9/25/19 Board Meeting Minutes

Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, September 25, 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

Mr. Kropf called the meeting to order at 12:38 p.m.

II.

Roll Call

Board Members Present: Joe Brown, Kim Thatcher, Jeff Kropf and Becky Badger (via phone); Board Members Absent: Bobbie Jaeger; Guests Present: Allison Galvin, Executive Director, (in person at the meeting location, which was open to the public); Todd Schweitzer, Laura Dillon, and Mary Ellen Mansfield, School Staff; Jim Kelleher, and Curtis Mason, Board Consultants; Zeke Rash, Emily Lee, Megann Arthur, Anne Parmley, Megan Holston, Jarrod Hogue and Tanya Lee, 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 September 25, 2019 meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved.

The motion passed unanimously.

V.

Oral Reports a. Retirement Planning Options Discussion Ms. Galvin and Mr. Schweitzer presented this item to the Board, and introduced Mr. Mason to review the retirement planning options in detail with the Board. Mr. Mason provided the Board with an overview of the services of the proposed retirement planning vendor, IPX, and the associated benefits of this vendor. The Board discussed their intent to move forward in accordance with the school’s procurement policies.

155 of 183

[Mr. Mason and Mr. Kelleher left the meeting at 12:57 p.m.]

Due to limited availability of some members of the Board, Mr. Kropf advised that the Board would consider all items requiring action before the oral reports.

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. h.

Approval of Minutes from the August 28, 2019 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 July and August; Approval of Summer School Invoice(s); and Approval of 2019- 2020 Base Salaries and Incentive Percentage and Career Ladder Positions; are hereby approved.

The motion passed unanimously.

VII.

Action Items

There were no action items at this time.

VIII.

Strategic Planning Transition of Services from POBL Discussion

a.

Ms. Galvin and Mr. Schweitzer presented these items to the Board. i.

Human Resources Ms. Galvin discussed with the Board the specific HR functions that will transition on January 1, 2020, and the planned timing of other functions before the end of the school year.

ii.

Payroll Services Ms. Galvin presented this item to the Board, noting that ADP will be the servicer for payroll and that this service will transition at the time of the other Human Resources functions transition, as previously discussed.

iii.

Insurance Options Mr. Schweitzer discussed with the Board that the school is currently reviewing insurance options and accompanying quotes. Mr. Schweitzer further noted that the school will be seeking approval from the Board of their recommended insurance option at a later date prior to the end of October.

[Ms. Thatcher left the meeting at 1:09 p.m.]

156 of 183

IX.

Oral Reports b. School Leader’s Report i.

Back to School Activities Update

Ms. Galvin discussed with the Board upcoming back to school activities specifically focusing on the school’s annual open house that is scheduled for September 27. Ms. Galvin encouraged Board members to attend this event where students meet their teachers and other students. ii.

Enrollment and Staffing Update

Ms. Galvin reviewed the school’s current enrollment numbers with the Board, as well as students in all stages of the enrollment process. She discussed with the Board that the current school enrollment is in line with the status of enrollment at this time in the previous school year. The Board discussed the enrollment data in detail with Ms. Galvin, specifically inquiring about withdrawal data. c.

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 discussed with the Board the updated forecast based on the enrollment and associated sponsor fee. She further reviewed the balance sheet, as well as revenue and expense statements.

X.

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.

Outreach Update

Ms. Dillon provided the Board with an update on ongoing outreach activities. She reviewed the ongoing virtual and in-person onboarding sessions taking place across the state. She further updated the Board on the positive feedback received from resource fairs being held that include both newly enrolled and returning students and families. Lastly, Ms. Dillon discussed the NASA Program and the Board shared their appreciation of the school staff who support this program. c.

School Leadership Team (PSLT) Update

Mr. Rash presented to the Board on behalf of POBL’s Partner School Leadership Team. He discussed the highlights of the Monthly School Report, specifically noting positive metrics in math and in completion of staff onboarding activities for newly enrolled students.

157 of 183

Teacher Professional Development Products and Services for the 2019-2020 School Year

i.

Mr. Rash reviewed the professional development products and services for school staff, as offered

by POBL for the 2019-2020 school year. He discussed the various levels and delivery models of professional learning opportunities available to staff members and advised of the new and improved curated catalog of content to allow for a more personalized professional development experience. Mr. Rash also highlighted the additional training and development opportunities offered by school leadership. d.

Board Relations Update

Ms. Arthur provided the Board with an update on this item. i.

Board Members as Mandatory Reporters

Ms. Arthur discussed with the Board the effective date of the associated legislation, as well as the resources available for training on the subject. Ms. Arthur further noted general guidance on this requirement available in the Board meeting materials. The Board discussed this requirement in detail.

XI.

Adjournment and Confirmation of Next Regular Meeting Date – October 23, 2019 at 12:30 p.m. PT

The next meeting is scheduled for October 23, 2019 at 12:30 p.m. There being no further business, the meeting was adjourned at 1:48 p.m.

158 of 183