Oregon Charter Academy (ORCA) Approved - June 24, 2026
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, May 27, 2026 at 12:00 p.m. PT
Held at the following location: Via Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
In the absence of Board President Joseph Brown, Ms Brady called the meeting to order at 12:02 p m when quorum was reached and all members who were present could hear each other
II Roll Call
Board Members present: Jennifer Brady, Laura Vaucher [left at 12:13 p.m.], Mary Ellen Mansfield
Board Members absent: Joseph Brown, Kim Thatcher
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Schweitzer, Todd Shaffer, Steve Nielsen, John Meyer, Molly Fisher, Rachel Reid, Katie Souza, JR Pollnow [left at 12:32 p.m.]
III. Public Comment
None
IV Routine Business
A Approval of the Agenda
Ms Brady 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 Mansfield moved to approve the agenda
Ms Vaucher seconded the motion
RESOLVED, that the agenda for the May 27, 2026 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 Mansfield moved to approve the consent agenda as presented Ms Vaucher seconded the motion
RESOLVED, to APPROVE the Consent items,
A. Approval of Minutes from the April 22, 2026 Board Meeting
B Approval of the 2026-27 Staffing report
C. Approval of the 2026-27 School Improvement Plan
D Approval of Expenditure Summary Report – April
E Approval of Bank Reconciliation – April
The motion passed unanimously.
VI. Action Items
A. Review and consideration of a staff retention stipend paid over two pay periods
Dr. Galvin shared that the school has just received its annual May true-up of funds from the 2024-25 State School Fund (SSF) The total true-up this year is approximately $2 7 million, reflecting the reality that the school had much higher enrollment than projected when SSF payments were calculated in the previous year
Dr Galvin noted that in past years when the school has received true-up funds from the SSF, they have often passed them on to staff, and this year’s true-up is not needed for daily operations She recommended that the true-up be used for an $8000 stipend per eligible employee to be paid in two parts The first part would be open to current staff who were employed during the 2024-25 school year and be paid on June 15th, 2026 The second part would be open to any staff who return for the 2026-27 school year and be paid on Sept 30th, 2026 Both would be prorated according to FTE She also recommended that retirees receive the full amount up front, on June 15th, in honor of their service to the school
Ms Mansfield asked the total to be distributed
Dr Galvin shared that the total distribution would be just under $2 million
Ms Brady asked the Board if there were any questions or discussion needed There being none, a motion was made and seconded as follows
Ms Brady moved to approve the stipend as presented
Ms Mansfield seconded the motion
RESOLVED, to APPROVE a one-time staff retention stipend of up to $8,000 per eligible staff member to be paid over two pay periods: June 15, and September 30, 2026
The motion passed unanimously
B Review and consideration of the 2026-2031 strategic plan
Dr. Galvin presented the 2026-31 Strategic Plan. She noted that the current strategic plan came about as the school was transitioning into its new identity as Oregon Charter Academy. The updated strategic plan for 2026-31 reflects the areas in which the school plans to grow and move forward in the next five years. She noted that the plan was developed through a feedback-driven process, involving surveys of staff and student families and reflection on the school’s direction.
Ms. Vaucher expressed her appreciation of the goals to improve communication streams and incorporate new advisory roles.
Ms. Brady asked the Board if there were any questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms Brady moved to approve the strategic plan as presented
Ms Vaucher seconded the motion
RESOLVED, to APPROVE the 2026-2031 Strategic Plan as presented
The motion passed unanimously
C Review and consideration of the addition of ORCA staff, Katie Souza, to assume delegated Board Secretary duties in the absence of ORCA staff, Rachel Reid.
Dr Galvin shared the need to have a back up designated minute taker for the board She noted that Katie Souza would conduct delegated Board Secretary duties, including minute taking, in times when the current designee, Rachel Reid, is unable to attend board meetings.
Ms. Brady asked the Board if there were any questions or discussion needed. There being none, a motion was made and seconded as follows.
Ms. Brady moved to approve Katie Souza for the role as presented. Ms. Vaucher seconded the motion.
RESOLVED, to APPROVE Katie Souza to assume delegated Board Secretary duties when Rachel Reid is unable to attend meetings
The motion passed unanimously
[Ms Vaucher left the meeting at 12:13 p m ]
VII School Spotlight
A Student Government, K-8
Mr Pollnow shared a spotlight on K-8 Student Government The K-8 Student Government is made up of representatives from grades 5-8 who collaborate on various events throughout the year to help students feel involved. These events include student assemblies, hangouts, and the middle school Spring social. Student Government senators and officers develop agency and leadership skills through weekly meetings and collaboration on committees, while receiving support from staff for their various endeavors.
Quarterly assemblies involve all student government officers and are led at middle school by the President and at elementary by the Vice-President. The Activity Director officers lead activities that take place during assemblies, including planning for break out rooms. This year, break out room options have included games, an art showcase, a reading room, and a pet parade.
Hangouts are planned by the Student Government Hangouts Committee who develop themes to provide structure to the monthly two-hour event. Recent hangout activities have included a talent show, science demonstrations, and an engineering design egg drop challenge
The biggest middle school event is the Swing into Spring spring social The Spring Social Sub-committee screens songs for appropriate lyrics, and works on other logistics including food, decorations, and clean up Popular songs and activities at this year’s social included the Cha Cha Slide and the Limbo
Looking to next year, the Student Government hopes to expand Spirit Week
Ms Mansfield asked how assemblies fit into the normal school day and if attendance is required?
Mr Pollnow noted that these are optional events that take place late in the day after most classes are completed Approximately 100 students attend each time
VIII Oral Report A Financial Report
Mr Nielsen shared the financial statements through April 30th Revenue is at 92% of budget while expenses are at 69% of budget This does not yet reflect the last SSF payment of the 2025-26 fiscal year that was received in May Alongside the true up, it will be on May’s financial statements presented at the June meeting Mr Nielsen predicts that revenue will be just above $40 million or 108% of budget Expenditures are on track for where they should be, but will go up in June due to the one-time stipend plus revenue-based district fees that will show up in May Regardless, revenue will exceed expenditures for the year
Mr Nielsen went on to bring an update on the 2025-26 financial audit Interim audit work began last week Mr Nielsen and Ms Reid are actively working with the auditor to provide samples and respond to inquiries. The final audit is scheduled for mid-September. This year the business office had a kick off meeting with the auditors and discussed the board letter from 2024-25. They learned that the reminder regarding board monitoring was a forward-looking statement that is included in all audits to cover the auditor’s liabilities. The auditor will be reviewing that statement more closely next year to adapt it specifically to the school’s fiscal environment.
Finally, Mr. Nielsen noted that as part of the interim work, staff who work with finances in any capacity have completed questionnaires. Board members are also required to fill out an audit questionnaire. If board members have not yet received these, they should expect them soon.
B. School Leader’s Report
1 Enrollment and ITR
Dr Galvin shared that enrollment is currently at 3199 students, however, we are at the point in the year when enrollment begins to decrease Regardless, the school still has higher enrollment than at the same time last year She noted that ITR is also higher in both number and percent than last year
2 School updates
Dr Galvin summarized happenings at the school Spring Celebration is this Friday, and Graduation will be Saturday, June 6th Summer Programs include Credit Recovery, Middle School Bridge to High School, and K-8 Supplemental Programs and run June 22nd - July 17th Voting in the annual Best of the Mid Valley Awards has just closed Dr Galvin looks forward to results in August
3 Events
Dr Galvin shared photo highlights from recent events including Hangouts, 5th Grade Outdoor School, and Prom The Prom theme was Midnight in Paris, with over 100 students in attendance
[Mr Pollnow left the meeting at 12:32 p m ]
IX Information Items
A First reading of the annual updates to board policies as presented by the Oregon School Boards Association (OSBA)
1 BBAA – Board Member’s Authority and Responsibilities, Highly Recommended, Delete current BBAA and approve new BBAA policy
2 BD – Board Meetings, Notices and Communications, Highly Recommended, Delete current BD/BDA and approve new BD policy
3. BDC – Executive Sessions, Highly Recommended, Delete current BDC and approve new BDC policy
4. BDD – Board Meeting Procedures, Optional, Delete current BDD and approve new BDD policy
5. BDDC – Board Meeting Agenda, Highly Recommended, Delete current BDDC and approve new BDDC policy
6. BDDG– Recordings and Minutes of Board Meetings, Highly Recommended, Delete current BDDG and approve new BDDG policy
7. EBB - Integrated Pest Management, (Version 1), Required, Delete current EBB and approve new EBB policy
8. EBBA – Student Health Services */**, Highly Recommended, Delete current EBBA and approve new EBBA policy
9. ECAA – Access to Buildings, Optional, Approve new ECCA policy
10 GBA – Equal Employment Opportunity, Highly Recommended, Approve GBA policy as presented
11 GBA-AR – Veteran and State Servicemember Preference, Highly Recommended, Approve GBA-AR policy as presented
12 GBN/JBA – Sexual Harassment, Required, Delete current GBN/JBA and approve new GBN/JBA policy
13 GCBDA/GDBDA-AR(1) – Family and Medical Leave * (Version 1 –FMLA/OFLA), Highly Recommended, Delete current GCBDA/GDBDA-AR(1) and approve new GCBDA/GDBDA-AR(1) policy
14 GCBDD/GDBDD – Sick Time * , Highly Recommended, Delete current GCBDD/GDBDD and approve new GCBDD/GDBDD policy
15 JBA/GBN – Sexual Harassment, Required, Delete current JBA/GBN and approve new JBA/GBN policy
16 JHH – Student Suicide Prevention, Required, Approve JHH policy as presented
Dr Galvin shared a first look at the annual updates to board policies as prepared by the Oregon School Boards Association (OSBA) She noted most are small updates due to changes to laws At the next board meeting, the board will review and approve these changes Key changes
impacting the board include updates to board training requirements, and the requirement to list all votes by name in future minutes
Ms Mansfield asked which board policies are new versus changed
Dr Galvin noted that not all policies sent by OSBA in their packet are slated for approval by ORCA’s board because they do not fit the school’s virtual environment The list in the May meeting agenda reflects the policies specific to ORCA’s environment that are up for approval by the board at the June meeting
B Outreach Update
Ms Fisher shared an update on outreach In April there were 60 posts, leading to over 280,000 impressions, over 1200 engagements and 33 post-link clicks. Top posts included updates from a student trip to the East coast and a celebration of DECA’s achievements at their first nationwide competition. Outreach events have included ongoing presence at Salem Saturday Market and an interview of ORCA staff member Rachel Kazmierski on Everyday Northwest.
C. Facilities Update
Mr. Meyer shared an update on maintenance of ORCA facilities. Parking lot sealing is being scheduled in Mill City. Both facilities will undergo potable water testing in June.
D. Legislative Update
Dr Galvin shared an update on legislative happenings in the state She noted that several districts in the state are making difficult budget cuts Unfortunately, virtual schools have been brought up in conversations about funding losses by other schools Recently, Dr Galvin reached out in response to an article by Krista Parent of COSA that mistakenly correlated local district funding loss with enrollment gains by virtual schools She expressed to Ms Parent the opportunity to clean up legislation in the next session that could close loopholes that empower certain schools to effectively pay parents for their students’ attendance
E Board Updates
1 Executive Session for School Leader Evaluation
Dr Schweitzer reminded the board of the annual review process for the Executive Director The board conducts the review under contract with SYS Education, as led by Dr Schweitzer While SYS helps navigate the process, it is the board’s official review of the Executive Director The board will receive official communication this week with information needed for rating the Executive Director It will also include recommendations from the Executive Leadership Team who work closest
with Dr Galvin: Todd Schweitzer, Todd Shaffer, and Steve Nielsen These recommendations may be adopted or amended by the board as they see fit
2 Board composition
a) 2025-26 Board composition
b) Proposed 2026-27 Board composition
Dr Galvin noted that at the June Annual Board Meeting there will be renewal of members and officers ahead of the 2026-27 school year If she chooses to continue volunteering in this capacity, Ms Mansfield will be up for term renewal
3 Proposed board schedule for 2026-27
Dr. Galvin also shared the recommended board schedule for the next year. Both the schedule and officer roles will be brought for approval in June.
4. Graduation – Saturday, June 6, 2026, at 4:00 at the Oregon State Fairgrounds in Salem.
Dr. Galvin reminded the board that Graduation is coming up on June 6th.
X. Adjournment
In the absence of quorum, the meeting was ended by Ms. Mansfield at 12:42 p.m.
Next regular meeting date: June 24, 2026 at 12:00 p m PT in Zoom