April 22, 2024 Work Session Minutes

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

The Work Session was held April 22, 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/97721628814

At 6:30 p.m. the Board of Directors of McMinnville School District  opened the work session meeting.  The meeting was called to order by Chair Jason Bizon.

Roll call indicated the following:

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

BOARD MEMBERS ABSENT:
None

ADMINISTRATION:
Debbie Brockett, Superintendent
Cherice Bowden, Board Secretary

AUDIENCE: 
Steffanie Frost, Kourtney Ferrua, Brian Crain, Karina Smith, Hiran Amarasinghe, Shelly Simonyi, and Jason Hall.

• After-School Programming Update
  Superintendent Brockett shared  updates with the board on conversations with the county and city regarding after-school programming and scholarships.  County and city engagement continues, with principals and Campfire representatives participating in discussions.  The deadline to use the funds is December of next year or a year and a half after the grant is awarded.

  Licensed Negotiations Update
  Director Frost and Director Hall provided a costing of McEA’s proposal, taking into account their intentions and without making assumptions.  The district and McEA will discuss their proposal and costing at the next session on April 30, with McEA asking questions and making corrections as needed.  Bargaining sessions with the association proposed language to align complaint processes.  Association asks the district to consider pooling insurance contributions, and the district has concerns about extra savings.  Proposal cost gaps between district and union total $21 million over two years.  Educators’ per diem rate is higher than curriculum rate for extra work outside of teaching.

  Retirement Incentive Overview
  Director Frost shared the retirement incentive program for eligible staff, including options for insurance coverage and preferred sub status.  The program aims to reduce the number of staff without going through a formal reduction, and the district will guarantee preferred sub status to eligible retirees in the 2024-25 school year.

  Surveyed staff members on retirement options, considering cost savings and keeping experienced teachers in the district.  Personnel were given a month to ask questions and make a final decision, with some opting for a year of insurance or cash payment.

  Synergy Update
  Director Hiran shared updates to the board on Synergy migration progress, highlighting completed data conversions and upcoming training.  Migration is on track to be completed by early July, with remaining areas including MTSS and analytics.  Teacher view training will happen during in-service week in August.  Train the trainer session is open to anyone who wants to attend.  Shared how to handle scheduling and forecasting for the new student information system, Synergy.  Administrators will go through training in July, while principals choose their trainers.  Data analysts on the IT team helped navigate school system migration to Synergy.

  Medicaid Billing
  Director Simonyi discussed Medicaid reimbursement for school districts in Oregon.  School based health services will work best for the District.   Eligible for Medicaid reimbursement are Nursing, Physical Therapy, Occupational Therapy, Speech Therapy and Psychological Counseling.   We will be seeking reimbursement for nursing as they deal with our diabetic students.  School Medicaid involves a match payment, which is currently 40.69%.   She also  shared that we need to apply for our National Provider Identification (NPI), which could take  a year.  

  ASCD PLC Project
  Director Ferrua shared that six to seven districts will go in together to lower the cost to participants.  They provide in person workshops for leadership teams, virtual workshops for teachers, on-site coaching,  board PLC training and is a three year process. It will launch in August and we may use Title II money. She shared a presentation of a conceptual framework for teams and aligning the work of collaborative teams.

  Grow-Your Own Project
  Director Frost shared that there are 17 MHS students participating in paid internship  positions this school year.  Education pathways allow students to gain up to three college credits.  Students provide small group instruction and individual support to increase elementary achievement.  McMinnville School District has 18 Classified staff working towards licensure.  Five staff members are currently student teaching while retaining classified salary and benefits.  A generous reimbursement of out-of-pocket expenses for college are 100% covered for bilingual and special education.

  Subcommittee Reports
  Subcommittee reports were given by the board: 

  • Fiscal Subcommittee: 

  Discussed a lot of the same topics in the Budget Committee meeting and two resolutions that were discussed more in depth and voted on a few days later.

  • Instructional Improvement Subcommittee: 

  Discussed the science adoption overview. Discussed the amplify curriculum at the elementary and teachers and staff worked through it.  Twiggs for middle school and Patterns for high school were discussed.  Using the last science kits that Michelle Barth put together.

  • Policy Subcommittee: 

  Discussed policy BA/BDA.  The ability to participate and speak at the board meetings over Zoom.  Also discussed policy for hazing, harassing, discrimination complaint  policy that will be coming forward.  Continuing to update policy KL.

  • Long Range Planning Subcommittee: 

  Meeting will be held this Thursday, April 25, 2025.  Superintendent Brockett reported on the March 28 meeting.  Director Brian Crain is having a school-wide facility assessment done going through the Oregon School capital improvement matching program to start work towards our next bonds.  Director Brian Crain also shared updates and pictures of the work that was done over spring break.  

  Directors’ Comments
  Director Anderson echoed what Vice-Chair Warmbier said about everyone of our elementary schools being able to access outdoor school; it is really exciting.  The activity around Grow-Your Own, she stated she could remember when the initial conversations were happening with Linfield so it is exciting to see the data of the results.

  Director Towery stated she missed the meeting to hear about outdoor school, but she had the good fortune to chaperone for both of her kids.  It is like a game changing experience for the kids.  Just to see how amazing the teachers are and how much the kids learn is so great to hear about. She gave them a shout out and stated that they did an amazing job.

  Director Vollmer stated that he visited Newby ES this week; while he was there the teacher asked one of the students about their recent experience at outdoor school.   The fact that they have never been able to go felt not only included, but they were one of the cool kids.  This was a place they could shine and is out and away from the classroom.

  Director Benner visited Memorial ES and Principal Kim Price took him through the new reading kits.  Kids are learning to read and it just blew his mind.  It was really, really amazing to be in these small groups with adults and four kids working on fundamentals.  It is super inspiring and the energy the teachers bring make him giddy.

  Director Warmbier stated that she spent Friday night and Saturday at the Legislative Policy Committee meeting.  We get a great perspective on what other districts are doing.  For the most part it usually makes us feel like we are doing a lot of things right’ – a lot of things in our district are really good.  The focus was on chronic absenteeism and then looking at the budget and what budget requirements we would like to see and to ask legislators for the next biennium.  Thinking about starting next school year for the January legislative session to really advocate for a change in funding structure to be able to have quality education going into the future without ESSER funds.

  Chair Bizon thanked the Directors for being there tonight and for their presentations.  Very thorough and very well thought out.  It is always appreciative to spend time with each of you.  He recognized that Ryan McIrvin was awarded the Athletic Director (AS) of the Year for the state of Oregon.  He congratulated him. 

   Upcoming dates:

  • May 1, 2024 First Formal Budget Committee Meeting
  • May 15, 2024 Second Formal Budget Committee Meeting 
  • Board Business meeting: May 13, 2024 and June 10, 2024
  • Work Session meeting: May 20, 2024, Joint with City Council: June 17, 2024

  The Session adjourned at 7:57 p.m.