Oregon Charter Academy (ORCA) Approved - February 25, 2026
MINUTES OF THE BOARD OF DIRECTORS’ MEETING
Wednesday, January 28, 2026 at 12:00 p.m. PT
Held at the following location: Via Zoom: https://oregoncharter.zoom.us/j/91035080370
I Call to Order
Mr Brown 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: Joseph Brown, Jennifer Brady [left at 1:00 p m ], Laura Vaucher, Mary Ellen Mansfield, Kim Thatcher [joined at 12:08 p.m.]
Board Members absent: None
Members of the Public present: None
School Staff present: Allison Galvin, Executive Director, and the following school staff; Todd Shaffer, Steve Nielsen, John Meyer, Molly Fisher, Rachel Reid, and Susan Pollnow.
III. Public Comment
None
IV. Routine Business
A Approval of the Agenda
Mr Brown 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 as presented
Ms Vaucher seconded the motion
RESOLVED, that the agenda for the January 28, 2026 meeting of the Board of Directors of Oregon Charter Academy is hereby approved
The motion passed unanimously
V School Spotlight
A AVID
Ms Pollnow gave a brief overview of the school’s AVID program Established in 2018, AVID implements best instructional practices across the school and helps students prepare for college and careers The AVID site team is focusing this year on examining rigor in instructional practices across the school Students learn to improve notetaking, build inquiry, and read and think critically ORCA is a model for the AVID national program, providing showcases of the best practices of what AVID can look like in a virtual environment
A key feature of the program is the AVID elective, available to students in grades 6-12. The elective gives students an opportunity to engage in a socratic-based learning process to engage in self-tutoring and grow their academic skills.
AVID is a big part of building school culture through its partnerships with ASCEND and E3 to give students opportunities to learn about postsecondary options. AVID has supported the development of college- and career-focused field trips and activities for students.
[Kim Thatcher joined the meeting at 12:08 p.m.]
Ms. Mansfield asked how students join the AVID program.
Ms Pollnow shared that AVID’s WICOR instructional strategies are school-wide in all grades and classrooms The elective, however, begins at Middle School where students are invited to apply for AVID based on their skills, growth points, and interest
Ms Vaucher asked what Ms Pollnow is most excited about from the last year and where she sees the program in 3-5 years
Ms Pollnow shared that she has loved seeing students grow and, at high school, beginning to receive their college scholarships In addition students got to take the lead on presentation during the most recent national showcase In the future, Ms Pollnow would love to grow AVID enrollment and continue partnerships with postsecondary options programs to ensure all students in the school know their options and appropriate steps to get there
Ms Mansfield asked how AI may impact the AVID program strategies
Ms Pollnow noted that there can be two paths with AI: to fight it or to embrace it as a tool Some Middle School teachers are teaching students how to embrace AI as a tool For example, they are encouraged to take their notes and put them
into AI and compare the results, asking, “Can you get the info you need from the AI output?” AVID students learn how to write good prompts and engage in inquiry to think of all AI interaction through a critical lens
VI Audit Committee, Committee of the Entire Board
A Review and Acceptance of the 2024-25 fiscal year audited financial report
Mr Nielsen shared the results of the 2024-25 fiscal year audit He recapped the audit process which began just after the end of the previous fiscal year in July, noting that, as in previous years, there was a change in lead auditor mid-way through the process
The final audit returned a clean, unmodified opinion reflecting no material deficiencies. Net position and fund balance both increased by over five percent, putting the school in a strong financial position. The audit included a couple of best practice comments related to Board oversight and insurance coverage. Mr. Nielsen noted the school and Board have good internal controls within staffing constraints. He also noted that Fidelity insurance coverage is reviewed each year with the school’s insurance agent. One final comment had to do with reconciliation of 941 forms, however the auditors did not give school staff an opportunity to respond to this point before they finalize the audit. The discrepancy between the two forms in question was a result of a routine adjustment for third party sick pay.
Mr. Brown noted the best practice recommendation that the Board articulate their monitoring practices and record it in the minutes. He asked what else the Board should be doing in addition to what they already do.
Mr Nielsen noted that “Board review” is a best practice that is standard for all school audits regardless of current practices ORCA currently does more than most districts in terms of providing transparent financials, including bank statements, to the Board and having them reviewed each month
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 Mansfield moved to approve the 2024-25 Financial Audit as presented Ms Vaucher seconded the motion
RESOLVED, to APPROVE the 2024-25 School Year Financial Audit Report as presented
B Approval of the Audit Firm Engagement for the 2025-26 School Year Financial Audit
Mr Nielsen noted that there have been some issues with Pauly Rogers in the process, but ODE has informed the school that these issues are industry wide in
the state rather than isolated to one institution With this in mind, the school is seeking to engage Pauly Rodgers as the audit firm for 2025-26
Dr Galvin also noted that she will need Board approval to sign the engagement letter when it arrives
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 Vaucher moved to approve the engagement of Pauly, Rogers and Co and to designate Dr Galvin to sign the engagement letter Ms Mansfield seconded the motion
RESOLVED, to APPROVE the engagement of Pauly, Rogers and Co , PC for the 2025-26 school year financial audit and designate Executive Director Allison Galvin to sign the engagement letter on the Board’s behalf.
VII. Consent Agenda
Mr. Shaffer requested an update to the Staffing Report. He noted a typo in that the report says it is the November report, but is in fact the January report. He also shared that Allisa Jacobs has resigned effective Friday, January 23rd.
A motion was made and seconded as follows.
Ms. Vaucher moved to approve the consent agenda as modified. Ms. Mansfield seconded the motion.
RESOLVED, to APPROVE the consent items as modified,
A Approval of Minutes from the November 19, 2025 Board Meeting
B. Approval of January Staffing report
C Approval of Expenditure Summary Report - November
D. Approval of Expenditure Summary Report - December
E. Approval of Legal Invoice(s) - December and January
F. Approval of Bank Reconciliations - November
G Approval of Bank Reconciliations - December
The motion passed unanimously.
VIII. Action Items
A Review and consideration of the 2026-27 staff and student handbooks
Dr Galvin shared that the student handbook does not have significant changes other than updated graduation requirements from the state There is also updated wording to how the school implements AI There were no big changes to
employment law for the staff handbook There have been a couple rewrites for clarity in one or two sections
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 Mansfield moved to approve the 2026-27 Staff and Student Handbooks
Ms Vaucher seconded the motion
RESOLVED, to APPROVE the 2026-27 Staff and Student Handbooks as presented
The motion passed unanimously
B. Review and consideration of the plan to staff according to an enrollment of 2,820 for the 2026-27 school year
Dr. Galvin shared the budgeted staffing plan for the coming school year. As of yesterday, current year enrollment has passed 2,900 students. She reminded the board that funding is based on average daily membership, taking into account student movement throughout the year. For budgeting purposes, Dr. Galvin recommends a conservative estimate of students wherein the school budgets for 2,820 average enrolled students.
Ms. Vaucher asked if there are any trends in growth for a particular grade level.
Dr. Galvin noted that enrollment growth has happened across all grade levels.
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 Vaucher moved to approve the plan to staff according to an enrollment of 2,820 students
Ms Mansfield seconded the motion
RESOLVED, to APPROVE the plan to staff according to an enrollment of 2,820 students for the 2026-27 school year as presented
The motion passed unanimously
C Review and consideration of the 2026-27 salary schedules
Dr Galvin shared the recommended salary schedules for the coming school year She reminded the board that during enrollment decline in previous years, the school did not do any adjustments to the salary schedules In the last two years, the school has done some catch up to make up for that freeze This year, the school would like to return to a more normative increase in the schedules For salaried staff, this would be an increase of 3% across all schedules For
classified, hourly staff she recommended an increase of 5% to hourly wages in order to stay competitive with other hourly-paid positions in the state A final update to salary schedules this year is to add additional steps to the schedules to capture the additional years of experience of many of our staff
Ms Thatcher asked about the labels of +30 or +45 next to education on the schedules
Dr Galvin shared that those stand for additional college or graduate credits depending on the column
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. Mansfield moved to approve the 2026-27 salary schedules.
Ms. Vaucher seconded the motion.
RESOLVED, to APPROVE the 2026-27 salary schedules as presented.
The motion passed unanimously.
D. Budget Workgroup
Dr. Galvin shared that the school will need to develop a budget workgroup to review the 2026-27 budget. She noted that in past years the treasurer and president have served on that work group alongside key school staff.
Ms. Mansfield and Mr. Brown both volunteered for the group.
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 Vaucher moved to approve the membership of the budget workgroup Ms Mansfield seconded the motion
RESOLVED, to APPROVE the 2026-27 Budget Workgroup, consisting of the following members: Board Chair Joseph Brown, Board Treasurer Mary Ellen Mansfield, Executive Director Allison Galvin, Finance Director Steve Nielsen, Business Manager Rachel Reid, and HR Director Todd Shaffer
The motion passed unanimously
Mr Nielsen shared financial statements through December 31st, 2025, the halfway point of the fiscal year Revenue is at 57% of budget and expenses are at 40% of budget He noted that the differences in the percentages relate to having received 7 of 12 state school fund payments and anticipating payroll to be high in June with balance of contract payments for departing teachers Revenue and expenses are right on track for operational needs of the coming months Finally, Mr Nielsen shared that Boone financial data is included on the income statement Revenue and expenses of the Boone building are tracking as expected
Ms Thatcher asked how the plan to staff for a higher enrollment will impact the budget
Mr Nielsen shared that with a higher estimate of ADM the school’s overall revenue estimate will be higher. The amount per student should also be higher in 2026-27, but the first estimate from ODE will come out March 1st. Dr. Galvin noted that the budget is built with the goal to take less from the state than the school is actually due. There will be a true-up in May of the following school year to deliver any money to ORCA that was not yet collected.
B. School Leader’s Report
Dr. Galvin gave a report covering enrollment, school year events, the Holiday Gift Drive, and an update on the Strategic Plan process. Enrollment is now at 2,905 students. The first semester ended on Monday, and today is the second of two teacher workdays before Semester 2 starts tomorrow. Dr. Galvin noted that enrollment fluctuates quite a bit at this time of year as students transfer at semester break Intent to Return and 2026-27 New Student Enrollment both open on February 9th
This year saw the 6th annual Holiday Gift Drive The CoRe team debuted a new simplified process to allow staff to better support family needs Ten families, identified by the CoRe team, were supported by staff donations toward their holiday gifts this year
The Strategic planning process has begun, with feedback collected from various stakeholders across the school community Most feedback was highly positive Areas for improvement include to grow enrollment well, grow student programs and opportunities, and to keep increasing and adapting communication methods to meet the needs of ORCA’s various stakeholders
X Information Items
A Outreach Update
Ms Fisher shared an update on social media and marketing posts and metrics There were 2 9 million impressions since the last meeting Top posts included FFA at ORCA and Is your child thriving at school?, an enrollment-related post Blogs featured why people chose ORCA and how to keep students engaged over winter break Virtual info sessions keep holding strong with an average of 7 attendees per session
Ms Vaucher asked how many people who attend virtual info sessions end up converting to full enrollment
Ms Fisher noted that she does not have data regarding this topic at this time She shared that she would look into how to track this and add it to an upcoming update
Dr. Galvin shared that this year parent meetings have seen higher attendance than in previous years. Ms. Fisher has been facilitating those meetings. Parents have routinely asked about a parent mentor program, and this year’s parent group is beginning to take the shape of a space for parents to seek support and mentorship.
Ms. Mansfield asked if these meetings have a program.
Dr. Galvin shared that principals usually have a brief presentation of key upcoming dates and follow up from past meeting questions, and then open it up for Q&A. November’s meeting developed into a parent training on how to access information about their students. In response to parent feedback, meetings are now at 3 p.m. one Wednesday per month, rather than in the evening.
B Facilities Update
Mr Meyer gave an update about ORCA’s facilities In January, there was an alarm system failure in Mill City Mr Meyer is getting a competitive bid for a provider for the alarm system There were a few visits from the sheriff due to faulty alarms going off In Wilsonville, there was a water leak in Suite 103 due to an equipment failure in the dentist’s office above Ceiling tiles in 103 are on the schedule for replacement
C Legislative Update
Dr Galvin gave an update about SB 141 that is intended to hold schools and ODE accountable for their work Due to feedback from ORCA, ODE has changed the grouping system for accountability ORCA will now be compared to other virtual schools of a similar size and will not impact the charter district’s data One new development is that schools are now required to do interim assessments 3 times per year Dr Galvin noted that one of the approved assessment tools is already widely used at the school
[Jennifer Brady left the meeting at 1:00 p m ]
D Board Updates
Dr Galvin reminded the board that graduation will be Saturday, June 6th She noted that they would love to have a Board representative give a brief welcome and message to the graduates
XI Adjournment
Ms Vaucher moved to adjourn the meeting
Ms Mansfield seconded the motion
The meeting was adjourned by Mr Brown at 1:00 p m
Next regular meeting date: February 25, 2026 at 12:00 p.m. PT in Zoom