PROPOSED Oregon Connections Academy (ORCA) MINUTES OF THE BOARD OF DIRECTORS ANNUAL MEETING Wednesday, June 24, 2020 at 12:30 p.m. PT Held at the following location (and via teleconference): Via Zoom due to State Precautions regarding Public Health and Safety During COVID-19 Pandemic https://oregoncharter.zoom.us/j/91035080370 Meeting ID: 910 3508 0370 +1 253 215 8782 _____________________________________________________________________________________________ I.
Call to Order
Mr. Kropf called the meeting to order at 12:37 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
Board Members Present: Jeff Kropf, Joe Brown, Becky Badger and Bobbie Jaegar (via videoconference and phone); Board Members Absent:
Kim Thatcher;
Guests Present: Allison Galvin, Executive Director; Beau Neal, SYS Education Representative; Laura Dillon, Jason Horton and Todd Schweitzer, School Staff; Jarrod Hogue, Zeke Rash, Emily Lee, Megann Arthur and Gary Corkran, Online and Blended Learning (OBL) staff (all via videoconference and phone). III.
Public Comment
There were no comments at this time. IV.
Routine Business a.
Approval of Agenda
Mr. Kropf asked if Board members would like to request any changes be made to the Agenda. There being no changes noted, a motion was made and seconded as follows: RESOLVED, that the Agenda for the June 24, 2020 annual meeting of the Board of Directors of Oregon Connections Academy, as presented, is hereby approved. The motion passed unanimously.
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V.
Oral Reports a.
SYS Education, LLC Update
Mr. Neal presented to the Board on each service area provided by his company, discussing what was learned in the first year of service as well as initiatives for future years. He further presented to the Board on the new website set up and performance, as included in the Board materials. Ms. Galvin shared her appreciation for the services provided by SYS Education to the school. The Board discussed the course creation process with Mr. Neal and requested course highlights at upcoming Board meetings. [Mr. Neal left the meeting at 12:59 p.m.] b.
School Leader’s Report i.
COVID-19 Response/ Ready Schools / Safe Learners Guidance Ms. Galvin presented this item to the Board. She discussed protocols in place at the school in line with state guidance due to the COVID-19 pandemic. The Board discussed guidance received on schools opening in the fall and implications for the ORCA office staff with Ms. Galvin.
ii.
Enrollment and Staffing Update
Ms. Galvin reviewed current enrollment numbers with the Board as included in the Board materials. The Board discussed projected enrollment for the 2020-2021 school year with Ms. Galvin. The Board further discussed the current marketing campaign with Ms. Galvin. c.
Financial Report
Mr. Corkran reviewed the financial information contained in the Board materials with the Board, providing specific information on the income statements, budget and forecast for the school year. He discussed with the Board the changes in the forecast in line with the current state guidance on funding. The Board held discussion on the new forecast. Mr. Corkran then reviewed the balance sheet, revenue, and expense statements detailing specific expenses. VI.
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 May 27, 2020 Board Meeting; Approval of Minutes from the June 9, 2020 Special Board Meeting; Approval of Staffing Report; Approval of School Invoice(s); Approval of Legal Invoice(s); Approval of Bank Reconciliation; Approval of OBL Invoices for May; Approval of Employee Handbook Revision(s): Parental Leave; Approval of Benefits Guide; and Approval of Board Meetings Schedule for the 2020-2021 School Year; are hereby approved.
The motion passed unanimously. 22
VII.
Action Items a.
Approval of Ready Schools, Safe Learners Operational Blueprint for School Reentry
Ms. Galvin reviewed this item with the Board. She provided an overview of the school’s plan for reentry, as included in the Board materials. There being no further discussion, a motion was made and seconded as follows: RESOLVED, the Ready Schools, Safe Learners Operational Blueprint for School Reentry, as discussed, is hereby approved. The motion passed unanimously b.
Approval of Outreach Plan and Budget for the 2020-2021 School Year
Mr. Horton reviewed the school’s Outreach Plan, and proposed 2020-2021 school year budget outline with the Board. The Board discussed the school’s Outreach Plan in detail with Mr. Horton. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the Outreach Plan and Budget for the 2020-2021 school year, as presented, are hereby approved. The motion passed unanimously c.
Approval of Directors
Ms. Arthur advised the Board that one (1) Board member’s term was up for renewal at this meeting: Becky Badger. Following Ms. Badger’s confirmation that she wished to continue on the Board, discussion was held on the renewal of her term. There being no further discussion, a motion was made and seconded as follows: RESOLVED, that the appointment of Becky Badger to the Oregon Connections Academy Board of Directors, as a Class 1 Director, for a term of three (3) years to the 2023 Annual Meeting, is hereby approved. The motion passed unanimously. d.
Approval of Officers for the 2020-2021 School Year
Ms. Arthur presented this item to the Board. She reviewed with the Board each Officer position as set out in the Board-adopted Bylaws, and advised the Board that all positions would be for a term until the Annual Meeting 2021. Nominations were opened for each position. Following the closure of nominations, and there being no further discussion, a motion was made and seconded as follows: RESOLVED, that the appointment of: Jeff Kropf, Board President; Kim Thatcher, Board Vice President; Becky Badger, Board Treasurer; and Joseph Brown, Board Secretary, as presented, are hereby approved. The motion was approved unanimously.
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VIII.
Strategic Planning a.
Transition Status Update
Mr. Schweitzer advised the Board of the status of transition items, referring the Board to the meeting materials. Mr. Schweitzer advised the Board of operational updates including the transition of operational equipment as well as items related to curriculum, among others. Mr. Schweitzer further detailed the addition of items, such as sneeze guards, to the school office due to the COVID-19 pandemic. Mr. Schweitzer expressed his appreciation for the work of the OBL team in the school’s transition. b.
Review and Consideration of Draft Board Per Diem Policy
Mr. Kropf advised of his intent to table this item at this time. IX.
Information Items a.
State and Strategic Client Relations (SSCR) Update
Mr. Hogue provided an update on recent legislative activities which may impact the school. Mr. Hogue shared his appreciation for his time spent working with the school and Board. b.
Outreach Update
Ms. Dillon provided the Board with an update on ongoing outreach activities for prospective families. She advised the Board of outreach on the school’s special programs that will remain ongoing over the summer months. Ms. Dillon updated the Board on the participation in virtual outreach sessions, and further provided the Board with the school’s social media engagement metrics. The Board discussed outreach efforts and addressing the unique needs of prospective families during the COVID-19 pandemic with Ms. Dillon. c.
School Leadership Team (PSLT) Update
Mr. Rash presented to the Board on behalf of OBL’s Partner School Leadership Team. Mr. Rash updated the Board on the academic metrics of the school for the 2019-2020 school year, and also shared his appreciation for his time spent working with the school and Board. d.
Board Relations Update
Ms. Arthur expressed her gratitude for her time spent supporting the school and the Board over many years. X.
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 2:02 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 End of Year Review – pursuant to ORS § 192.660 (1) and (2) (i). Board members in attendance were: Mr. Kropf, Ms. Jaegar, and Mr. Brown. The following individuals were also in attendance at the request of the Board: Mr. Rash. All others left the meeting at this time. 24
The Board concluded its Executive Session at 2:08 p.m. via roll call vote. No action was taken during Executive Session. XI.
Adjournment and Confirmation of Next Meeting Date – August 26, 2020 at 12:30 p.m. PT
The next meeting is scheduled for August 26, 2020 at 12:30 p.m. There being no further business, the meeting was adjourned at 2:08 p.m.
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