August 24, 2026 Board Work Session Minutes

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

• The Special Business Meeting was held August 24, 2026, 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/97721628814

  Provisional Minutes-Not Board Approved

  At 6:31 p.m. the Board of Directors of McMinnville School District opened the special business session meeting.  The meeting was called to order by Chair Larry Vollmer.  Roll call indicated the following:

  BOARD MEMBERS PRESENT
  Chair Larry Vollmer
  Vice-Chair Gerardo Partida
  Director  Lu Ann Anderson
  Director  Christine Bader
  Director Brielle Houston
  Director Jasmin Juarez

  BOARD MEMBERS ABSENT
  Director  Jason Bizon

  ADMINISTRATION
  Kourtney Ferrua, Superintendent
  Cherice Bowden, Board Secretary

  Pledge of Allegiance
  The Pledge of Allegiance was led by Chair Larry Vollmer.

  AUDIENCE
  Lauren Berg, Jason Hall, Brian Crain, Kellie Clay, Hiran Amerasinghe and Barb Keeton.

  Board Decision on Policy KL Appeal
  Chair Vollmer welcomed those online and those joining us here inside the boardroom for the August 24th McMinnville School District School Board Work Session.  He noted that we would start the meeting with a very brief, one-topic business meeting.

  Chair Vollmer stated that the Board received questions following the August 10th review of the KL complaint.  Whether hearing the hearing and Board decision could occur in executive session, myself and Kourtney conferred with legal counsel on Wednesday of that week to clarify the applicable procedures.  ORS 332.061 authorized the hearing to be conducted in executive session because the matter pertained to and involved examination of confidential student records.  ORS 332.061 permits a school board to conduct a hearing in executive session, whether the matter pertains to or involves examination of a student’s confidential records unless the student or parent requests a public hearing.

  The statute was broadened in 2019 from specifically referencing confidential medical records to all confidential student records.  In this case, the complaint at the Board’s review were directly connected to confidential student education records. The Board reviewed confidential information submitted by both the administration and the parent, and the parent did not request a public meeting. Therefore, ORS 332.061 authorized the hearing to occur in executive session.

  That statute also specifically provides that when a hearing is conducted under this provision, the issue, discussion, student information, individual Board member votes are not made public, and the Board may vote in executive session.  Although the August 10th actions were authorized by ORS 332.061, the Board will take a public vote in its response to provide additional transparency and to eliminate any questions regarding our procedures.  

  He stated that we are holding a brief special business meeting on August 24th, today, at the beginning of the work session to take a public vote on the Board’s response.  This remains within the required 15-day response period and provides additional procedural clarity.  

  Chair Vollmer asked for a motion following the complaint appeal that was heard by the Board on August 10th, 2026.  He reminded the Board that they may choose to uphold, to modify, or to overturn the Superintendent’s Level 2 decision, and the Board Chair will then issue a written decision to the complainant within the established timeframe.

  Chair Vollmer stated that I am here seeking a motion to either uphold, modify, or overturn the Superintendent’s Level 2 decision.

  Vice Chair Christine Bader moved that, in relation to the Complaint that was reviewed in Executive Session on August 10th, that the board uphold the Superintendent’s Level 2 decision.

  On motion by Vice Chair Christine Bader, seconded by Director Lu Ann Anderson. That in relation to the complaint that was reviewed in Executive Session on August 10th, that the board uphold the Superintendent’s Level 2 decision.  The motion was approved on a unanimous vote 6-0.  Vice Chair Christine Bader – aye, Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye,  Chair Larry Vollmer – aye and  Director Gerardo Partida – aye.

  The meeting adjourned at 6:35 p.m.

•  The Work Session was held August 24, 2026 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/97721628814

  Provisional Minutes-Not Board Approved

  At 6:35 p.m. the Board of Directors of McMinnville School District opened the work session meeting.  The meeting was called to order by Chair Larry Vollmer.  Roll call indicated the following:

  BOARD MEMBERS PRESENT
  Chair Larry Vollmer
  Vice-Chair Gerardo Partida
  Director  Lu Ann Anderson
  Director  Christine Bader
  Director Brielle Houston
  Director Jasmin Juarez

  BOARD MEMBERS ABSENT
  Director  Jason Bizon

  ADMINISTRATION
  Kourtney Ferrua, Superintendent
  Cherice Bowden, Board Secretary

  Pledge of Allegiance
  The Pledge of Allegiance was led by Chair Larry Vollmer.

  AUDIENCE
  Lauren Berg, Jason Hall, Brian Crain, Kellie Clay, Hiran Amerasinghe and Barb Keeton.

  PACE: Board Training
  Troy DeYoung, Senior Risk Consultant with the PACE Insurance Program, introduced himself and Kevin Jones and explained that they were there to discuss risk topics, they work with the district on and where they were seeing current risks. He explained that PACE stands for Property and Casualty Coverage for Education and is an insurance risk pool in Oregon with approximately 304 public education entities. Districts pool their contributions or premiums to self-insure property, liability, and auto coverage. PACE purchases reinsurance to provide additional protection, and Oregon School Boards Association and Special Districts Association of Oregon provide various fiscal, legal, risk management, claims management, underwriting, and marketing services.

  Top Claim Areas
  Troy DeYoung explained that PACE’s top three claims from a frequency and severity standpoint have remained consistent. The first is employment practices, including “hiring, firing, discrimination, harassment.” He said these continue to be a “frequent and severe loss” and explained that OSBA attorneys provide services included in the district’s costs to assist with employment concerns. He noted that contacting PACE for counsel at least 72 hours before taking a negative employment action waives the $25,000 deductible.

  The second area discussed was sex abuse and misconduct. He stated that PACE has averaged approximately 15 sexual conduct or abuse claims across the state over 20 years. He emphasized that these are “15 lives that are being affected” and that schools need to make sure they are “doing everything we can to make sure that our schools are a safe space.”

  The third category was bodily injury not otherwise classified. He explained that negligence is a significant factor and described the school’s general duty as providing a safe environment and supervising students while they are in the school’s “care, custody, and control.”

  Sex Abuse Prevention and Staff Supervision
  Troy DeYoung discussed the district’s policies related to sex abuse prevention and explained that changes in reinsurance requirements have increased the importance of following reporting requirements. He stated that if administrators have knowledge of abuse or misconduct and all reporting requirements are not completed, coverage could be excluded. He emphasized that the district cannot “try and take care of stuff on our own” and needs to follow policy, state law, and all reporting requirements.

  He also emphasized two areas: supervising staff and setting professional boundary expectations, and supervising students while they are in the district’s “care, custody, and control.” He said administrators need to be active in their buildings, “walking around,” checking in on staff, and verifying that expectations are being upheld.

  He discussed electronic communications and said boundary violations involving electronic communications continue to be an area of concern. He recommended that staff communicate through approved district channels and not share personal cell phone numbers or text with students.

  Student-on-Student Abuse and Supervision
  Troy DeYoung stated that approximately half of the occurrences PACE deals with involve student-on-student abuse. He emphasized that supervision of students is important and that staff need training and education about what effective supervision looks like.

  He discussed unlocked facilities, open lines of sight, adequate staffing, and ensuring that “every space and activity is owned,” meaning someone has been assigned to supervise. He noted that students remain in the district’s “care, custody, and control” during lunch, breaks, and other activities even when they are not actively in a classroom.

  A Board member asked what guidance is provided for students with special needs whose protocols require privacy for activities of daily living and also asked about situations such as lockdown drills when windows need to be covered.

  Troy DeYoung answered, the district should not take away from safety protocols for lockdowns or lockouts and recommended working with local law enforcement. He said windows should only be covered “for the duration of that emergency, or that drill,” and then should be uncovered to maintain open lines of sight. He said he did not fully understand the special education question and suggested addressing that issue with Kourtney and Kelly.

  School Trips
  Troy DeYoung identified school trips as a significant topic and said one of the main problems he has seen over 20 years is “lack of consistency.” This includes consistency in the approval process, staff expectations, chaperone responsibilities, emergency planning, and supervision.

  He explained that Oregon’s tort reform limits damages when claims are brought in Oregon state court, but when the district leaves Oregon, those protections are lost. He said claims that might settle for approximately $1 million in Oregon could cost $5 to $10 million in Washington. He emphasized that the educational benefit of a trip should outweigh the increased risks.

  He also discussed supervision, transportation, and overnight travel. He discouraged private transportation and recommended using the district’s standard process or contracted bus services. 

  For overnight trips, he recommended more than building-level approval because “the majority of the really severe claims that we deal with on overnight trips come from the overnight part.” He discussed hotel room arrangements, supervision, visibility, and the need for supervision to continue after students go to their rooms.

  A Board member asked, “On the Oregon tort law, isn’t there a lot of cross-border athletic competition?”

  Troy DeYoung responded, “There is.” He said there is some exposure and clarified that PACE is “not telling you to not leave the state,” but wants the Board to be aware of the increased risk. He used traveling to California to see the Redwoods as an example and asked whether the same educational benefit could be obtained by staying in Oregon. He said the Board or staff could determine whether the educational benefit of seeing the giant sequoias was worth the additional risk.

  A Board member asked about the lack of consistency in school trips and whether more training was needed.

  Troy DeYoung agreed that a lack of consistency could mean the district needs “some more training.” He clarified that he was speaking broadly about what he has seen and that the district “could be doing a fantastic job” in some areas. He said consistency could also be improved by “doing a better job of getting our administrators on the same page and setting the same or similar expectations for similar type activities and trips.”

  Board members asked additional questions which Troy DeYoung addressed.

  International Travel
  Troy DeYoung explained that PACE may provide coverage when students are abroad as long as a case is brought in U.S. court. If a case is brought in a foreign court, additional coverage may be needed, and he recommended that the district contact its insurance agent for more information because he is “not an underwriter” or “licensed agent.”

  Non-School-Sponsored Travel
  Troy DeYoung discussed non-school-sponsored travel and explained that some educators use travel companies to market overseas trips to students in exchange for a free or reduced trip for organizing and supervising the trip.  He said that if the district wants to “support and sanction” such trips, it needs to “manage all of it, and oversee all of it, and manage those risks.” If the district does not sanction the trip, staff should be reminded that they cannot use school resources, school time, school listservs, or district resources to promote the trip. If school facilities are used, the same policies and practices applicable to community groups should be followed.

  He also raised potential ethics concerns when staff receive a free or reduced trip while using district time or resources.

  Graduation Parties / Project Graduation
  Troy DeYoung described graduation parties as similar to non-sanctioned travel and used the phrase “embrace it or divorce it.” If the Board wants the district to provide graduation activities, the district should “embrace it” and manage every aspect. If a third-party nonprofit or parent group is responsible, the district should “divorce” itself from the activity.

  He explained that if the group uses district facilities, transportation, or other resources, it must follow the applicable district requirements. Staff members who volunteer for Project Graduation should be reminded that they are volunteers for that organization and should not represent the school in decisions or when allowing people into facilities.

  Chair Vollmer thanked Troy DeYoung and Kevin Jones for their time, energy and effort.

  Project Overview
  Director Crain explained that the district is contracting with the Oregon School Boards Association to complete a rewrite of all district policies. She clarified the process for reviewing and approving policies: policies will first be listed as a future item at a business board meeting with a link to the proposed edits. At the following work session, the Board will discuss questions regarding the policies. At the second business board meeting, the policies will be placed on the consent agenda for second reading and approval. Director Crain clarified that placing an item on the consent agenda constitutes action.

  Project Timeline:
  Director Crain explained that the district is working with Leslie Fisher on a project overview and will meet with her on September 22nd to review the rewrites for Sections A, B, and C. He noted that Section H will be revised and included with Section G. The sections are being scheduled strategically rather than alphabetically to avoid conflicts with other departments’ busy times of the year, including avoiding the finance section during budget season and the audit.

  In response to a question regarding the number of policies being reviewed, Director Crain stated that the project involves approximately 350 policies. He noted that approximately 16 policies will be deleted immediately, with additional policies potentially proposed for deletion. He also explained that some changes will be very small and not substantive. 

  Director Crain explained that Leslie Fisher will provide the policies in PDF form as a future agenda item. Board members will be able to provide questions or comments on the PDFs, which can then be reviewed during the working sessions.

  Director Brain Crain presented the following policies to the Board for discussion:

  • KL – Complaint Procedures
  • KL-AR (1) – Complaint Procedures
  • JFCEA – Gang Activity or Association
  • JCEA – AR – Delete
  • KNA – Immigration Enforcement on District Property

  The policies will return for second reading and approval on the Consent Agenda at the next Board Business meeting. 

  Directors Comments
  Director Houston thanked Director Crain for beginning the policy revision process and expressed appreciation for the “care going into that,” noting that she recognized it was “quite the burden.” 

  Director Anderson welcomed new and returning staff following the Welcome Back Breakfast and expressed that it was good to see everyone. 

  Chair Vollmer recognized and thanked the district custodial staff and the staff at Sue Buel Elementary for their efforts in supporting the Beyond Backpacks event, which served more than 1,000 students. He expressed appreciation for their willingness to open and clean the school for the community and said their efforts “say a lot about that group and what they feel about not just their own kids, but the rest of the kids in the community.” 

    Upcoming dates:

  • Board Business meeting September 14 and October 12, 2026
  • Work Session meeting September 28, and October 26, 2026

  Meeting video

  The Session adjourned at 7:37 PM.