Oregon CharterAcademy (ORCA)
Approved January 25, 202 MINUTES OFTHE BOARD OF DIRECTORS’MEETING
Wednesday, October 19, 2022 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
As Mr. Brown was experiencing technical difficulties, Ms.Thatcher called the meeting to order at 12:38 p.m. when quorum was reached.
II. Roll Call
Board Members present: Joseph Brown, KimThatcher, Marsha Moyer, Misty Galofteanu
Board Members absent: 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 theAgenda
Mr Brown asked if any changes needed to be made to the agenda Ms Galvin requested addition of “Action Item C: Review and consideration of termination agreement with Phillips Managed Support Services, effective June 30, 2023” to 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
There being no further changes proposed to the agenda, a motion was made and seconded as follows
Ms Galofteanu moved to approve the revised agenda Ms Moyer seconded the motion
RESOLVED, that the revised agenda for the October 19, 2022 meeting of the Board of Directors of Oregon CharterAcademy is hereby approved
The motion passed unanimously
V Oral Report
A Financial Report
1. September Financials
a) School update
Ms. Mansfield shared a report on September’s school financials. The school has completed its first fiscal quarter of the school year. She noted that the income statement is measuring up as expected. Meanwhile, the balance sheet is holding strong in terms of cash balance.
b) Boone building update
Ms. Mansfield also shared an update regarding financials of the Boone building.The school has now owned the building for three months The Boone building team continues to learn about new expenses but are working to get incomes and expenses on a consistent rhythm
B School Leader’s Report
1 School Leader Report
Ms Galvin reported on school activities and programs as students enter the seventh week of the school year She recapped Meet and Greets that were held around the state on September 30th, and noted that October is both Bullying Prevention and Cybersecurity month In recognition that many of ORCA’s students come from previous school situations that felt unsafe, the school will participate in programming around both themes
Ms Galvin went on to highlight a new professional development program at the school: PD Pathways for staff In response to feedback from staff, leadership and instructional mentors have developed choice pathways wherein staff can attend PD geared to their specific needs
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
Finally, Ms Galvin noted that Student Government and clubs for the 2022-23 school year are getting up and running Afew members of the Student Government Executive Board recently met with the Leadership Team for lunch to share their ideas and provide feedback to administrators
Ms Galofteanu asked if it is normal to see fluctuations in the number of enrolled students throughout the school year
Ms Galvin noted that since COVID it is difficult to determine what is normal However, historically, throughout the school year it has been typical for enrollment to continue to creep up throughout the year
Ms Galofteanu also asked for an overview of what Bullying Prevention month programming looks like in ORCA’s school environment.
Ms. Galvin noted that teachers address the theme in Live Class. Counselors also hold assemblies to talk about how to work together to make the school a safe place. The October emphasis on safety lays a foundation for classroom culture throughout the year.
a) Update from SYS
Dr. Schweitzer brought the annual report from SYS Education, the school’s contractor for instructional coaching, marketing, warehouse logistics, and technology support. He noted that instructional coaching services involve both course building and preparing instructional mentors to coach their colleagues in their development as teachers The marketing team works with ORCA leadership and a PR firm to activate marketing strategies for the school Warehouse logistics provided by SYS have focused on shipping 1600 Chromebooks and 3500 curriculum kits in the last year Teachers have expressed highly positive feedback from students about their curriculum kits Finally, SYS’tech support services have processed over 2500 help tickets in the first month of school and continue to be available to stakeholders via chat, email and phone They have a resolution satisfaction rate over 90% In summary, Dr Schweitzer celebrated that working with SYS allows the school flexibility to adapt to the needs of students as they arise
VI ConsentAgenda
Amotion was made and seconded as follows
Ms Thatcher moved to approve the ConsentAgenda
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
[Joseph Brown entered the meeting at 12:54]
Ms Galofteanu seconded the motion
RESOLVED, toAPPROVE the ConsentAgenda,
A Approval of Minutes from the September 28, 2022 Board Meeting
B Approval of Expenditure Summary Report- September
C Approval of Legal Invoice(s) - October
D Approval of Bank Reconciliation- September
The motion passed unanimously
VII Action Items
A Review and consideration of contract renewal with ORCALobbyist, Summit Strategies
Ms. Galvin brought forth the annual contract from the school’s lobbyist, Kristine Evertz, at Summit Strategies. She noted that it is a long legislative session this year, and recommended renewal of the contract.
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 contract as presented. Ms. Moyer seconded the motion.
RESOLVED, toAPPROVE the contract with Summit Strategies as presented. The motion passed unanimously
B Review and consideration of required Paid Family Leave insurance
Ms Walter described Oregon Paid Leave, a new state-required payroll tax It provides funding to cover family, medical and safety-related paid leave for Oregonians and would replace the school’s current short term disability policy beginning in the 2023-24 school year While the Oregon Employment Division offers one option for a paid leave plan, the school may also contract with a private company to provide an equivalent plan Ms Mansfield has investigated two equivalent plans with Standard andAmerican Fidelity The school is recommending moving forward with theAmerican Fidelity plan as it allows payroll deductions covering the plan to begin in September, when the plan goes into effect, rather than in January, when the law goes into effect
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 plan withAmerican Fidelity
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, toAPPROVE the paid family leave equivalent plan withAmerican Fidelity
The motion passed unanimously
C Review and consideration of termination agreement with Phillips Managed Support Services, effective June 30, 2023
Ms Galvin recapped the discussion from the September Board Meeting regarding a potential change of the school’s enrollment platform At that meeting the Board approved moving forward with the PowerSchool Enrollment portal After discussion with the CEOs of Phillips, they declined to continue as the school’s enrollment call center.This has led to a mutual agreement to part ways early despite originally having a contract that would run through the 2024-25 school year. Ms. Galvin noted that this will save the school approximately $300,000 annually.
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 termination agreement as presented. Ms.Thatcher seconded the motion.
RESOLVED, toAPPROVE the termination agreement with Phillips Managed Support Services as presented, effective June 30, 2023.
The motion passed unanimously
I Information Items
A Outreach and Onboarding Update
1 Efforts and analytics
Ms Dillon highlighted outreach efforts during the fall She provided updated statistics regarding the rate of enrollment after information sessions and gave a preview of the first Parent Organization meeting for this school year Parent Organization meetings will provide space for families to get to know one another, ask general questions, and attend break out sessions with their grade level administrators Meetings will continue on a monthly basis throughout the school year
Ms Galofteanu requested information about outreach efforts and physical marketing material placement in places frequented by diverse populations
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 Dillon noted that since COVID started the school has not placed physical materials in organizations and businesses However, in connection with SYS, Dr Schweitzer and she are working to make connections with a variety of diverse organizations in the Portland area
Dr Schweitzer also noted that through partnership with iHeart Radio, audio advertising can be targeted to specific sub groups who listen to particular radio channels
B Facilities Update
Mr Meyer described recent updates at the school’s facilities Winter ice prevention for walkways is contracted for both the Mill City and Wilsonville facilities.At Wilsonville, there was recently a minor sink drain link in a tenant space that has been taken care of. He went on to point out that the Board packet now includes a link to a facility calendar that is regularly updated in Google.
C. Board Updates
1. Board training - possible dates for 2022-23
Ms. Galvin reminded the Board that they are still seeking a date to do formal training with the school’s legal counsel.This will likely happen in April or May of 2023. Board members agreed to email her with their availability.
2. Any informational items for the November meeting a) November school spotlights: School social worker and Azalea Community School
Ms Galvin previewed next month’s school spotlight with the school social worker In addition, Dr Schweitzer will be sharing more about a new partnership withAzalea Community School
I Adjournment
Ms Galofteanu moved to adjourn the meeting
Ms Moyer seconded the motion
The meeting was adjourned by Mr Brown at 1:20 p m
Next regular meeting date: November 16, 2022 at 12:30 p m PTin 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