board. Mr. Meyer advised the Board on the school’s need for technology hardware (servers, printers, scanners, fax machines and a phone system). He reviewed the proposed lease for equipment and managed services to include security, protection from malware, back up of data, cloud space, and general support. Mr. Meyer further indicated that they had performed a price comparison on purchasing hardware versus Pacific Office Automation, and advised that leasing via Pacific is more cost effective. Board members discussed the options for the length of the lease, and the life expectancy of equipment. Mr. Meyer further discussed the proposals for phone system, as well as print services. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the information technology managed hardware and support services with Pacific Office for a 24 month lease, as discussed; and FURTHER RESOLVED, that the Google Voice phone system; and FURTHER RESOLVED, that the printer services and document management with Pacific Office, as discussed, are hereby approved.

The motions passed unanimously. c.

Student and Staff Handbooks Update

Ms. Galvin advised the Board that the final versions of both handbooks were included within the Board materials for review. She further confirmed Board Counsel had reviewed and supported both handbooks. d.

Review and Consideration of New Staff Positions

Ms. Galvin reviewed the school’s desire to hire several positions before the next school year, to ensure appropriate onboarding prior to the start of the school year. Ms. Galvin advised that there would be minimal budget impact to the current budget; she requested the Communications Director and Director of Human Resources positions be available for hiring prior to July 1. Following a brief discussion, a motion was made and seconded as follows: RESOLVED, that the School Leader hiring of a Communications Director and Director of Human Resources prior to July 1, 2020, as discussed, is hereby approved.

The motion passed unanimously. e.

Budget Process Update

This item was discussed earlier in the meeting.

IX.

Information Items a.

State and Strategic Client Relations (SSCR) Update

There was no update at this time.

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b.

Outreach Update

Ms. Dillon provided the Board with an update on ongoing outreach activities for prospective families. She highlighted upcoming virtual outreach sessions, in person sessions beginning in April, if allowed. Ms. Dillon further reviewed statistics on engagement via social media, as well as a local radio station who recently highlighted the work of an ORCA student. i.

NASA Partnership Mr. Vasen presented this item to the Board. He reviewed recent and upcoming livestream opportunities for students to learn more about air pressure and space suits, living on Mars and the history of space travel. Mr. Vasen advised that the school had been accepted into the Arris Program where they can meet an international space station crew via a broadcast.

He further noted that the school was 1 of 10 schools in the U.S. to win the honor, and he noted that the school plans to hold a live assembly at the school and a virtual experience for those who are remote.

c.

School Leadership Team (PSLT) Update

Mr. Rash presented to the Board on behalf of POBL’s Partner School Leadership Team. He expressed kudos to the school on exceeding math goals set earlier in the school year.

X.

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

The next meeting is scheduled for April 22, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 11:48 a.m.

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