11.23.20 Board Meeting Minutes

Oregon Charter Academy (ORCA) APPROVED MINUTES OF THE BOARD OF DIRECTORS MEETING Wednesday, September 23, 2020 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. Kropf Mr. Kropf called the meeting to order at​ 12:35 ​ p.m. when all participants were present and able to hear each other. The meeting was open to the public and held via teleconference due to state precautions regarding public health and safety during the COVID-19 pandemic.

II.

Roll Call – J. Kropf Board Members Present: ​ Jeff Kropf, Joseph Brown, Bobbie Jager (joined at 12:40 pm), Kim Thatcher (joined at 12:56 pm) Board Members Absent:​ Becky Badger Guests Present:​ Allison Galvin, Executive Director, Todd Schweitzer, School Staff, Mary Ellen Mansfield, School Staff, Lori Walter, School Staff, Jason Horton, School Staff

III.

Public Comment Ms Galvin noted that with the Mill City office closed due to wildfires, this meeting was not posted to the public at that location. However, meeting details were posted on the Oregon Charter Academy website and at the Wilsonville annex.

Mr. Kropf asked if there was public comment. There was none.

IV.

Routine Business A. Approval of 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.

Mr. Kropf asked if Board members would like to request any changes be made to the Agenda​.

A request was made to add an Action Item to review community impact from the recent wildfires and discuss allocating some budget to assisting those in need.

Item VII B - Review wildfire response was added to the Agenda.

RESOLVED, that the Agenda for the September 23, 2020 meeting of the Board of Directors of Oregon Charter Academy, as amended, is hereby approved.

The motion passed unanimously.

V.

Oral Report A. School Leader Reports 1. Back to School Activities Ms. Galvin reported that the first day of school was Tuesday, September 8, which was also the first day of the wildfires. To allow flexibility for those dealing with this crisis, the first week of school orientation period was extended through the following Tuesday.

Ms. Galvin went on to explain that while staff did spend much of last year training and preparing the new curriculum platform, this first week of working 100% in new systems was not without its challenges. Returning families, who knew changes were coming, also faced for the first time an entirely new look and feel. In this sense, the additional days for orientation were good for everyone and by the second week of school things seemed to be running more smoothly.

2. Enrollment and Staffing Updates Ms. Galvin reported that current, up to the minute enrollment is at 5,043. She further pointed out that with so many districts at the max 3%, this number is not likely to grow significantly during the year. The pipeline datapoint is also less meaningful than in a normal year, because it includes students who will likely have their transfer request rejected by their district.

Ms. Glavin noted that new positions are rapidly being filled to handle the increased enrollment.

3. Monthly School Report Ms. Galvin summarized that as school begins, it is clear that the last nine months of pandemic and now wildfires have been hard on everyone. Staff, parents and students are persevering and figuring out how to teach and learn in new environments.

Ms. Galvin provided the board with an update on the Mill City office facility. She, Dr. Schweitzer, and the Mill City Office Manager were able to visit the building for the first

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.

time on Tuesday. Fires did burn right up to the property line, but did not directly damage the buildings. Some mitigation will be necessary, carpet cleaning for example, to restore a pleasant work environment. Dr. Schweitzer has reached out to the insurance adjuster and will solicit advice on whether to pursue a claim for the smoke damage.

B. Financial Report 1. July and August Financials Ms. Mansfield reviewed the Balance Sheet and Income Statement provided in the board packet. She noted that Pearon had supplied updated June 30, 2020 financials since these reports were provided to the Board. The most notable change to the Pearson reports was the addition of the final school invoice (included in the consent agenda). Ms. Mansfield will adjust the starting balances for this year’s financials to reflect the ending balances most recently received from Pearson. The net result will reduce the beginning fund balance (by the June school invoice) to $8.4M. Ms. Mansfield further reviewed some of the bigger expenses on the Income Statement.

The largest of these, SYS Education and Phillips, are budgeted entirely in Instructional Services, but are being expensed according to the more specific services they provide, in other line items. Ms. Mansfield will work with the executive team to determine how better to line these items up on the Income Statement.

In summary, Ms. Mansfield pointed out that the school started with a healthy fund balance and with the healthy enrollment and the state holding funding at current levels, the financial outlook is quite positive for this school year.

VI.

Consent Agenda Mr. Kropf asked Board members if there were any items in the Consent Agenda that should be 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.

Approval from the minutes from the August 26, 2020 Board Meeting Approval of staffing report Approval of monthly expenditures Approval of Legal Invoice(s) Approval of POBL invoices Approval of bank reconciliation

The motion passed unanimously.

VII.

Action 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. PowerSchool Special Programs Ms. Galvin explained that this program works with our existing systems, but layers in special education accommodations. The proposal was sent to Mr. Kropf previously for approval and Ms. Galvin would like the board’s official consent to move forward.

RESOLVED, that the PowerSchool Special Programs, as discussed, is approved.

The motion passed unanimously.

B. ​Review wildfire response Ms. Galvin reported that our Counselors and Outreach staff have been working with Oregon Charter families affected by the wildfires, including connecting them with resources they need in their communities. While no ORCA staff have reported losing their homes, our host district, Santiam Canyon lost 8 staff member homes.

Mr. Kropf was supportive of Oregon Charter making donations locally, as it is a big player in the Mill City community. Ms. Galvin suggested consultation with the Santiam Canyon Superintendent regarding what resources are needed, and consultation with our legal team to learn what financial contributions are allowed.

RESOLVED, that Ms. Galvin move forward, as discussed, to determine potential contribution options in the wake of recent wildfires.

The motion passed unanimously.

VIII.

Informational Items A. Lobbyist update Ms. Galvin noted that there are four lobbyist candidate interviews set up for next week. Mr. Kropf and Mr. Brown from the board and Ms. Galvin and Dr. Schweitzer from the school will meet with the candidates and make a recommendation to the board in October. In response to a request by Ms. Jaeger, the resumes of each candidate will be sent to the board following this meeting.

B. State Relations Update Mr. Horton didn’t have any new updates from Salem.

Ms. Galvin mentioned the Oregon Department of Education recent adoption of a new administrative rule, (OAR 581-022-2312, All Students Belong), codifying that all students are entitled to a high-quality education free from discrimination or harrassment. While the rule has many broad points, it specifically prohibits the display of a confederate flag, a noose or a swastika on school property or within school curriculum. Ms. Galvin and Oregon Charter are

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.

embracing the new rule, and will present updated handbook policy to include this language to the board in October or November.

The board discussed the new OAR, and while it also embraces the messaging it noted the need to also be cautiously monitoring new language put out by ODE.

C. School Outreach Update Mr. Horton followed up on a board question from the August meeting, noting that of the 589 families attending the summer informational sessions, 229 students enrolled.

Additionally, iHeart Radio will provide metrics to Oregon Charter after a full three months of advertisements have run. Mr. Horton expects the first report in October and will share it with the board when received.

D. Board Updates 1. Conflict of interest statements Ms. Galvin reminded the board that there are still two statements that need to be completed. Ms. Mansfield will resend to those members after today’s meeting.

2. Board bios for website Dr. Schweitzer asked the board what sort of information the board would like on the website. For example; names and positions only, school written bios or board submitted bios. Forms for the board to review and respond to will be resent after today’s meeting.

E. Annual School Documents 1. Annual Performance Audit Ms. Galvin reviewed the 2019-20 performance audit from Tim Drilling. The report was very positive, Mr. Drilling is clearly a fan of Oregon Charter’s work.

2. Annual Report Ms. Galvin updated that The Annual Report is almost complete and will be supplied at the October meeting when the final financial pieces have been added.

3. School Profile

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. Galvin reviewed the Annual School Profile which is shared with college admissions counselors, amongst others.

[Bobbie Jager left the meeting at 1:42 p.m] IX.

Adjournment and Confirmation of Next Regular Meeting Date – October 28, 2020 at 12:30 p.m.

The next meeting is scheduled for October 28, 2020 at 12:30 p.m. There being no further business, the meeting was adjourne​d at 1:44 p.m​.

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.