July 8, 2024 Business Board Meeting Minutes

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

The Board Business Meeting was held July 8, 2024, 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 6:30 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 Jason Bizon.

BOARD MEMBERS PRESENT:
Chair Mr. Jason Bizon
Vice-Chair Ms. Abbie Warmbier
Ms. Lu Ann Anderson
Mr. Carson Benner
Mr. Gerardo Partida
Ms. Doris Towery
Mr. Larry Vollmer

BOARD MEMBERS ABSENT:
None

ADMINISTRATION:
Debbie Brockett, Superintendent
Cherice Bowden, Board Secretary

AUDIENCE: 
Steffanie Frost, Kourtney Ferrua, Brian Crain, Jason Hall, and Karina Smith.  See attached.

• Pledge of Allegiance
  The Pledge of Allegiance was led by Chair Jason Bizon.

  1.2 Election of Officers:
  Superintendent Brockett asked for a motion to move Chair Jason Bizon forward for a second year term.   

  On motion by Director Carson Benner, seconded by Director Gerardo Partida, to move Jason Bizon forward for a second term as the Board Chair.  The motion was approved on a unanimous vote.

  Chair Jason Bizon made a motion to elect Vice-Chair Abbie Warmbier for a second year term.

  On motion by Chair Jason Bizon to elect Vice-Chair Abbie Warmbier for a second year term.  The motion was approved on a unanimous vote.

  1.5  Introductions and Communications
  Chair Bizon asked if there were any introductions or communications.  Superintendent Brockett informed him that there were none.

  1.6  Review of Agenda
  No changes were made.

  2.0 Consent Agenda
  2.1 Gifts to the District: The Board accepted with gratitude, gifts to the District: Karen Black donated $100.00 to MHS for Bear Hugs in memory of R. Simonsen, The Blackbaud Giving Trust Fund (Your Cause) donated $50.00 to Patton MS, First Federal donated $100.00 to MHS for the resource room, Tayd Bills donated $100.00 to MHS for boys tennis, Mark Bunker donated $1,300.00 to MHS for girls tennis, and Quentin McCray donated clothing worth $1,500.00 to MHS for the resource room.

  2.2 Approval of minutes of the June 10, 2024 Business Board Meeting, June 17, 2024 Joint Work Session and June 24, 2024 Work Session approved.

  2.3 Personnel Actions approved.

  2.4  Bank Signer Update Correction approved.

  On motion by Director Abbie Warmbier, seconded by Director Carson Benner, the Consent Agenda was approved on a unanimous vote.

  3.0 REPORTS
  The Board heard Monthly Reports.

  3.1 Superintendent’s Report
  Superintendent Brockett gave an update on the principal at Grandhaven ES.  She reported that the EDI Director Karina Smith will be leaving us August 16 to devote time to her family.  The position will not be refilled.  She also gave an update on staffing, Synergy and Habitat for Humanity. 

  3.2  Director of Fiscal Services’ Report
  Jason Hall presented the monthly fiscal report to the School Board of Directors.  See the business meeting packet for details from the presentation.  The presentation covered student enrollment, and General Fund revenue and expenses.

  4.0 Unfinished Business:

  4.1  Student Fees 2nd Reading
  Jason Hall presented the Student Fees for the 2024-25 school year.  See the business meeting packet for details.

  On motion by Director Larry Vollmer, seconded by Director Lu Ann Anderson, the motion passed unanimously for final approval of Students Fees. 

  4.2 Karina Smith presented the following policies for second reading.
  4.2.1 ➢ AC- Nondiscrimination
  According to House Bill 2281, approved in January 2024, every school district is
  required to designate one or more civil rights coordinators. The coordinator may be
  an employee of the school district or contracted with an ESD for the services of a
  civil rights coordinator.

  4.2.2 ➢ EBCA- Safety Threats
  House Bill 3584 was passed in the 2023 legislative session. The bill requires districts
  to adopt policy language about using electronic communication to notify parents,
  guardians, and employees within 24 hours of a safety threat action that was not a
  drill. Such a communication should be “provided in a manner that communicates
  relevant facts and details as necessary and useful” (HB 3584, Section 1, (3) (b)).

  On motion by Director Doris Towery, seconded by Director Gerardo Partida, the motion passed unanimously to approve the policies for final adoption. 

• 5.0 New Business

  5.1 Resolution 05-2024  District Organizational Procedures
  Jason Hall presented Resolution 05-2024 District Organizational Procedures.

  Director Benner asked if this is driven by the title?  If we have personnel changes do we have to redo this every time someone leaves or arrives?  Superintendent Brockett stated that if someone leaves or arrives, it would need to be brought forward under Consent Agenda that there is a change to the title.

  Director Anderson asked for clarification on Eileen Eakins, LLC as legal representative for  McMinnville School District and what services they provide.  Chair Bizon summarized what Director Frost explained.  We use the company for property contracts, real property, real estate, bonds, and bond contracts.

  On motion by Director Abbie Warmbier, seconded Director Larry Vollmer, the motion passed unanimously to approve Resolution 05-2024 District Organizational Procedures. 

  5.2 Establish Substitute Rates
  Steffanie Frost presented the 2024-25 Substitute Rates.  See the business meeting packet for details.

  On motion by Director Carson Benner, seconded by Director Lu Ann Anderson, the motion passed unanimously for final approval of Substitute Rates. 

  6.0 Public Forum
  There were three Intent to Speak Cards given to the Board Secretary.  Parent Meredith Maxfield, who is in support of the cell phone restrictions, student Nikhil Kumar, who is also in support of the cell phone restriction and community member Karleen Booth who address the board on staff resigning and why.

  7.0  Board Directors Comments
  Director Partida thanked the speakers for their comments.  He thanked Karina Smith and stated that we need to continue what she was doing and that she did a great job.  He thanked Nikhil Kumar and stated that it is amazing to hear from others what is really happening in the school.  He thanked him for his comment.

  Director Anderson echoed what Director Partida said.  She stated that she was really impressed with the poise and ability for Nikhil to address a room full of adults. He handled it really well.  It gives her encouragement about what’s happening in school for him because he learned how to publicly speak between home and school.  She thanked the people who came to share their thoughts and comments to the board.

  Director Towery echoed that Karina Smith will be sorely missed.  It has been wonderful getting to know you and to see the incredible work you have done for our district.  She stated that Nikhil may not remember, but he raised money for the Cancer Foundation through the lemonade days and brought that in to help cancer patients.  She cannot wait to see all of the awesome things he will do in the future.  He raised $125.00 selling lemonade and the cancer patients appreciated it tremendously.  She said, “You are an impressive young man”.  She thanked him for coming and commenting.

  Director Warmbier echoed that Karina Smith will be missed. It has been a pleasure to work with you.  She is glad for Ms. Legard but sad for Grandhaven.  She is anxious to see who will interview and how it goes.  She stated that it seems like the phone plan was going to move really quickly and would love to be kept updated and in the loop.

  8.0 Future Agenda Items
  Chair Bizon informed the board that future agenda items can be sent using the Google doc form in the drive to the superintendent and the board chair and to please add any future agenda items there. 

  9.0  Announcements
  None

  The meeting adjourned at 7:10 p.m.