Oregon Charter Academy (ORCA) Approved - May 24, 2023
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, April 26, 2023 at 12:15 p.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/91035080370
I. Call to Order
Mr. Brown called the meeting to order at 12:18 p.m. when quorum was reached and all members who were present could hear each other.
II. Roll Call
Board Members present: Joseph Brown, Marsha Moyer, Misty Galofteanu
Board Members absent: Kim Thatcher, Bobbie Jager
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff: Todd Schweitzer, Lori Walter, Mary Ellen Mansfield, John Meyer, Laura Dillon, Rachel Reid
III Public Comment
None
IV Routine Business
A Approval of the Agenda
Mr Brown asked if any changes needed to be made to the agenda
There being no changes to the proposed agenda, a motion was made and seconded as follows.
Ms. Galofteanu moved to approve the agenda.
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey
Ms Moyer seconded the motion
RESOLVED, that the agenda for the April 26, 2023 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V Consent Agenda
A motion was made and seconded as follows
Ms Galofteanu moved to approve the consent items as presented
Ms Moyer seconded the motion
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the March 1, 2023 Board Meeting
B. Approval of April Staffing Report
C. Approval of 2023-24 Staffing Report
D. Approval of 2023-24 Benefits Guide
E. Approval of Expenditure Summary Report – February
F. Approval of Expenditure Summary Report – March
G. Approval of Legal Invoice(s) – March and April
H. Approval of Bank Reconciliation –February
I. Approval of Expenditure Summary Report – March
The motion passed unanimously.
VI Action Items
A Review and consideration of the 2023-24 School Budget
Ms Mansfield summarized the meeting of the School Budget Committee and shared highlights from the proposed 2023-24 budget The budget is based on an enrollment of 2,050 students with expenses matched to meet that target The proposed budget is not projected to allow for funds to go into reserves this year as the reserve fund balance is already strong The Boone building is self-sufficient in terms of budget with a small reserve fund planned for future repairs
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the 2023-24 budget as presented
Ms Moyer seconded the motion
RESOLVED, to APPROVE the 2023-24 School Budget as presented
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeyThe motion passed unanimously
B Approval of Executive Director to execute all contracts and approve all expenditures as presented in the 2023-24 school budget
Ms Galvin shared that under Board policy, the Board must approve the executive director to execute contracts up to $5000
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Moyer moved to approve the Executive Director to execute contracts and approve expenditures in the budget
Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the Executive Director to execute all contracts and approve all expenditures as presented in the approved 2023-24 school budget.
The motion passed unanimously.
C. Review and consideration of investment plan of portion of the end fund balance
Ms. Galvin shared that the fund balance of the school is currently earning a low interest rate. In order to better use those funds, this proposal would take $6 million of the fund balance, divide it into four $1.5 million chunks, and invest those in a variety of accounts for a higher yield relative to risk. This will result in a return of $1.5 million more than where the money currently sits.
Mr Brown asked if there is a cap on the term length of investments that the school is allowed to make
Ms Mansfield noted that, according to the school’s attorney, as long as the investment has an A rating or higher, the school can proceed regardless of the term of the investment
Mr Brown asked the Board if there were any further questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu motioned to approve the investment plan as presented Ms Moyer seconded the motion
RESOLVED, to APPROVE the investment plan for a portion of the end fund balance where $6 million is divided into four $1 5 million investment options as presented
The motion passed unanimously
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeyD Review and approval of the 2023-24 school calendar update: Adjust winter break to align with other large districts that have now posted their calendars Update: December 18, 2023 - January 1, 2024
Ms Galvin noted that while the 2023-24 calendar has already been approved, there has been a change to some of the bigger districts’ calendars which would move winter break This proposal would align ORCA’s calendar with that of the larger districts Winter break would be moved to December 18th - January 1st
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Moyer moved to approve the update to the 2023-24 school calendar
Ms Galofteanu seconded the motion
RESOLVED, to APPROVE the update to the 2023-24 school calendar as presented.
The motion passed unanimously.
E. Review and consideration of the updated Board policies as presented by Oregon School Boards Association:
a) AC-AR - Discrimination Complaint Procedure
b) GCBDF/GDBDF - Paid Family Medical Leave Insurance
c) JFCF-AR - Hazing, Harassment, Intimidation, Bullying, Menacing, Cyberbullying, or Teen Dating Violence Reporting Procedures –Student
d) JGE-G1 - Expulsion**
e) KL-AR - Public Complaint Procedure
Ms Galvin shared some updated School Board policies from OSBA These five policies have received updated language to align with changes to Oregon laws such as Paid Family Medical Leave She also noted that these policies have been specifically crafted for charter schools
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to approve the updated Board policies
Ms Moyer seconded the motion
RESOLVED, to APPROVE the updated Board policies as presented by Oregon School Boards Association
The motion passed unanimously
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeyVII Audit Committee, Committee of Entire Board
A Review and Acceptance of the 2021-2022 School Year Financial Audit Report
Ms Mansfield shared results from the 2021-22 financial audit The school was given a clean audit report and has met all standard state regulations with the exception of the necessity to secure Fidelity Bond Insurance This was an oversight in taking over finances from Connections, and bond insurance has been purchased as of July 1, 2022
Mr Brown asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Galofteanu moved to accept the 2021-22 financial audit report
Ms. Moyer seconded the motion.
RESOLVED to ACCEPT the 2021-2022 School Year Financial Audit Report as presented.
The motion passed unanimously.
VIII. Oral Report A. Financial Report
1. February and March Financials
a) School update
Ms Mansfield shared that at the three-quarter mark of the year, revenue is coming in as expected and expenses look good She pointed out the working budget that reflects where the school expected to be with the Fall drop in enrollment Due to efforts by staff and an uptick in enrollment, it is projected that instead of losses the school will likely make approximately $391,000
b) Boone building update
Ms Mansfield noted that there is still a vacant suite in the Boone building, but with other rents, the school is able to make its payments
Ms Moyer asked what is being done to fill the vacancy
Ms Galvin stated that the school’s realtor has shown the suite to a few prospective tenants, however less businesses are currently looking for office space Additionally, there is a current tenant in
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeythe building who is exploring the possibility of moving into a larger space and taking over the empty suite
B School Leader’s Report
1 School Leader Report
a) Enrollment and Intent to Return
b) State Testing
c) District Programs and Grow Your Own
d) Upcoming Events
(1) Graduation
(2) Spring Celebration
Ms Galvin shared the monthly school leader’s report including updates on enrollment, state testing, upcoming events, and district programs. Enrollment is at 2,409 students, a testament to the great work being done by staff and the school’s marketing initiatives. The Intent to Return process is ongoing with the majority of responses being “Yes.” State testing will be virtual from May 1st-3rd. The school is seeing a trend of fewer Opt-outs with the virtual format. Spring Celebration will be Friday, June 2nd. Graduation is on Saturday, June 10th. All Board members are welcome to attend both events. Finally Ms. Galvin shared that the school had its annual Performance Audit on April 20th. Kristen Miles, the auditor from OSBA, commented that in her network Oregon Connections Academy did not always have a positive reputation, but she feels that people now think very highly of Oregon Charter Academy.
Mr. Meyer shared about efforts in District Programs. These programs are experiencing slow and steady expansion The districts who have partnerships with ORCA continue to return for services as needs arise Mr Meyer continues to check in with school leaders who have used the program to continue its improvement and growth The school is also working on a Grow Your Own Teacher program
2 Quarterly Metrics
Ms Galvin shared quarterly metrics from the latest data pull, noting that metrics have all increased since the report was created
IX Information Items
A Outreach and Onboarding Update
Ms Dillon gave an update on the school’s outreach efforts including information about weekly info sessions and outreach events, social media metrics, and a highlight of ORCA in the news Weekly info sessions have revealed that the top 3 reasons families are interested in ORCA are:
1) safety concerns regarding the bricks-and-mortar environment,
2) desire for flexibility, and
3) support available at
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeyORCA for IEPs, 504s, honors students, and college readiness A top concern among parents is socialization of students, but Ms Dillon is able to share the many ways in which students socialize through live class, field trips, and participation in OSAA sanctioned activities
Ms Dillon shared that from February 1st to March 31st there was a 5 6% increase in impressions and a 6 2% increase in overall engagements on the school’s social media platforms The school’s audience has grown by 4 5% Ms Dillon credits these growth numbers to the collaboration between herself and assistant Katie Souza in crafting engaging and memorable posts
Finally Ms Dillon shared a spotlight of ORCA in the news The school has been featured in several digital, print, and TV news features over the last month Coverage has included ORCA’s Esports program, Poetry Out Loud, and staff awards.
B. Facilities Update
Mr. Meyer shared an update regarding the school’s facilities. Mill City has nothing to report. Wilsonville is going through annual window cleaning, pressure washing, and landscaping updates. This had been put off by previous owners for a couple years and will result in an improvement in the cosmetic appearance of the building.
C. Legislative Update
Dr. Schweitzer shared information from the current legislative session. HB 2304, the cap reform bill, has good traction behind it, has gone through 4 amendments, and is likely to be passed While the bill has been reduced during the amendment process, he expects that Ms Galvin will be part of rules writing and have influence on the results
Ms Galvin noted that this is the first legislation that she is aware of that would have a positive impact on virtual charter schools It has opened the door to conversations with legislators and officials who have not been willing to meet with charter school representatives in the past
D Board Updates
1 Graduation attendance and speaker
Ms Galvin reminded the Board that graduation is on Saturday, June 10th
Mr Brown asked if any other Board members would like to speak at graduation on behalf of the school board
Ms Moyer declined for this year, but expressed interest in speaking next year Ms Galofteanu also declined
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journeyMs Galvin noted that there are also student speakers and a staff speaker, so Mr Brown will share a welcome message while others take on the larger speeches
2 Board Training day - Friday August 11, 9:00 - 2:00 in Wilsonville
Ms Galvin reminded the Board of the date for Annual Board training and noted that the school can arrange accommodations if needed
3 Any information items for the May meeting?
Ms Galvin asked if there were any information items for the next meeting
Ms Galofteanu asked to hear a report from one of the school’s student focused programs.
X. Adjournment
Ms. Galofteanu moved to adjourn the meeting.
Ms. Moyer seconded the motion.
The meeting was adjourned by Mr. Brown at 12:58 p.m.
Next regular meeting date: May 24, 2023 at 12:15 p.m. PT in Zoom
The mission of Oregon Charter Academy is to prepare all students for success in a global society through an inclusive, rigorous, academic environment where students have daily live interaction with highly qualified teachers and continuous access to curriculum Oregon Charter Academy staff partners with families in a transparent, collaborative school environment to support all students in their academic journey