February 13, 2023 Business Board Meeting Minutes

MINUTES OF THE SCHOOL BOARD OF DISTRICT NO. 40,
YAMHILL COUNTY, McMINNVILLE, OREGON

The Board Business Meeting was held January 9, 2023, both in person and via Zoom at the
McMinnville School District Office, 800 NE Lafayette Ave., McMinnville OR 97128 

The link was https://msd40.zoom.us/j/215496199

At 6:29 p.m., the Board of Directors of McMinnville School District opened the supplemental budget public hearing meeting in Regular Session. The meeting was called to order by Chair Carson Benner.

Chair Carson Benner asked if anyone had input for the supplemental budget hearing.  If no one had any input, he would close the supplemental meeting.   No input was made.

The meeting was closed at 6:30 p.m.

At 6:30 p.m., the Board of Directors of McMinnville School District opened the board business meeting in Regular Session. The meeting was called to order by Chair Carson Benner.

BOARD MEMBERS PRESENT:
Chair Carson Benner
Vice-Chair Dr. Paul Haddeland
Mr. Jason Bizon
Ms. Janis Braich
Mr. Larry Vollmer
Ms. Abbie Warmbier

BOARD MEMBERS ABSENT:
Mr. Gerardo Partida

ADMINISTRATION:
Debbie Brockett, Superintendent
Cherice Bowden, Board Secretary

Pledge of Allegiance
The Pledge of Allegiance was led by Genevieve Taylor.

AUDIENCE
Steffanie Frost, Kourtney Ferrua, Martha Biggs, Hiran Amerasinghe, Karina Smith, Brian Crain, Samantha Nelson, Kevin Carroll, Laurie Fry, Genevieve Taylor, Erin Taylor Dave S., Phil Hernandez, Melissa Hernandez, Sarah Williams, Walter Williams, Jonathan Taylor, Veronica Chase, David Bledsoe, Sara Harris, Opal Primozich, Mimi Bajinka,  Vincent Gourley, Lucy Bertolo, E. Saudberg, Polly Dunkley, John Sadly, Alyssa Fernandez, Madison Gregory, Ellie Gregory, Amanda Gregory, Chris Gregory, Kate Pabst, Peyton Chase, and Diego Garibay.

• 1.4 Introductions and Communications
  Superintendent Brockett introduced Melissa Hernandez, teacher at Memorial ES and Kim Price, principal at Memorial ES. She introduced Walter William, Alyssa Fernandez, and Genevieve Tayler, students at Memorial ES.  She recognized Peyton Chase and Maddie Gregory, students from Duniway MS.  She stated that they give up their early release Wednesday time and they go over to Memorial ES to assist Ms. Hernandez and her class, and they are here tonight to assist with the presentation.

  1.5  Classified Employee Week Proclamation
  1.6.1 Classified Employee Week Proclamation (March 6-10, 2023)

  Abbie Warmbier read the proclamation:

  WHEREAS the education of our youth is imperative to our school district, to Oregon, to our nation, our world;

  WHEREAS classified school employees in our school districts, education service districts and community colleges are the “backbone” of our public school system;

  WHEREAS classified employees work directly with our children, staff, parents, volunteers, business partners and community members and are responsible for the transportation, nutrition and general well-being of our children as well as assisting certified staff in direct instruction; 

  WHEREAS classified employees ensure the smooth operation of our offices, the maintenance of buildings and property, and the safety of our staff and students and the community trusts them as important messengers about our schools; 

  WHEREAS our community depends on classified employees to serve students and other staff, often in challenging circumstances and classified employees, with their diverse talents and true dedication, nurture our youth throughout their K-12 years;

  WE MEMBERS OF THE McMINNVILLE SCHOOL BOARD join Governor Tina Kotek  in proclaiming March 6, 2023 through March 10, 2023 to be CLASSIFIED SCHOOL EMPLOYEE WEEK in McMinnville, Oregon, and encourage all members of our community to join in this observance recognizing the dedication and hard work of these individuals.

  1.6 Review of Agenda
  There were no changes to the agenda.

  2.0 Consent Agenda
  2.1 Gifts to the District

  The Board accepted with gratitude, gifts to the District: American Legion Auxiliary Unit 21 donated $1000.00 to MHS for Cheer Nationals, Mark Bunker donated $1200.00 to MHS for girl’s tennis, Janelle Mac Whittke donated clothing worth $300.00 to MHS for the resource room, Women’s Ministries donated $600.00 to MHS for student need, The Vortex donated $200.00 to MHS for Fan/Community Engagement, Joseph & Courtney Seifert donated $2500.00 to MHS for athletics, Davison Auto Parts donated $200.00 to MHS for Fan/Community Engagement, First Federal donated $400.00 to MHS for Fan/Community Engagement,  Chemeketa Community College donated $400.00 to MHS for Fan/Community Engagement, Wrigley Family Ventures donated $400.00 to MHS for Fan/Community Engagement, Les Schwab Tire Center donated $400.00 to MHS for Fan/Community Engagement, Oregon Mutual Insurance Company donated $750.00 to MHS for Fan/Community Engagement, Hagan Hamilton donated $750.00 to MHS for Fan/Community Engagement, Amy R. Wark donated $1524.00 to MHS for Fan/Community Engagement, Andrew Physical Therapy donated $750.00 to MHS for Fan/Community Engagement, S & S Electrical Contractors, LLC donated $100.0 to MHS for the equestrian club, Yamhill County Sheriff’s Posse donated $600.00 to MHS for the equestrian club, Mary Ann Potter donated costume supplies to MHS worth $320.00 for the drama program, Confederated Tribes of Grand Ronde donated $2000.00 to MHS for Cheer Nationals, Joileen Latham donated $100.00 to MHS for school lunches for students, Sherry Toliver donated clothing to MHS worth $100.00 for the resource room, and Craftmark, Inc. donated a framed US map to MSD worth $100.00 for education. 

  2.2 Approval of minutes of the January 9, 2023 Business Board Meeting, January 23, 2023 Work Session, and February 4, 2023 Mid-Year Board Retreat approved.

  2.3 Personnel Actions  approved.

  On motion by Dr. Paul Haddeland, seconded by Jason Bizon, the Consent Agenda was approved on a unanimous vote.

• 3.0 REPORTS
  The Board heard Monthly Reports.

  3.1 Student Reports
  Principal Kim Price introduced Melissa Hernandez, special education teacher, three students from Memorial ES, and two former students to describe what the Peer Volunteer Program is. Ms. Hernandez shared that the program started at Grandhaven with fifth graders and then slowly poured out to third and fourth graders.  She stated that she brought the program over with her to Memorial ES.  It has been very successful, and currently she has third, fourth and fifth graders.  She now has sixth graders and one high school student that comes and serves in the classroom when they can manage the time. Students sign up to be in the program.  Currently there are 100 third, fourth and fifth grade volunteers.  The students that help in the classroom need to learn about different types of special needs, be a role model, model respectful people first language, and accept any role. The students shared videos of peer volunteers helping in Ms. Hernandez’s autism classroom and how they were helping the students with cues.  They also shared a visual cue they used in the classroom with the board.  Peyton Chase and Maddie Gregory also shared their experiences assisting in Ms. Hernandez’s class.

  3.2 Student Envoy’s Report
  Opal Primozich shared exciting athletic updates.  The boy’s and girl’s swim teams won districts; the girls finished the season League Champs in Dual Meets.  The Co-Ed Cheer Team won the State Championship, Wrestling had four State qualifiers and one District Champ. On February 4,  13 Theater students competed in various categories at the Northwest Regional acting competition for Oregon Thespians.  All were given excellent and superior scores.  McMinnville will be represented by qualifying students Abbie Hamblin (11), and Mason Fuller (10) in Solo Acting Experience, Lezly Olmedo Fernandez (12) and TJ Lake (12) in Small Group Musical at the State Competition and festival in April.  Diego Garibay announced that TJ Lake is going to New York for a national competition.  Opal Primozich, Diego Garibay, Mimi Bajinka, and Vincent Gourley all shared additional updates for activities, academics, athletics, and arts/pathways.

  3.3 McEA
  Polly Dunkley gave an update on the liaison meetings they have been having.  She stated that the meetings have been great as far as communication.  She appreciates Superintendent Brockett for her willingness to listen and encourage us to bring very specific situations to her.  She encourages the staff to bring situations to her as well.  She stated that she didn’t think that was always a practice in the past and it is nice to be able to actually encourage the staff to be able to do that. She is encouraged about future communication.

  3.4 Superintendent’s Report
  Superintendent Brockett stated she had a great time attending many of the different events.  She did a lot of listening sessions, and she finished up the student listening sessions over the past couple of weeks.  It has been revitalizing to hear from students, staff and others on how we can continue to move the District forward.  She attended the Swinging on a Star music gala; it is always impressive to see the whole community come together to support education. She reported that we have seven students chosen to work in the Water and Light Internship Project.  They will officially begin with an orientation on February 20.

  3.5 Director of Fiscal Services Report
  Samantha Nelson shared a presentation on  enrollment.  We are 49 students above projections and holding steady. She also shared year-to-date budget expenses. She wanted to make everyone aware that our legislature is in session talking about state school funding and this is something we will be carefully monitoring.  

  3.5.1 Audit Report
  Mr. David Bledsoe gave an overview of the Annual Audit Report results.

  4.0 Unfinished Business 
  4.1 Brian Crain presented the following policies for second reading.

  • IK – Academic Achievement

  Academic Achievement language is revised to align with OAR 581-022-2270. (5a.)  
  

  • Preliminary review of IGDJ – Interscholastic Activities 

  On motion by Janis Braich, seconded by Larry Vollmer, the motion passed unanimously to approve the policies for final adoption. 

• 5.0 New Business

  5.1 Supplemental Budget Resolution #01-2023
  Samantha Nelson asked the board for approval of  the Supplemental Budget Resolution #01-2023.  She explained that this will move one million dollars out of contingency up into the fund transfer to asset reserve expense line of the general fund.  

  On motion by Larry Vollmer, seconded by Dr. Paul Haddeland, the motion passed unanimously to approve the Supplemental Budget Resolution #01-2023. 

  5.2 New School Year Calendar
  Steffanie Frost presented the copy of the school calendar for a first reading and gave a reminder of the process.  She shared that we are on step one of the calendar adoption process. There will be a survey going out to all stakeholders so that families, students, community members, and staff will have the opportunity to give input.  After the committee reviews the survey input, they will make a recommendation to the leadership team, the district directors,  and administrators.  They will make the final adjustments and it will be brought to the board at the March 13, 2023 meeting for a final calendar recommendation to be considered for adoption for both the 2023-24 and 2024-25 years.

  5.3 Integrated Plan
  Kourtney Ferrua shared a presentation of the first draft for the Integrated Plan.

  5.4 Out of State Travel
         McMinnville High School Band Trip
  Jared Larson shared information and the itinerary on the upcoming field trip.  He stated they would like to travel to Southern California on a team building and musical educational trip. 

  6.0 Public Forum
  We did not have any public comments.

  7.0 Board of Directors
  Jason Bizon congratulated all of the swim teams, the co-ed cheer team, TJ Lake who won the Shakespearean Festival, and the Speech Team who competed at Lynn Field for the first time since Covid.  It is good to see all of the competitors doing well in their sports. He thanked Superintendent Brockett, Cherice, and the whole Cabinet for an awesome Mid-Year Board Retreat.  He is humbled every time in their presence and you are presenting.  It is amazing all of the things that you do and I get to learn about and be a part of.

  Larry Vollmer gave a shout-out to the Administration team for the Professional Development that they invited the board members to attend last Thursday at the high school. He thought the sessions were unbelievably informative and very interactive.   He shared a suicide prevention information card with the other board members.  

  Abbie Warmbier stated at first she could quite see the whole plan that Superintendent Brockett talks about regarding equity, including all students, not just the focal population.  She feels like it is really coming together with what she saw in the Memorial students including the special ed students in so many activities.  Hearing Kristian Frack talk about curriculum adoptions; he was so excited about how he can reach those students by providing them with stimulating curriculum.  She is really seeing what is meant with the plan and it is all starting to happen now. She really appreciates it.

  Janis Braich gave a shout-out to ASB. It is amazing the reports that we get compared to about five, six, seven years ago.  The enthusiasm is so nice to see, and  how they are growing and incorporating the whole student body.  They are a great group of kids.  She echoed what Larry Vollmer said about the in-service.  She hopes there are more next year.

  Dr. Paul Haddeland echoed what Abbie Warmbier said about the great work Kevin and Superintendent Brockett are doing by getting kids in their community schools and into their general classrooms. He thinks it is just a remarkable thing they have done.   He thanked Kourtney for trying to get them to understand the Integrated guidance.

  Carson Benner stated that the Leadership Team talking about equity just means they are one step ahead of us.  It is just exciting to see them using the same strategies that we are trying to use and being successful at it.

  The meeting adjourned at 8:02 p.m.