April 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 April 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 pm, the Board of Directors of McMinnville School District opened the board business meeting in Regular Session. The meeting was called to order by Chair Mr. Jason Bizon.

BOARD MEMBERS PRESENT:
Chair Mr. Jason Bizon
Vice-Chair Ms. Abbie Warmbier
Ms. Lu Ann Anderson
Mr. Carson Benner
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 Coltin Adams.

AUDIENCE:
Karina Smith, Kourtney Ferrua, Shelly Simonyi, Martha Biggs, Hiran Amarasinghe, Laurie Fry, and Jason Hall.  See attached. 

• 1.4  Introductions and Communications
  Superintendent Brockett asked Frau Walker to come up to introduce the German students.   She welcomed friends, family, staff, and students from Buel ES.  We are glad to have you here.

  1.4.1  GAPP Foreign Exchange Students (German)
  Ms. Walker shared that the German students arrived in McMinnville on April 4.  They have been to cosmic bowling, Washington Square for shopping and will be visiting Newport and going to the beach and to Salem for some barbecue.  They will be leaving April 20.  Mr. Anderson, a host parent, expressed his appreciation to the board for allowing the visit to happen.  He stated that it has been exciting for his family to host and learn about their culture.  He is really grateful and is looking forward to his student visiting Germany.

  The GAPP teacher stated that he is excited to be here and getting to know the school.  The students have been texting and writing to each other, even before the visit.  He appreciates and thanked the board for allowing the exchange to happen.  It is valuable to learn the language, culture and to get a different perspective.  He said “thank you for having us”.

  The German students were asked what GAPP meant to them? One of the German students said, “It is nice and fun, and he was excited to learn welding”.

  The MHS students thanked the board for allowing them to do this and for giving them the opportunity to learn the language and culture.  It is fun to share your life with another person.

  Director Benner asked the students what they were most surprised about when they got here?  The students said:

  • How many classes you can take
  • How big the grocery stores are
  • How chill the school is – they are not allowed at their school to use their cell phones.  Here you can take it out even while the teachers are teaching.
  • It is just like in the movies

  Vice Chair Warmbier asked the MHS students what they are looking forward to when they visit Germany.

  MHS students said:

  • The food
  • History and culture
  • Architecture and the Cathedral
  • Museums and art
  • The difference between how teenagers in the US live vs there
  • The chocolate

  1.4.2  Foreign Exchange Students (French)
  Erica Jensen stated that she has been working at the high school for twenty years.  She teaches French.  There are currently five French students visiting.  They attend a school in Enci (Summershell School) and have been studying English for a while.  The students will be visiting for two weeks and have been here for a week already.  She also stated that over the summer a large group of students will attend school in France.

  The French students stated that this is a big opportunity for them to improve their English, people here are nice.  The country is cool and they wish they could spend more time here, they are enjoying America.

  One MHS student stated that this was her first time hosting and it is a ton of fun to experience other people’s culture. Another MHS student stated that it is interesting to see the cool parts of America again and to experience parts of France and to get to know their culture and part of the world. 

  Chair Bizon asked what was it like in front of the students when they were asking you questions?  Was there something that stood out, a theme that they wanted to know about?

  Erica Jensen stated that students had a lot of questions about whether or not they found stereotypes to be true.  Whether or not some of their expectations that they had come with to the states held up, or whether they found it to be false.  Were they surprised by any aspects of our culture and our school?  There was a lot of conversation around the values on education and schooling.

  Director Vollmer welcomed the students and stated we are thrilled to have you here.  I hope you do enjoy the next week or so and have a wonderful experience here in town.  We are glad you are here and you picked McMinnville. 

  Erica Jensen thanked the board for supporting intercultural, international and multi linguistic experiences.   She also stated that we have heard nothing but rave reviews and stunning commentary from our exchange students on their experience.

  1.4.3  School Volunteer Week Proclamation
  Chair Jason Bizon read the following proclamation:

  PROCLAMATION

  2024 School Volunteer Week

  WHEREAS public school volunteers contribute unselfishly to the
  success of Oregon’s students, teaching and support staff and the goals
  of American public education;

  WHEREAS school volunteers ensure that every student gets help and
  encouragement according to need;

  WHEREAS school volunteers support students and teachers inside and
  beyond the classroom in myriad ways regardless of the hour and
  without monetary gain;

  WHEREAS school volunteers act dependably, creatively and
  collaboratively to accomplish whatever tasks they are assigned or
  commit themselves to;

  WHEREAS school volunteers stretch school-district resources to ensure
  that all students achieve a complete and well-rounded education;

  WHEREAS, school volunteer exhibit care, model the best in citizenship
  and create a climate that fosters learning and a love of education;

  We declare our everlasting appreciation to public-school volunteers of
  the McMinnville School District, who, regardless of situation, age, race, or
  creed, step forward to help, thus widening horizons for others as well as
  themselves.

  THEREFORE, the School Board of McMinnville School District proclaims
  April 15 to April 19, 2024, School Volunteer Recognition Week, and we
  urge all citizens to join us in recognizing the dedication and hard work of
  local volunteers in preparing today’s students for tomorrow’s world.

  1.5  Review of Agenda
  No changes were made to the agenda

• 2.0 Consent Agenda
  2.1 Gifts to the District: 

  The Board accepted with gratitude, gifts to the District: Jennifer Brosius donated $100.00 in cash and gift baskets worth $263.89 to MHS for the resource room, McKenzie Duncan Johns CPAS, LLC donated $300.00 to MHS for the Thespian Club, Sandra Pierce donated clothing and supplies to MHS worth $600.00 for the resource room, Jean M. Willis donated $150.00 to MHS for choir robes, Kristin Thompson donated $200.00 to MHS for the track team, Colin Thompson donated $250.00 to MHS for the track team, Mac D-Bros Corp donated $2,050.00 to MHS for the resource room, Daniel & Kristina Sheppard donated $100.00 to MHS for the track team, Summers Homes NW, LLC donated $250.00 to MHS for the track team, Nathan & Brandy Huffman donated $200.00 to MHS for the track team, MVP Performance Training, LLC donated $200.00 to MHS for the softball team, Elizabeth & Michael Black donated $100.00 to MHS for the track team, Mikey’s Pizza, Inc. donated $750.00 to MHS for a dugout banner, Mac D-Bros Corp #3 donated $875.00 to MHS for softball practice shirts, Sarah & Benjamin Sullivan donated $250.00 to MHS for the track team, Josh Robinson donated $300.00 to MHS for the EASA Program, Hinchcliff, Inc. donated $250.00 to MHS for the EASA Off-Road Vehicle Project, and Quentin McCray donated men’s and women’s clothing to MHS worth $3200.00 for the resource room.

  2.2 Approval of minutes of the March 11, 2024 Business Board Meeting, March 18, 2024 Joint Work Session Meeting approved.

  2.3 Personnel Actions approved.

  2.4 Appropriation Transfer – Resolution #02-2024 approved

  2.5  Supplemental Budget #2 – Resolution #03-2024 approved

  On motion by Vice Chair Abbie Warmbier, seconded by Director Lu Ann Anderson, the Consent Agenda was approved on a unanimous vote.

  3.0 REPORTS
  The Board heard Monthly Reports.

  3.1 Student Report Buel ES
  Principal Veronica Chase shared supporting structures being used from the District and the school.  

  District:

  • Training for educators around the art and science of reading (LETRS)
  • 30 minutes of foundational skills for K-2 students
  • Researched and approved list of resources

  School:

  • All K-2 teacher alignment
  • Additional training in foundational skills for K-2 teachers
  • 1 K teacher in year 2 of the reading training
  • Building investments in resource to support foundational skills instruction

  Erin Combs, Kourtney Bradley,  Maddy Podnar and the Buel ES student, Coltin Adams, Terra Brand, Lorenzo Botello, Marion Henricks, Ember Broadhead, and Matthew Gergen demonstrated the foundational skills they use daily.  The students danced as they sounded out ten different words.  Each student read a book with a board member.

  Principal Chase shared the school improvement plan.  Erin Combs shared DIBELS data from November 2022 and November 2023 and benchmark assessment data.  See attached. 

  3.2 Student Envoy’s Report
  Sam King, Otto Davies, Viviana Garibay and Oliver Voit, Student Envoys from MHS, presented the student report for MHS highlighting their activities, academics, athletics, and arts and pathways.  See board packet for details of the presentation or See attached presentation.

  3.3  McEA
  Polly Dunkley gave a shout out to Wascher ES.  The 5th graders went to outdoor school for the first time and Willamette for another successful Author’s Day.  Duniway MS has a College and Career Day and it was successful.  The McEA Munchie Mobile visited Patton MS on March 22 and they had the opportunity to go into teachers’ classrooms; they plan to visit Grandhaven ES in April.  She stated that this is a great way to see members face-to-face.  She also shared that the dysregulated behaviors and New Law has a one page brief of the law around what to do with dysregulated behaviors and it was put together by the Student Services Team. A communication page on how to deal with these dysregulated behaviors was put together for McEA to review.  The initial proposal meeting for bargaining was April 1.  Sessions are recorded and sent out to all members.  The next meeting will be April 12, 7:30 a.m to 2:30 p.m.  .

  3.4 Superintendent’s Report
  Superintendent Brockett highlighted the amazing work the staff and counselors have done with the issues involving our students.  

  She shared updates on the following:

  • Licensed Contract Negotiation – McEA and the District exchanged proposals on April 1 and will meet on April 12 to begin working through articles.  The last scheduled meeting for this school year will is June 4, 2024 with the goal of finalizing the contract on or before that date.
  • Sue Buel Principal – Three candidates were interviewed on Friday.  They would like to finalize their selection by April 11 to allow Veronica to introduce the new principal to her staff on Friday, April 12.
  • Special Education Highlights -Director Simonyi and her team have increased the number of staff that are MANDT trained and we believe this is one of the major reasons we have seen a 98% reduction in restraints and seclusion.  Additional instructional assistants support at both Newby ES and Willamette ES to provide more direct small group instruction.  Also, we hired a special education secretary who is split between both schools.
  • Attendance – Focus is maintained on student attendance and continues to see a decrease in the number of chronically absent students. 

  3.5  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, General Fund revenue and expenses.  

  4.0 Unfinished Business:
  None

• 5.0  New Business
  5.1 Karina Smith  presented the following policies for first reading:

  ➢ JFCF-AR: Hazing, Harassment, Intimidation, Bullying, Menacing,
  Cyberbullying, or Teen Dating Violence Reporting Procedures-Students
  The changes added to this policy clarify timelines and more closely align with legal
  requirements. This policy aligns all complaints procedures with district policies,
  such as KL-Public Complaints and KL-AR Complaint Procedures.

  ➢ KL-AR: Complaint Procedures
  This policy refers to including a complaint form posted on the school district
  website. It also mentions the prohibition of retaliation and false charges against
  anyone who reports or files a complaint to ensure a respectful environment for all.
  The policy also describes the procedure to direct complaints about discriminatory
  harassment and the steps to follow when reports against a board member or board
  chair are made.

  ➢ AC-AR: Discrimination Complaint Procedure
  The purpose of the changes in this policy is to provide clear information on where
  to file direct complaints of discriminatory harassment related to educational
  programs and services. This aligns with our unwavering commitment to maintaining
  a safe and inclusive educational environment.

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

  5.2  Admission Of Non-Resident Students
  Kourtney Ferrua asked the board for approval to set the number of admission of non-resident student transfers to 190 and not to put a cap on the number of students we will allow transferring out of the district.  She also shared with the board that we lost 253 students to Charter Schools and 268 students to homeschooling.

  On motion by Director Carson Benner, seconded by Director Gerardo Partida, the motion passed unanimously to approve the Admission of Non-Resident Student Transfers for 2024-2025 School Year..  

  6.0 Public Forum
  No public comment was received for the meeting.

  7.0  Board Directors Comments
  Director Partida stated that he watched a video from Fox 12 and he is curious about the data for how many foster kids/families we have in our district.

  Director Benner stated that it is so  exciting to see these young kids so far ahead.  It is really shocking to see those little people reading.  This is why we do what we do.  

  Director Vollmer thanked Ms. Lawson and her 3rd grade class at  Wascher ES.  The students invited him to learn about an eclipse.  They watched it on the NASA channel and he was challenged to provide an impromptu lesson on fractions.  He said, “ I had a great time with the kids, they were great sports”. 

  Director Anderson acknowledged the foreign students’ presentations.  It was really nice to see the follow-up on when we approve travel and have our students visit other countries and come here.  She really appreciates that we were able to get the follow-ups.  She watched the track meet and forgot that you kind of roam around to watch the different events, but all the students were cordial and friendly.  She also stated that the ProStart students were featured in an article in the Oregonian paper.

  Director Warmbier stated that she also watched the track meet and it was well organized and fun to see.  She recognized two donors who donated over $5000.00 to our resource rooms, and she thanked them.  She thanked all of the volunteers that work with students and families.  She stated that seeing the kindergartners doing the daily work and really making improvements individually, but then being able to see it.  The whole grade level for Buel is a wonderful data point for us to be able to see, and also the pride of the kindergartners enjoying what they have learned to do.

  9.0  Future Agenda Items
  Chair Bizon stated that future agenda items can be emailed to the superintendent on her weekly communication link. There is a pretty cool running list of agenda items that you would like to have brought forth to the board for any of our meetings.  

   9.0  ANNOUNCEMENTS
  There were no announcements.

  The meeting adjourned at 8:05 p.m.