Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, September 26, 2018 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 12:35 p.m. II.
Roll Call
Board Members Present: Jeff Kropf, Joseph Brown, and Becky Badger (in person); Board Members Joined During Meeting: Kim Thatcher (via phone); Board Members Absent: Bobbie Jager; Guests Present: Allison Galvin, Executive Director; Todd Schweitzer, John Meyer and Laura Dillon, School staff; Ted Ochs, Megann Arthur, Brian Rosta, and Josh Daniels, Pearson Online & Blended Learning (POBL) staff (in person at the meeting location, which was open to the public); Kristin DeGroff, Dion Golatt, and Tanya Lee, (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 26, 2018 meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved. The motion passed unanimously.
V.
Oral Reports a. Facilities Update Mr. Golatt provided an update on this item. He reviewed the Intent to Bid forms for the additional school facility, as well as all posting requirements. Additionally, Mr. Golatt provided a brief review of the procurement process for all bids, including a required on-site pre-bid meeting. [Mr. Golatt left the meeting at 12:44 p.m.] b. School Leader’s Report i.
Back to School Activities Update
Ms. Galvin discussed with the Board upcoming back to school activities, including an Open House scheduled for later in the week, which will include a meet and greet with school staff. 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. Additionally, she provided an overview of the school’s alignment with state law in regards to attendance record keeping. Ms. Galvin discussed the methodology of reporting, which has contributed to a disparity in the accurate collection of student participation in comparison to local brick and mortar schools. [Ms. Thatcher joined the meeting at 12:54 p.m.] Board members held additional discussion on the school’s attendance procedures, as well as ongoing communications with students. Ms. Galvin further discussed school testing completion rates, and advised that completion rates remained higher than comparisons with local districts. iii.
High School Success Programs Report
Ms. Galvin introduced Mr. Meyer to the Board, who provided the Board with information regarding the school’s High School Success Programs. He highlighted various components of the programs, including the use of Measure 98 funds for CTE and Student Engagement programming. Board members discussed the success programs in detail, including the anticipated cost per student, as well as additional grant funds currently being applied for in order to compliment Measure 98 funds. 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 further reviewed the balance sheet, revenue, and expense statements.
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 22, 2018 Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of Invoice from Connections Education for Summer School 2018; Approval of Connections Academy of Oregon, LLC Invoices for July and August;and Approval of Revision(s) to the Employee Handbook: Student and Family Communications Policy; are hereby approved.
The motion passed unanimously. [Ms. Thatcher left the meeting at 1:50 p.m.] VII.
Action Items a. Approval of Request for Proposal (RFP) and Invitation to Bid, and Authorization for Board President to Finalize and Execute all Associated Documentation on Behalf of the Board Ms. Galvin reviewed Mr. Golatt’s discussion earlier in the meeting, regarding school facilities. Board members discussed the Request for Proposal documentation, as included in the Board package. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the request for proposal (RFP) and invitation to bid, and authorization for Board President to finalize and execute all associated documentation on behalf of the Board, as presented, is hereby approved. The motion passed unanimously. b. Approval of Creation of Advisory Panel to the Board Ms. Arthur reviewed the Advisory Panel documentation, as provided in the Board materials. She advised that the document had been reviewed by Board Counsel, and his recommendations included. Ms. Arthur further reviewed the purpose of the Advisory Panel, including the intent that any Advisory Panel member shall remain on the panel until the Board or panel member requests removal. Mr. Kropf nominated former Board member Anne Marie Gurney, as an advisory panel member. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the creation of an Advisory Panel to the Board of Directors, as discussed, and FURTHER RESOLVED, that Anne Marie Gurney as the first member of the Advisory Panel, as discussed, is hereby approved. The motion passed unanimously.
c.
Approval of Board Designee for Annual School Handbook Review
Ms. Arthur reviewed the annual school handbook review process, and the advantages of having a designee from the Board to work with school leadership and POBL support staff on the document review process, prior to the final draft presentation to the Board. She further reviewed the timeline for the dissemination and discussion of all handbook documentation, and reminded Board members of the previous handbook designees, and the Board discussed who would be best suited to act in this capacity. Board members recommended Joseph Brown to act as Designee and he agreed to represent the Board in this capacity. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that Joseph Brown as Board Designee for annual school handbook review, as discussed, is hereby approved. The motion passed unanimously. [Ms. DeGroff and Ms. Lee left the meeting at 4:58 p.m.] d. Approval of Board Training and Conference Attendance for the 2018-2019 School Year Ms. Arthur reminded the Board of discussion at the last meeting regarding upcoming trainings and conferences that have been identified that may interest members of the Board. The Board had discussion on training opportunities, and the value in both national conferences, as well as a local retreat on school-specific and legislative topics toward the end of the school year, to include their Board Counsel. Board members further discussed the Board training and activities budget, and their support of Board members attending training opportunities. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Board training and conference attendance for the 2018-2019 school year, including the National Charter Schools Conference, National School Boards Association Annual Conference, and an On-site Retreat opportunity, as discussed, is hereby approved. The motion passed unanimously. VIII.
Information Items a.
State and Strategic Client Relations (SSCR) Update
Mr. Daniels provided an update on recent legislative activities which may impact the school. Board members had extensive discussion on the legislative climate in the state. b.
School Leadership Team (PSLT) Update
Dr. Rosta presented to the Board on behalf of POBL’s Partner School Leadership Team. i.
State of the School, School Improvement Planning and Focus Goals
Dr. Rosta presented this item to the Board. He provided the Board with a preview of items currently being finalized for presentation at the Board’s next meeting, including a thorough review of progress on the previous school year’s goals, the school improvement plan and staff efforts toward specific initiatives, both completed and ongoing. Mr. Rosta further advised that Ms. Galvin would be presenting the proposed school focus goals for the current school year for the Board’s consideration, as well.
c.
Outreach Update
Ms. Dillon provided the Board with an update on ongoing outreach activities, including SmartStart sessions, and virtual information sessions. Board members had discussion with school leadership and OBL support staff regarding specific outreach activities. d.
Overview of 2018-2019 Items for Board Consideration
Ms. Arthur reviewed the outline of items planned to be presented for Board consideration throughout the current school year. She further advised the Board that the document was fluid, and items may be included, omitted, or considered on a varied timeline based on a number of factors, including state submission and enrollment deadlines, as well as school need for student support. IX.
Strategic Planning a.
Approval of Strategic Plan Documentation
Ms. Galvin provided the Board with an update on the Strategic Plan documentation, including work done following the May retreat to finalize the current version of the Plan. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Strategic Plan Documentation, as presented, is hereby approved. The motion passed unanimously.
X.
Adjournment and Confirmation of Next Meeting Date on Wednesday, October 24, 2018 at 12:30 p.m.
The next meeting is scheduled for Wednesday, October 24, 2018 at 12:30 p.m. There being no further business, the meeting was adjourned at 2:51 p.m.