February 26, 2024 Work Session Minutes

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

The Work Session was held February 26, 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 6:31 p.m. the Board of Directors of McMinnville School District opened the work session meeting.  The meeting was called to order by Chair Mr. 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: 
Karina Smith, Brian Crain, Shelly Simonyi, Hiran Amerasinghe, Martha Biggs, Kourtney Ferrua, Steffanie Frost and Jason Hall

• Engagement Survey Results
  Kourtney Ferrua introduced Melissa Matarazzo from Huron Consulting Group. They have been around for ten years and have twenty coaches to help with strategic planning.  They help people to become excellent leaders.  Ms. Matarazzo gave an overview of the data for the first round survey for the school district.  (See attached)

  School Safety Protocols
  Martha Biggs gave an overview of the Safety Manager’s Role and Responsibilities. Director Brain Crain and Martha gave an overview of the Standard and Response Protocol from I Love You Guys and daily safety practices that are in place in all of the buildings to make sure kids are safe.  (See attached.) 

  They also shared the safety protocols that are in place to keep everyone safe:  

  • Supervision
  • Locked exterior doors
  • Check-in/out for entering and exiting the building
  • Locked classroom doors with magnets to quickly remove them so teachers do not need to look for keys in order to lock the door
  • Radios in each building that allow people to communicate in the building to make sure everyone is safe.  Some of the radios have access directly to Mac PD.

  Subcommittee Reports
  Subcommittee reports were given by the board: 

  • Fiscal: Same information given by the auditor’s presentation.
  • Instruction: Discussed the upcoming science adoption.  It will be presented to the board for approval in May or June.  Adoption cost approximately one million dollars. There is also a STEM hub taking place.  
  • Policy: Discussed the handful of administrative rules for approval forms, permission slips that need to be filled out and returned to the building.  They are old outdated forms that are not being used.  The forms were transferred into Frontline and to check with the school or teacher for the forms as they will no longer be available on the website.  Additions to our existing policies about board meetings for permitted and non-permitted activity.  Also combining two policies into one to cover the new stuff for a first reading in a couple of weeks. 
  • Long Range: Toured 19th Street and since the visit from the Board Retreat, the changes made toward cleaning it up have been tremendous.  Reviewed and discussed the contract with Les Schwab for parking and the future for Habitat for Humanity location has not yet been finalized but is still in conversation.  

  Directors Comments
  Director Partida said “all support to Ronnie’s family”.  He was shocked hearing the news over the weekend .  We deal with the students but we need to offer mental support to the family as well.  The family is devastated right now and we have been thinking of them all of the time. 

  Director Anderson stated that she has compassion for the family.  She said that she “enjoyed watching the girls basketball game, the ladies really rock.”

  Director Towery said “thoughts and prayers for the families, staff, team and students”.  She appreciates that we had the resources we had on deck to support our students and families. She appreciates the district for their response and support.  She is heartbroken for the family and our school family.

  Director Warmbier stated that she is heartbroken for the tragedy and she appreciates the staff response and the communication.  She is grateful to hear the survey results in person.  Reading through it initially did not mean nearly as much.  To see that our families feel respected and the staff feels a sense of belonging; those are great highlights to focus on.  She also stated that she got to do survival swim and she would be going back tomorrow.

  Director Vollmer stated that the first week in March is survival swim for Memorial ES.  Principal Kim Price would appreciate anyone who wanted to volunteer.  The girls basketball team plays again this Wednesday starting at 7:00 p.m.  This is the first playoff game.

  Chair Bizon said, “Let’s pack the place, the old furnace Wednesday at 7:00, this is the first time in a long time any of our school sports have been ranked in the top five.  They are currently ranked third. Let’s make it a full house and have a lot of fun”. The short session will not be taking up School Board stipends in this session.  They will have to wait until 2025.   He and Superintendent Brockett are working on the Joint Work Session meeting.  They both have met with the mayor and city managers.

    Upcoming dates:

  • Board Business meeting: March 11  and April 8, 2024
  • Joint Work Session meeting with City Council: March 18, 2024, Work Session Meeting April 22, 2024

  The Session adjourned at 8:09 p.m.