8/22/18 Board Meeting Minutes

Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, August 22, 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

In Mr. Kropf’s absence, Ms. Badger called the meeting to order at 12:33 p.m.

II.

Roll Call

Board Members Present: Joseph Brown, Anne Marie Gurney, Kim Thatcher, and Becky Badger; Board Members Joined During Meeting: Jeff Kropf; Board Members Absent: Bobbie Jager; Guests Present: Allison Galvin, Executive Director; Laura Dillon, School staff (in person at the meeting location, which was open to the public); Megann Arthur, Kristin DeGroff, Brian Rosta, Josh Daniels, and Tanya Lee, Pearson Online & Blended Learning (POBL) staff (via phone).

III.

Review and Acceptance of Resignation of Board Member, Anne Marie Gurney

Ms. Badger reviewed the resignation of Ms. Anne Marie Gurney with the Board. The Board expressed their thanks and gratitude for Ms. Gurney’s service on the Board. The Board briefly re-iterated their intent to create an advisory panel to the Board in the future, and their interest in Ms. Gurney serving on that panel; Ms. Gurney confirmed she was interested in the option. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the acceptance of the resignation of Anne Marie Gurney, effective immediately, is hereby approved.

The motion was approved unanimously IV.

Public Comment

There were no comments at this time.

V.

Routine Business a.

Approval of Agenda

Ms. Badger asked if Board members would like to request any changes be made to the Agenda. The Board tabled Action Item (b) Approval of Creation of Advisory Panel to the Board, and noted that it would be brought back to the Board at a future meeting for discussion and consideration. There being no further changes noted, a motion was made and seconded as follows: RESOLVED, that the Agenda for the August 22, 2018 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.

Back to School Activities, Staffing and Training Update

Ms. Galvin discussed with the Board recent and upcoming back to school activities, including successful orientations with students, families, and teachers. She also updated the Board on staffing and training efforts.

[Mr. Kropf joined the meeting at 12:40 p.m.] ii.

Enrollment Update

Ms. Galvin reviewed the school’s current enrollment numbers with the Board, as well as students in all stages of the enrollment process.

Ms. Galvin further reviewed the Phase 3 Facility Plans, including the timeline for construction to begin.

Ms. Badger requested that Mr. Kropf chair the remainder of the meeting. 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. i.

Unaudited 2017-2018 Financial Results

Ms. Lee reviewed the unaudited financial statements from the previous school year with the Board, highlighting areas of savings as well as revenue received versus expected. She also advised the Board as to the school’s ending fund balance.

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. i. j.

Approval of Minutes from the June 27, 2018 Annual Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of LiveSpeech Invoice(s); Approval of Connections Academy of Oregon, LLC Invoices for June; Approval of CTE Program Invoice(s); Approval of 2018-2019 Base Salaries and Incentive Percentage and Career Ladder Positions; Approval of Revision(s) to the 2018-2019 School Year State Specific School Handbook: Sexual Harassment Policy; and k. Approval of Revision(s) to the Employee Handbook: Work at Home (WAH) Policy; are hereby approved.

The motion passed unanimously.

VIII.

Action Items a. Approval of Board Treasurer Advancing Payment to Pearson Online and Blending Learning Ms. Badger reminded the Board of the prior practice of making a deposit with Perason Online & Blended Learning (POBL) in order to reduce the treasury services expense for the school and for a deposit to be applied to future invoice payments. The Board discussed their preferred pre-payment amount, and desire to save funds for the school, while maintaining an appropriate fund balance. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Board Treasurer advancing payment to Pearson Online and Blended Learning, in an amount not to exceed $6,000,000, as discussed, is hereby approved.

The motion passed unanimously. b. Approval of Creation of Advisory Panel to the Board As discussed earlier in the meeting, this item was tabled.

IX.

Information Items a.

State Relations Update

Mr. Daniels provided an update on recent legislative activities which may impact the school.

b.

Results of the Parent Satisfaction Survey (PSS)

Ms. Galvin reviewed this item with the Board. She noted that a third party independent vendor conducted the survey. A copy of the results of the survey was sent to the school Board’s President directly from the third party vendor. The Board reviewed the results in detail, a copy of which was included in the Board materials. c.

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 POBL partnering schools of similar size and years in operation. Board members discussed the metrics data with Dr. Rosta. ii.

Teacher Professional Development Products and Services for the 2018-2019 School Year

Dr. Rosta reviewed the professional development products and services for school staff, as offered

by POBL for the 2018-2019 school year. He discussed the various levels and delivery models of professional learning opportunities available to staff members based on years of service and experience. He and Ms. Galvin also highlighted the additional training and development opportunities offered by school leadership. Dr. Rosta further advised of the training and resource opportunities available for Learning Coaches at the school. d.

Outreach Update

Ms. Dillon provided the Board with an update on ongoing outreach activities, including SmartStart sessions, and virtual information sessions. e.

Board Support Update i.

Board Meeting Agenda Update

Ms. Arthur presented this item to the Board. She reviewed the previous format of the Board’s agenda, including the inclusion of background support pages for all items slated for approval.

Board members advised of their support of discontinuing the use of background support pages in lieu of memos as appropriate for items on the agenda for the upcoming school year. ii.

September Board Dinner – Bentley’s in Salem (4 pm)

Ms. Arthur reviewed the timing of the Board’s next meeting, and inquired as to whether Board members would be available for a social dinner to be held the night prior to the meeting. Board members noted their support for Ms. Arthur to schedule the dinner plans.

f.

Board Training and Conference Attendance Planning for the 2018-2019 School Year

Ms. Arthur reviewed the upcoming trainings and conferences that have been identified that may interest members of the Board. The Board discussed the advantages of attending the National Charter Schools Conference and the National School Boards Association Conference, and their support of Board members making an effort to attend upcoming training opportunities. Additionally, Board members advised of their support for exploring on-site training options, as held in prior years. Ms. Arthur advised that further discussion on training options will be included in future meetings.

[Ms. DeGroff left the meeting at 1:57 p.m.]

X.

Strategic Planning a.

Update on Strategic Plan Draft

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. Board members indicated their interest in having some additional time to review, and requested that this item be added to the next agenda for adoption.

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 End of Year Review – pursuant to ORS § 192.660 (1) and (2) (i)

The Board entered into an Executive Session at 2:08 p.m. via a roll call vote of all Board members present, citing the need 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 Annual End of Year Review – pursuant to ORS § 192.660 (1) and (2) (i). Board members in attendance were: Ms. Badger, Mr. Kropf, Mr. Brown, and Ms. Thatcher. The following individuals were also in attendance at the request of the Board: Dr. Rosta, and Ms. Arthur. All others left the meeting at this time.

The Board concluded its Executive Session at 5:31 p.m. via roll call vote. No action was taken during Executive Session.

XII.

Approval of School Leader Compensation for the 2018-2019 School Year

Mr. Kropf reminded Board members of the discussion held during the Executive Session regarding school leader compensation for the 2018-2019 school year, and the Board’s support of an 8% increase in total compensation.

There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the School Leader Evaluation for the 2017-2018 School Year; and FURTHER RESOLVED, the compensation for the 2018-2019 school year in the amount of $113,400.00, with a 20% bonus potential, are hereby approved.

The motion passed unanimously.

Ms. Thatcher reviewed with the Board upcoming legislative activities that are of interest to the school, and the benefit of school staff and/or families being present for some.

XIII.

Adjournment and Confirmation of Next Meeting Date on Wednesday, September 26, 2018 at 12:30 p.m.

The next meeting is scheduled for Wednesday, September 26, 2018 at 12:30 p.m. There being no further business, the meeting was adjourned at 5:38 p.m.