Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, May 27, 2020 at 12:30 p.m. PT Held at the following location and via teleconference: Via Teleconference due to State Precautions regarding Public Health and Safety During COVID-19 Pandemic
1(800) 504-8071; 143-8598# _____________________________________________________________________________________________ I.
Call to Order
Mr. Kropf called the meeting to order at 12:34 p.m. when all participants were present and able to hear each other. The meeting was open to the public and held via teleconference due to state precautions regarding public health and safety during the COVID-19 pandemic. II.
Roll Call
Board Members Present: Jeff Kropf, Joe Brown, Becky Badger, Kim Thatcher and Bobbie Jaegar (via phone); Guests Present: Allison Galvin, Executive Director, Laura Dillon, Jason Horton, Todd Schweitzer and Mary Ellen Mansfield, School Staff; Jarrod Hogue, Emily Lee, Megann Arthur and Gary Corkran, Online and Blended Learning (OBL) staff (all 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 May 27, 2020 meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved. The motion passed unanimously. V.
Oral Reports a.
School Leader’s Report Ms. Galvin introduced Mr. Horton, the school’s new Communications Director, to the Board. Mr. Horton provided the Board with an overview of his experience. 32
COVID-19 Response Update
i.
Ms. Galvin advised the Board of ongoing efforts by staff during the pandemic and discussed funding impacts due to the COVID-19 pandemic. Graduation Plans
ii.
Ms. Galvin presented this item to the Board. She reviewed the upcoming graduation ceremony, which will be held virtually on June 5, and advised of the staff’s ongoing work to ensure a successful commencement. Enrollment and Staffing Update
iii.
Ms. Galvin reviewed current enrollment numbers with the Board, as well as positions open for which the school is currently hiring for next school year. Performance Audit Update
iv.
Ms. Galvin updated the Board on the recent virtual site visit and noted that she anticipates receiving the audit report in the fall. Budget Development Update
v.
Ms. Galvin advised the Board of the work within the school’s budget committee, noting that they are awaiting per pupil funding projections under the extended ADM funding model before finalizing a proposed budget. The Board held discussion on anticipated per pupil funding under the extended ADM state funding model as well as anticipated funding for the upcoming school year. 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 discussed with the Board the changes in the forecast in line with the current state guidance on funding. The Board held discussion on the new forecast. Mr. Corkran then reviewed the balance sheet, revenue, and expense statements detailing specific expenses. He further noted changes in anticipated expenses due to the COVID-19 public health crisis. 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 April 22, 2020 Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of OBL Invoices for April; and Approval of Board President as Board Designee to Approve Summer Staffing Decisions for the 2020- 2021 School Year; are hereby approved.
The motion passed unanimously. 33
VII.
Action Items a.
Approval of Social Media Policy
Mr. Horton presented this item to the Board, providing an overview of the policy as included in the Board meeting materials. The Board discussed specific provisions within the policy with Mr. Horton. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Social Media Policy, as presented, is hereby approved. The motion passed unanimously. VIII.
Strategic Planning a.
Transition Status Update
Ms. Galvin advised the Board of the status of transition items, referring the Board to the meeting materials outlining a roadmap and timeline of progression in transition planning. b.
Approval of School and Board Liability Insurance
Mr. Schweitzer provided the Board an overview of the coverage options, as included in the Board meeting materials. The Board discussed the coverage options in detail. Mr. Kropf advised the Board that he will recuse himself from voting on this item as he has a conflict of interest with the proposed provider. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that School and Board Liability insurance coverage option two, as discussed, are hereby approved. The motion passed with four (4) affirmative votes and one (1) abstention from Mr. Kropf, as previously discussed. c.
Approval of Board Per Diem
Mr. Kropf advised the Board of the recommendation to create a policy for Board Per Diem for Board meeting attendance. The Board discussed this recommendation in detail. The Board expressed their intent to create a draft policy for Board Per Diem for reimbursement of travel and travel related expenses for Board meetings and school related events, to be considered by the Board at a future meeting. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that Board President to work with Board Counsel to create a Board Per Diem policy for Board consideration, as discussed, is hereby approved. The motion passed unanimously. IX.
Information Items a.
State Client Relations (STAR) Update
Mr. Hogue provided an update on recent legislative activities which may impact the school. 34
Outreach Update
b.
Ms. Dillon provided the Board with an update on ongoing outreach activities for prospective families. Ms. Dillon advised the Board of virtual information sessions as well as social media outreach to educate prospective families on the school’s program. Mr. Horton updated the Board on the student intent to return numbers as well as the number of new enrollment applications. The Board discussed the enrollment conversion rates specifically amidst the COVID-19 pandemic. School Leadership Team (PSLT) Update
c.
Mr. Rash presented to the Board on behalf of OBL’s Partner School Leadership Team. i.
Planning for School Leader Performance Review Mr. Rash 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. Rash further reminded the Board that Ms. Galvin’s 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 Board Relations Update
d.
Ms. Arthur presented this item to the Board. i.
Board Meetings Schedule for the 2020-2021 School Year
Ms. Arthur advised the Board of the draft Board meeting schedule included in the Board meeting materials. The Board held discussion on the optimal timing for Board meetings and expressed their intent to maintain the current meeting schedule. X.
Adjournment and Confirmation of Annual Meeting Date – June 24, 2020 at 12:30 p.m. PT
The annual meeting is scheduled for June 24, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 1:59 p.m.
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Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS SPECIAL MEETING Tuesday, June 9, 2020 at 8:00 a.m. PT Held at the following location: Via Zoom due to State Precautions regarding Public Health and Safety During COVID-19 Pandemic Zoom: https://oregoncharter.zoom.us/j/9677090995 _____________________________________________________________________________________________ I.
Call to Order
Mr. Kropf called the meeting to order at 8:09 a.m. when all participants were present and able to hear each other. The meeting was open to the public and held via video and teleconference due to state precautions regarding public health and safety during the COVID-19 pandemic. II.
Roll Call
Board Members Present: Jeff Kropf, Kim Thatcher, Joe Brown and Bobbie Jaegar (via video and teleconference); Board Members Absent: Becky Badger; Guests Present: Allison Galvin, Executive Director, Todd Schweitzer, Jason Horton and Mary Ellen Mansfield, School Staff; Megann Arthur, Online and Blended Learning (OBL) staff (via video and teleconference). III.
Public Comment
There were no comments at this time. IV.
Routine Business
Mr. Kropf asked if Board members would like to request any changes be made to the Agenda. Board members indicated their desire to add iHeartMedia Advertising Expenditure to Action Items for the meeting. There being no additional changes noted, a motion was made and seconded as follows: RESOLVED, that the Agenda for the June 9, 2020 Special Meeting of the Board of Directors of Oregon Connections Academy, as amended, is hereby approved. The motion passed unanimously. V.
Oral Reports a.
School Leader – Graduation
Ms. Galvin advised the Board that the recent ceremony went very well and indicated that she will provide additional details at the regular June Board meeting.
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VI.
Action Items a.
Review and approval of the 2020-2021 annual budget
Ms. Galvin and Ms. Mansfield presented this item to the Board. Ms. Galvin began by reviewing the current draft budget documentation, as included in the Board materials. She first reviewed the projected enrollment, as well as the anticipated annual revenue from all sources. Ms. Galvin detailed the areas of the budget with variances anticipated, and noted conservative budgeting in certain areas. She highlighted staff compensation and other significant expense areas. Ms. Galvin and members of the Board discussed the anticipated funding reductions, and the impact those would have on the draft budget. The Board also discussed the ADM process and funding received by the school for the current school year. Board members had discussion on the legislative process and potential legislative actions that could impact the school and the budget. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the 2020-2021 school year annual budget and all included scenarios, as presented, is hereby approved. The motion passed unanimously. iHeart Radio Advertising Expenditure Ms. Galvin briefly reviewed the current funds budgeted for outreach efforts. Mr. Horton reviewed recent discussions with iHeart Radio representatives, and all options presented to the school. He reviewed the three (3) options provided, and advised that the first two were for three (3) months, and the third for six (6). Mr. Horton indicated that the school has ruled out the first option, and then presented details of the subsequent two to Board members. Mr. Horton recommended Option #3 to the Board and the associated approximately $93k expenditure, detailing all apps and web advertising options included, as well as the number of impressions and commercials the school would receive. He further advised of the costs and advantages to the 6 month option going into the holiday season, the best season for radio traffic. Board members had discussion on the outreach options available throughout the state, as well as those proposed by iHeart radio. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the iHeart Radio Advertising Option #3 and Associated Expenditure, as presented, is hereby approved. The motion passed unanimously. b.
Board per diem policy
This item was tabled to the Board’s next meeting. VII.
Adjournment and Confirmation of Annual Meeting Date – June 24, 2020 at 12:30 p.m. PT
The annual meeting is scheduled for June 24, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 8:46 a.m.
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