March 10, 2025 Business Board Meeting Minutes

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

The Board Business Meeting was held March 10, 2025, 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

Provisional Minutes-Not Board Approved

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 Jason Bizon
Vice-Chair Abbie Warmbier
Ms. Lu Ann Anderson
Ms. Christine Bader
Mr. Gerardo Partida
Mr. Larry Vollmer

BOARD MEMBERS ABSENT:
Ms. Doris Towery

ADMINISTRATION:
Debbie Brockett, Superintendent
Cherice Bowden, Board Secretary

Pledge of Allegiance
The Pledge of Allegiance was led by Sofia Manriquez.

AUDIENCE:
Kourtney Ferrua, Steffanie Frost, Brian Crain, Shelly Simonyi, Laurie Fry, Erin Caldwell, Jason Hall, Hiran Amerasinghe, Scott Murphy, Kim Price, Lauren Berg, Vicky Brown, Kathi Fowler, Dave Furman, Allison Eitzen, Cielo Tahmaseb, Hilary Brittan Lack and Chris Starr.  See attached 

• 1.4  Budget Committee Applicant Adam Stone
  Adam Stone introduced himself and said “ I am happy to be here tonight”.  He moved his family to McMinnville in 2020 and he has two students – a second grader at Newby ES and a sixth grader at Duniway MNS. They have had a wonderful experience in the school district.  He states has looked for opportunities to participate in the community through nonprofits, Cycling Yamhill County and volunteering to coach youth sports.  Professionally, he works as the Clinical Analytics Director at OHSU and is familiar with the budgets process.

  1.5  Introductions and Communications
  Superintendent Brockett introduced and welcomed the staff and students from Duniway MS.  She introduced Duniway Principal Hilary Brittan Lack, Assistant Principal Troy Hall and instructional assistants Anna Barsotti and Brent Cartier, the students would introduce themselves.  She thanked the family and friends that came out to support the students and said, “It is much appreciated”.

  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:
  Campbell Dermatology & Aesthetics donated $500.00 to MHS for Meredith Old’s’ classroom and $500.00 to MHS for Korey Ford’s classroom, Mac D-Bros donated $612.00 to MHS, Lagunas Enterprises, LLC donated $550.00 for a softball logo sponsorship, Les Schwab donated $800.00 to MHS for Mac Madness, Lum’s donated $500.00 to MHS for Mac Madness, Down to Earth Brewery, LLC donated $500.00 to MHS for Mac Madness, Hyder Family Dentistry, LLC donated $1350.00 to MHS for Mac Madness and Cellar Ridge Custom Homes, LLC donated $1000.00 to MHS for FTC robotics scholarship.

  2.2 Approval of minutes of the February 10, 2025 Business Board Meeting and February 24, 2025 Work Session Meeting approved. 

  Director Anderson made a comment that the 25 to 30 cents on the dollar in the February 10, 2025 minutes were incorrect and should have been $25,000 to $30,000 on the dollar.  After reviewing the meeting video, the information written in the minutes were correct.  Also, in her Director’s comment, it was noted that she gave a shout out to Resilience. It should have been Raising Resilience.

  2.3 Personnel Actions approved.

  On motion by Director Lu Ann Anderson, seconded by Director Gerardo Partida, the Amended Consent Agenda was approved on a unanimous vote.  Directors: Larry Vollmer – aye, Gerardo Partida – aye, Lu Ann Anderson – aye, Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, and Chair Jason Bizon -aye. There were 0 nays.  

  3.0 REPORTS
  The Board heard Monthly Reports.

  3.1 Student Reports
  Principal Hilary Brittan Lack stated, “At Duniway we believe that learning extends beyond the classroom and our vision for our school that was co-created by the staff last year aspires to be a leading institution of excellence, fostering lifelong learners who positively engage with their communities.  Over the last two years we have been focused on school climate and student connections.”  She shared that she had extended athletic offerings and is excited to say that they just hit their 500 students participating mark this year for athletics.  That’s 500 unique students on campus participating in at least one sport, whether it is league or intramural.  She also shared that they receive a $94,000.00 C&P Grant which is amazing to create the school garden.  Anna Barsotti shared a slide presentation on: Why a Garden? She shared that some students for the first time are putting down their phones. They are choosing, not because their guardians tell them to, to take a break, go outside, whether it’s putting their hands in the dirt or listening to the birds, or thinking about things in a different way.  She is pleased to be a part of it.  

  Brent Cartier shared the DMS Garden Mission Statement. The  Duniway MS garden is a safe space for students, staff and community members of all abilities and backgrounds to connect with the natural world, practice social and emotional skills and engage in academics across all disciplines.  Students were lucky enough to have the garden as an elective class.  It is a great opportunity to hear the voices and choices of the students and implement them in the foundational process of building the garden.  

  Students shared their written feedback:  

  Keira stated that gardening class offers many opportunities.  One of the opportunities for her was  learning about Black History Month through the stories of black farmers.  The class has helped her with learning new skills to apply in her garden at home. She enjoys learning about technology that is used in gardening and working with Mr. Sanders building automatic watering kits.  

  Student Evelin stated that she is more connected with her peers. She has a chance to work on her social skills both inside and outside.  It has made her feel more confident when she is in school and with others.  She enjoys working hard in the garden moving gravel into the greenhouse. She is reminded of the process she is a part of and it makes her independent and strong.  

  London stated, “This is our chance to learn about different farmers and techniques in February, learning about black farmers and Black History month.” He had never heard of George Washington Carver, who had a big impact on agriculture and did so many things for farming.  When he goes into the store and sees peanut butter, he thinks of all the things peanuts could be. He loved making the raised garden beds.

  Kathy stated that her favorite thing about the garden class is making different posters for information about gardening and health. Her class is in charge of the Crunch Event and they shared information about local fruits and helped the entire school participate in everyone eating an apple at the same time. She enjoyed learning about mushrooms and getting to grow them.  

  Claire stated that her favorite thing about gardening class is planting seeds and watching them grow and eventually harvesting them.  She likes how they are there for the whole process of growing food and it gives her opportunities to think about what can be related to gardening in our community.  She loves gardening class and hopes the school’s garden keeps growing and expanding.  

  Jayden stated that his favorite part of class is Fresh Food Friday.  This is when their teachers bring in fresh food and they get to try new things, learn about what they are eating and socialize.  It is a chance to break away from stress. One of the most impactful lessons of gardening is it helps him feel a sense of belonging.  

  Sofia stated that one of the most impactful things she has learned from class is to take things one step at a time, and that things grow at their own pace.  From this class she has learned to be patient.  She has also learned teamwork and community.  There are people in our community that help with the garden and she has learned that you can’t do it all on your own; you need a team.    She would spend a lot of time on her phone and social media, but now her priority is to spend time in nature and go on walks. 

  Brent shared the Community Partners who have supported the garden and have been instrumental in what they have done.  The community partners have helped with stump removal, excavating, ground leveling and donating material and supplies.

  • Marisa and Edwin Martinis
  • Wilco
  • Lowes
  • Mark at Micro Excavations, LLC
  • Leland McDonald and Associates, LLC
  • Chef Benjamin Figueroa – Trellis, Dundee
  • Charlie Bruder, myologist and microbiologist 
  • Margo Schwarz, permaculturist
  • Artist Susan Marrant
  • Crazy Creek Products
  •  New Energy Works

  On September 6, New Energy Works will be supporting a community project.  They will be doing a barn raising.  Anna shared that 700 pounds of seeds were donated and the students shared them with each board member.

  Director Anderson asked, “What’s currently growing in the garden?”

  The students answered that cilantro, lettuce, and kale are growing in the garden and they also have flowers growing. 

  Director Partida asked about the technology and, “What do you do?”

  The student answered: There are automatic watering kits Mr. Sanders lets them learn how to assemble and get them in the garden.

  Director Vollmer asked, “Does anybody have a favorite product, a plant, vegetable, or fruit that has grown in the garden?”

  The students answered they like the flowers, lavender and daffodils.  They are excited for more vegetables. They also like lettuce and kale.  

  Chair Bizon asked, “How many students are in the gardening class?”

  Hilary answered that there are 40 students in the class.

  Director Bader commented that she has been following this all year long and she wants to really appreciate and honor the creativity of the teachers and “how you have been creating as you go with so much love and attention, also mindfulness and having to be flexible.  It is amazing to see you build something that will hopefully last a really long time.”   See presentation.

  3.2 Student Envoy Report
  Student Envoys from MHS presented the student report for MHS.  They gave an update on the ASB Leadership Facilitated Unity Week, March 18 – 21,  The Unity Week Mission Statement, activities for each day of the week starting Tuesday through Friday and The Unity Assembly.

  They also gave an update on academics, athletics, and arts/pathways.  See presentation.

  3.3 McEA
  Adam Gray presented in place of Polly Dunkley as she was unable to attend the meeting.  

  • Building shout outs for Patton’s drama department who has partnered with the cooking club to create a show and a meal experience.  
  • Duniway – Amber VanCleve is planning a EF experience to Spain during spring break of 2026.  
  • Caseload Committee, great work and commitment to making this work. 

  Adam read a statement from Polly Dunkley. Polly stated, “This is officially my last year of being president. After being in this role for 3 years, I feel it is time to allow another person/ member to rise up and take the honor. I have learned a lot in the position, and hope to stay involved in other aspects of the Union moving forward.”

    McEA positions available:

  • 1st VP
  • Secretary
  • President

  3.4  Superintendent Report
  Superintendent Brockett gave an update on the after school programming.  They continue operating out of three schools, with students from Willamette being bussed to Buel and students from Grandhaven being bussed to Memorial. Newby is the third school.  

  The current enrollment at each school:

  • Buel – 41 (9 students on scholarship)
  • Memorial – 65 (8 students on scholarship)
  • Newby – 17 (4 students on scholarship)

  Current monthly rates for YMCA:

  • 5 days: $450
  • 4 days: $408
  • 3 days: $348
  • 2 days: $282
  • 1 day: $222
  • In-service day: $50

  She stated that the YMCA is very pleased with our partnership and hopes to continue working with the district next year and many years. This topic will be discussed at the upcoming joint meeting with the City Council.

  She also shared updates on the staff and family budget input, the joint meeting with City Council and Legislative updates.  See presentation.  

  Director Anderson asked if the Caseload Committee was an outcome of negotiations and who is on the committee. 

  Director Frost answered that it was actually the Compensation Committee. 

  Director Anderson asked what is the scholarship funds remaining in the KOB account.

  Superintendent Brockett answered that the director of the YMCA Program, when she put it forward she said they have $40,000.00 left through KOB for this year. They are still trying to get a solid number from KOB.  

  Director Anderson asked if we still have some connection with KOB.  

  Superintendent answered, “Yes, we are still working directly with them.  Kathi Fowler sits on their board”. 

  Wascher ES after school program was discussed and will be added to a work session agenda.    The staff and family survey was also discussed.  See the meeting video.

  3.5  Director of Fiscal Services’ Report
  Director Hall shared the current student enrollment as of March 1, 2025. “Our enrollment is under projection at 6,180(a 2.9% decrease).” He gave a breakdown by grade.  He also gave an update on student withdrawals and some of the reasons why students may have withdrawn.  He gave a  financial update as of January 31, 2025.  See presentation.

  He gave an update on the budget forecast following the first State school fund estimate from ODE and an update on the revenue forecast projections.  He provided responses to the question he received from the board.  See the meeting video.

  4.0 New Business

  4.1 Appointment of Budget Committee Members
  We had two candidates submit an application for the open vacancies on the Budget Committee for a three year term.  

  On motion by Director Lu Ann Anderson, seconded by Director Christine Bader, the motion passed unanimously to appoint Mr. Adam Stone and Ms. Susan Escure to the Budget Committee for a three year term. Director Larry Vollmer – aye, Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Chair Jason Bizon – aye.  There were 0 nays. 

  4.2  Policies 1st Reading
  Director Frost presented the following policies for first reading.  She explained required updates changes made: 

  4.2.1 AC – Non-Discrimination & Civil Rights

  Director Bader asked, “What if the coordinator is the superintendent and the complaint is against the superintendent?”

  Director Frost answered, “The complaint would go to the board chair, which is where any complaint against the superintendent goes”.

  Director Anderson asked who is serving as the Civil Rights Coordinator?

  Director Frost answered that it is Director Simonyi.

  4.2.2 GBN-JBA – Sexual Harassment – Sexual Harassment
  4.2.3 GCBDF/GDBDF – Paid Family Medical Leave
  4.2.4 JFE – Pregnant and Parenting Students

  Director Anderson commented that she missed the last work session meeting where we talked about subcommittee meetings.  She asked if we are doing these here in lieu of a subcommittee meeting

  Director Frost answered, “Yes, at this time it is my understanding.”

  These policies will return for second reading at the next Board Business meeting

  4.3  Integrated Plan 1st Reading
  Director Ferrua presented a slide presentation on the Integrated Plan by the Oregon Department of Education for a first reading.  She shared that since it first started there were fewer than the nine plans.  Then LC and the Federal School Improvement plans have been folded in.  All of these plans align with common metrics and those five indicators that the State is looking at to judge school improvement.  This plan was presented and reviewed at the February 10, 2025 Business Board meeting.  She explained that the budgeting plan will be aligned with the work that Director Hall is doing with the Budget Committee. She is hoping to have it finalized next month.  See presentation.

  4.4  Calendar Approval – 2nd Reading
  Director Frost informed the board that normally we would be coming forward with an actual school calendar for them to approve. The information they received in their packet tonight is us coming with some sections of the calendar that we can vote on.  The reason we can not do a full comprehensive calendar at this time is due to the budget reduction and some of the items that we are looking at changing to mitigate budget deficits. 

  Vote 1: What is the format for the start of the school year (table or no table)?
  The conversation was tabled until the April business board meeting.

  On motion by Director Lu Ann Anderson, seconded by Director Larry Vollmer, the motion passed unanimously to table the discussion on adopting the full calendar for the 2025-26 school year, with the understanding that the school year will start after Labor Day and that we will get further information via the budget process to make a decision about the calendar.   Director Larry Vollmer – aye, Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Chair Jason Bizon – aye. There were 0 nays. 

  Vote 2: How many years will we adopt at one time?
  The board discussed and agreed to move forward to vote and adopt a three year academic calendar.

  On motion by Vice-Chair Abbie Warmbier, seconded by Director Gerardo Partida, the motion passed  five to one to approve a three year academic calendar moving forward. Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Chair Jason Bizon – aye, Director Larry Vollmer -nay.

  Vote 3:What will be the length of Thanksgiving Break?
  The board discussed the options on how many days to take during the Thanksgiving Break.  There are two voting options.  Option 1: After Labor Day start – 3 days at Thanksgiving.  Option 2: After Labor Day start – 5 days Thanksgiving.

  On motion by Director Larry Vollmer, seconded by Vice-Chair Abbie Warmbier, the motion passed unanimously to approve option 1: After Labor Day start – 3 days at Thanksgiving  Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Chair Jason Bizon – aye, Director Larry Vollmer -aye.  There were 0 nays.

• 5.0 Public Forum
  Kate Bonilla works in a neighboring district as a behavioral health administrator.  She has two children, one who attends Duniway MS and one who attends Memorial ES.  She wants to know how we will be reviewing our SIA spending and our Integrated Grants.  She is hoping we can consider as we look at the Integrated Grants application that we could have smaller class sizes.  She states that when we have really hard decisions in front of us, she is hoping that we can consider some innovative ways where we can reach those students who might  be in a vulnerable spot.

  6.0  Board Directors Comments
  Director Vollmer extended a thank you to the staff at Buel for another round of Survival Swim.  It is an incredible workout, incredible activity, and connection with the kids. He states that he is most proud of the Buel community is growing and growing and growing in ways he has seen in the last six to seven years doing this.  He wished the girls all the best and all the encouragement he could for a Wednesday late afternoon game in Portland.

  Director Bader commented that for School Breakfast Week, she went to school breakfast at Patton where the banana chocolate chip breakfast bar looked amazing.  At Buel she learned that is an aspirational goal to be a 5th grade breakfast hero and get to wear their hero cape as they bring the breakfast carts around to each classroom.  She stated that both visits were really wonderful in showing that “Our buildings are doing such good critical work to feed our kids.”  She gave a huge shout out to those teams.  She stated that she attended the Wellness Summit on Wednesday and she learned so much about the array of resources in our community and she wanted to express gratitude for all the community organizations that took the time to show up.  She hopes that we can continue to build and spread the word for resources that can support our kids’ mental health and wellness. 

  Director Anderson commended the Duniway gardening class.  She has been watching the progress as she drives up and down Wallace Road.  She said, “One of these days, I’m going to knock on the door and ask for a tour, because it looks really amazing”.  She asked for the status of the subcommittee meetings.  Vie-Chair Warmbier answered that she would say that we are on hold figuring out public meetings and making them an open meeting.  There is going to be ongoing discussion in a work session about whether or not those are needed, and if we need to go through the effort of making them open meetings.   

  Director Partida commented that last week he was at Newby with breakfast with the kids.  It was amazing.  He was at Memorial a couple of years ago and he went over to sit down with the kids.  “They get breakfast and then I would go and talk to them, and have fun and a really great time with them.  At Newby they save at least 15-20 minutes.  They have a cooler at the entrance of the room with the bags ready to go.”  He talked with some of the teachers and they like the idea because it saves time and the kids are learning right away.  He thanked the Duniway principal and staff for taking the kids out of the classroom to learn something. He said, “When I have stress on my own, I like to get fresh air.”  Taking the kids out of the classroom is a benefit.

  Vice-Chair Warmbier welcomed Adam Stone and Susan Escure. She commented that it is an intimidating thing to volunteer for being on the Budget Committee, and we’re glad to have them volunteering. If they’re seeing this, they can reach out to any of us to get to know us, or answer any questions that they have. She thanked Director Hall and Superintendent Brockett for all of the pre-work that they are doing for the budget, as everything’s changing.

  Chair Bizon commented that for him, two coaches of the year is incredible.  He is lucky enough to get to sign a whole bunch of “Making a Change” certificates for the members of this district; for the teachers for all the work that they do, and their supervisors for putting them forward and recognizing them.  

  8.0 Announcements
  March 12 at 6:00 p.m. is an Executive Session
  March 31 is a Joint Work Session with City Council

  Meeting Videos

  The meeting adjourned at 9:16 p.m.