1.27 Approved Board Minutes

Oregon Charter Academy (ORCA) Approved Feb 24, 2021 MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, January 27, 2021 at 12:30 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 – J. Brown Mr. Brown called the meeting to order at​ 12:35 whe​n all participants were present and able to hear each other. The meeting was open to the public and held via video conference due to state precautions regarding health and safety during the COVID-19 pandemic.

II.

Roll Call Board Members Present: ​ Joseph Brown, Bobbie Jager, Kim Thatcher Board Members Absent:​ Becky Badger Board Member Candidate Present:​ Marsha Moyer Members of the Public Present: ​Kristen Alarcon, Anika Miller School Staff Present: ​ Allison Galvin, Executive Director, and the following School Staff: Todd Schweitzer, Mary Ellen Mansfield, Lori Walter, Jason Horton

III.

Public Comment None

IV.

Routine Business A. Approval of Agenda A motion was made to accept the agenda as presented, elevating the voting items to the beginning as Ms. Jager has limited time available to participate.

RESOLVED, that the Agenda for the January 28, 2020 meeting of the Board of Directors of Oregon Charter Academy is hereby approved.

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 journey.

V.

Review and Consideration of Board Composition A. Board member candidate M. Moyer Ms. Galvin introduced Marsha Moyer as the candidate the committee is recommending to join the board. Ms. Galvin, Ms. Badger, and Mr. Brown interviewed Ms. Moyer last month and unanimously agreed she would make an excellent addition to the Oregon Charter Academy board of directors.

Ms. Moyer is the founder and current CEO of MBM IMpac. This organization works with school districts and educators on educational effectiveness. She has worked with large and small districts across the state who are looking at administrator mentoring or teacher peer coaching, for example. Ms. Moyer’s interest in serving on the board stems from long time relationships with school leaders Ms. Galvin and Ms. Walter and her interest in charter schools generally.

A motion was made and seconded as follows: RESOLVED, to elect Marsha Moyer as an ORCA board member through June 2022.

The motion passed unanimously.

B. Board Chair position A motion was made and seconded as follows: RESOLVED, to endorse Joe Brown’s election as the Board Chair through the end of his board term.

The motion passed unanimously.

C. Board Secretary position A motion was made and seconded as follows: RESOLVED, to endorse Marsha Moyer’s election as th​e Board Secretary through the end of her board term.

The motion passed unanimously.

VI.

Consent Agenda A motion was made and seconded as follows: RESOLVED, to APPROVE the Consent Items,

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.

A. B. C. D. E. F. G. H.

Minutes from the November 18, 2020 Board Meeting (attached) Minutes from the November 23, 2020 Special Board Meeting (attached) Staffing Report (attached) Resumes Expenditure Summary Report-November (attached) Expenditure Summary Report-December (attached) Legal Invoice(s) - November, December and January (sent under separate cover) Bank Reconciliation-November (attached) Bank Reconciliation-December (attached)

The motion passed unanimously.

VII.

Action Items A. 2021-22 school calendars Ms. Galvin introduced the school calendar highlighting that the required 90 instructional days are included.

Mr. Brown asked board members if there were any questions or discussion needed.

There being none, a motion was made and seconded as follows: RESOLVED, to ACCEPT the 2021-22 school calendar as presented.

The motion passed unanimously.

B. 2021-22 school handbook Ms. Galvin noted that legal counsel has reviewed and approved the handbook as presented.

Mr. Brown asked board members if there were any questions or discussion needed.

There being none, a motion was made and seconded as follows: RESOLVED, to ACCEPT the 2021-22 school handbook as presented.

The motion passed unanimously.

C. Docusign school account Ms. Galvin requested budget approval of $11,000 for a school wide license for DocuSign, a digital signature platform. Oregon Charter Academy currently has a number of individual DocuSign accounts, but going to an enterprise account would provide HIPPA/FERPA security as well as improved efficiency.

Mr. Brown asked board members if there were any questions or discussion needed.

There being none, a motion was made and seconded as follows: RESOLVED, to APPROVE the acquisition of a school wide Docusign license for $11,000.

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.

The motion passed unanimously.

D. PDX Monthly Mr. Horton presented the continuation of the advertising campaign that began this fall with Portland Monthly. He understands the price tag is significant ($49,000 for media package A), but feels the impact the school has been experiencing is worth the continued commitment.

Mr. Brown asked board members if there were any questions or discussion needed.

There being none, a motion was made and seconded as follows: RESOLVED, to APPROVE purchasing media package A from Portland Monthly for $49,000.

The motion passed unanimously.

[Morgan Hubbard joined the meeting at 1:00 pm] [Bobbie Jaeger left the meeting at 1:04 pm] VIII.

Oral Report A. School Leader’s Report 1. Accreditation Ms. Galvin noted that the site visit will take place the first week in March.

The school has been busy gathering the required evidence.

2. Surveys Ms. Walter reported on the partnership with Upbeat to create staff satisfaction surveys The first survey is with staff now and closes this Friday.

A follow up will be presented to staff in the spring. Next steps include a meeting with Upbeat to review survey results and develop action plans to address identified challenge areas.

Student/parent surveys are also currently open. This year’s questions have a bent towards accreditation requirements.

3. Legislative update Lobbyist, Kristine Phillips has been busy setting up meetings for Ms. Galvin and Mr. Schweitzer to talk with legislators one on one, educating them on virtual learning and Oregon Charter Academy.

Ms. Galvin and Mr. Horton are keeping their eye on a number of bills presented in the recently opened legislative session.

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.

1. HB2195, proposed by Representative Wilde, would likely kill virtual charter school education and is being closely watched.

2. SB 254, the school vaccination bill, could also be critical, particularly if it passes at the same time as one of the proposals to limit/curtail charter school availability.

4. Semester transition The first semester as Oregon Charter Academy will end February 1st and be followed by two teacher work days and the opening of second semester on February 4th.

5. Intent to return for students and staff Ms. Galvin outlined upcoming processes that kick off preparation for the 2021-22 school year.

B. Financial Report 1. November and December Financials Ms. Mansfield reviewed revenue to date, noting that the projected budget of $43 M in State School Fund (SSF) will likely be closer to $45 M with the recent mid-year updates to revenue projections at Linn-Benton-Lincoln ESD. She also pointed out that the variance in expenditures between November and December is due to a timing issue with the largest vendor invoice (SYS Education), Finally, Ms Mansfield noted that the cash and fund balances continue to be very strong and will likely grow further with the increased Jan-May SSF payments.

Ms. Galvin followed up, noting the leadership team’s recent dive into student-teacher ratios, and the possibility of purchasing a new building to replace the Wilsonville lease and provide CTE space. Because this year’s extra strong financial position is largely due to the uptick in enrollment due to COVID-19, decisions will be made with all due caution.

IX.

Information Items A. Outreach and events Update Mr. Horton reported that Oregon Charter Academy informational sessions have begun again and will continue through the spring and summer.

Also of note was the NASA event in December that was attended by 2,000 students, and staff. During the live session twelve students were able to ask questions

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.

directly to astronauts at the International Space Station. The next NASA assembly is this Friday, focusing on satellites.

The NASA publicity has led to an opportunity to partner with Pine Mountain Observatory and two new events; a virtual planetarium and a virtual star gazing party.

B. State relations update Mr. Horton will be following the bills that pertain to us, including the specific bills named above. Additionally, Oregon Charter Academy has started a parent group who will assist this session by writing letters to legislators. While this is a new group and effort, the parents chosen are enthusiastic and passionate about our school X.

The meeting was adjourned by Mr. Br​own at 1:27 p​m.

Next Regular Meeting Date — February 24, 2021 at 12:30 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.