July 14, 2025 Business Board Meeting Minutes
MINUTES OF THE SCHOOL BOARD OF DISTRICT NO. 40,
YAMHILL COUNTY, McMINNVILLE, OREGON
The Board Business Meeting was held July 14, 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
Director Lu Ann Anderson
Director Christine Bader
Director Gerardo Partida
Director Larry Vollmer
BOARD MEMBERS ABSENT
Director Doris Towery
ADMINISTRATION
Kourtney Ferrua , Interim Superintendent
Cherice Bowden, Board Secretary
Pledge of Allegiance
The Pledge of Allegiance was led by Chair Jason Bizon.
AUDIENCE
Martha Biggs, Jason Hall, Hiran Amerasinghe, Lauren Berg, Starla Pointer, Heide Vollmer, Dana Vollmer, Brian Turner and Marie Wherry.
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1.2 Oath of Office
Interim Superintendent Kourtney Ferrua swore in board members Christine Bader, Jason Bizon and Abbie Warmbier.1.3 election of Officers
Director Lu Ann Anderson motioned to elect Director Larry Vollmer as Board Chair. Chair Jason Bizon motioned to elect Vice-Chair Abbie Warmbier as Board Chair.On motion by Director Lu Ann Anderson, seconded by Director Christine Bader, the motion passed 5 – 1 to approve the nomination of Director Larry Vollmer as Board Chair. Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Director Larry Vollmer -aye and Chair Jason Bizon – nay.
Chair Larry Vollmer opened up for nominations for the current Vice-Chair.
Director Jason Bizon motioned to elect Director Gerardo Partida as Board Vice-Chair. Vice-Chair Abbie Warmbier also nominated Director Gerardo Partida for Vice-Chair and asked Director Gerardo Partida if he accepted, he answered, “Yes”.
On motion by Chair Jason Bizon, seconded by Vice-Chair Abbie Warmbier, the motion passed unanimously 6-0 to approve the nomination of Director Gerardo Partida as Board Vice- Chair. Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Vice-Chair Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
1.6 Introductions and Communications
Interim Superintendent Kourtney Ferrua welcomed Brian Turner as our new HR Director and Lauren Ber as our new Interim Curriculum Director.1.7 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:
Andrew Physical Therapy donated $200.00 to MHS for ASB Leadership, Carol M. McCulley donated $1000.00 to MHS for a scholarship in memory of Harry Butch McCulley, Geln Svendson donated to MHS a Gemeinhardt Flute and a York Saxophone worth $500.00, Erin Stephenson donated $150.00 to MHS for boys tennis hit a thon, Richard Rader donated $100.00 to MHS for boys tennis hit a thon, McMinnville Oregon Lions Club donated $7550.00 to MHS for the resource room, Chambers Global, LLC donated $2500.00 to MHS for the Promise Scholarship, and Sweep Rite, Inc. donated to MHS carts, shelving and book cases worth $1000.00.2.2 Approval of minutes of the June 2, 2025 Work Session Meeting, June 9, 2025 Business Board Meeting, June 18, 2025 Special Board Meeting and June 23, 2025 Work Session Meeting approved.
2.3 Personnel Actions approved.
2.4 Bank Signer Update approved.
On motion by Director Jason Bizon, seconded by Director Lu Ann Anderson, the Consent Agenda was approved on a unanimous vote 6-0. Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer – aye and Vice-Chair Gerardo Partida – aye and Director Jason Bizon – aye.
3.0 REPORTS
The Board heard Monthly Reports.3.1 Superintendent Report
Interim Superintendent Kourtney Ferrua expressed gratitude for the warm welcome and support in her new role. She shared updates about staffing changes, including Dr. Lauren Berg being appointed interim director of curriculum, instruction, and assessment, and Brian Turner joining as director of human resources. The district is not planning to fill a vacated curriculum coordinator position at this time. Interim Superintendent Kourtney Ferrua also highlighted the success of summer school programs, with significant credit recovery by students and strong staff participation. Additionally, special education extended year services supported students with disabilities, and the district celebrated two high school students achieving top scores on their AP Art exams.Interim Superintendent Ferrua emphasized ongoing professional development efforts, including a large PLC (Professional Learning Community) training attended by nearly 100 staff, focusing on instructional alignment and student success. She addressed financial concerns due to a pause in $7 billion of federal education funding, specifically impacting Title I–IV programs that support professional development, reading intervention, and services for migrant and English learner students. The district is actively working to use remaining funds before the September 30 deadline and is exploring ways to cut costs without reducing staff, such as delaying new hires and reviewing open positions.
Interim Superintendent Ferrua discussed the district’s need to comply with Governor Kotek’s new executive order limiting student use of electronic devices, including cell phones and smartwatches, which will require a new district policy by October. She praised the facilities team’s hard work over the summer and ended on a somber note, informing the board about a tragic car accident involving four high school students, one of whom passed away. She acknowledged the community’s compassionate response and affirmed her pride in serving a district that deeply cares for its students.
Director Bader asked Interim Superintendent Ferrua if there will be a future conversation about how the carryover funds will be used, specifically, since the district has to “use it or lose it,” she wants to know if there will be a plan shared about how those funds are being spent or distributed.
Interim Superintendent Ferrua responded that she and Director Hall already have a plan in place for using the carryover funds. The strategy includes shifting more of certain staff salaries, like increasing the percentage of a director’s pay covered by these funds to spend them down. This will help protect the general fund balance. She confirmed they can talk more about the plan later, but emphasized there are no new spending initiatives, except for possible prepaid professional development through Title II, in coordination with COSA and other agencies.
3.2 Director of Fiscal Services’ Report
Director Hall gave the board an update on the district’s finances through May 31 (the end of Period 11). He reported that the district had received 101% of its projected revenues and had spent 71% of its budgeted expenses. The biggest revenue in May was a $6.7 million State School Fund payment, which included a $1.1 million adjustment from the previous school year after state audits. He reminded the board that no payments come in June, but two payments will arrive in July to help kick off the new school year.He confirmed that spending is still within the board-approved budget levels, both for the general fund and all special grant funds. A detailed breakdown of how the funds are being used can be found on page 6 of the financial report. The team continues to closely monitor spending to avoid going over budget.
Hall also noted that one of the larger expenses this year is in salaries, due to slightly higher raises from the licensed staff contract than were originally budgeted. He pointed out how each spending category is tracking.
4.0 Public Forum
We did not receive any public comments. -
5.0 Unfinished Business
5.1 Student Fees 2nd Reading
Director Hall reminded the board that they were on the second reading of the student fees proposal, which was first introduced at the June board meeting. Most fees stayed the same from the 2024–25 to the 2025–26 school year, with only a few changes; the middle school yearbook cost increased, Bear Hug program fees went up by 10%, and adult breakfast prices also increased.He also addressed a question from Director Bader about reduced student fees. Hall explained that around 370 families across the district requested reduced fees for the upcoming year. These reductions are based on federal income guidelines set by the State of Oregon, which determine eligibility for free or reduced-price meals, and those same guidelines are used to decide fee reductions.
Director Bader thanked Director Hall and Interim Superintendent Ferrua for sharing the data and explaining the process. She appreciated that there’s some flexibility in the system acknowledging that families just above the income limit who still struggle financially can still apply for reduced fees, and the district has discretion to help in those cases.
On motion by Director Abbie Warmbier, seconded by Director Lu Ann Anderson, the motion passed unanimously 6-0 to approve the student fees as presented. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.0 New Business
6.1 Resolution #02-2025 District Organizational Procedures
Director Hall explained that Resolution 02-2025 outlines the district’s standard organizational procedures for the new school year. This includes officially naming key roles like the chief administrative officer, budget officer, and legal counsel. These designations are updated at the first board meeting of each school year and usually stay the same unless there are staffing changes.He noted that the only change this year was the addition of a third legal firm, Garrett Hemann Robertson, PC, to the list of approved district attorneys. Aside from that, everything else in the resolution remains the same as the previous year.
On motion by Director Lu Ann Anderson, seconded by Director Christine Bader, the motion passed unanimously 6-0 to approve the adoption of Resolution 02-2025. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.2 Compliance Project Approval (JV Softball Team Room)
Director Hall reminded the board that at their June work session, Brian had reviewed the decision-making process for facility updates, guided by a set of principles and a decision grid. She highlighted that any public improvement project costing over $100,000 or any goods or services over $250,000 must be approved by the board. These thresholds follow Oregon’s public contracting rules. Anything below those amounts can be approved by either Interim Superintendent Ferrua or Director Hall without needing board approval.Director Hall explained that we are asking the board to approve the use of Construction Excise Tax (CET) funds for a project. No contracts have been signed yet, and they haven’t started the formal bidding or procurement process. This approval is only to use CET money to fund the project when it moves forward.
On motion by Director Jason Bizon, seconded by Vice-Chair Gerardo Partida, the motion passed unanimously 6-0 to approve new construction for the JV Softball Team Room for the estimated $350,000,000. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.3 Equipment Failure Project Approval
Director Hall explained that the Grandhaven school’s chiller is beyond repair and has been deteriorating, and replacing it will cost $270,000. They’re asking the board to approve using a cooperative contract with Daikin Applied to handle the HVAC services and installation. The contract 20401 has gone through and adhered to the State procurement under 279a We are looking for an approval to use that cooperative procurement to go ahead with the Grandhaven chiller.On motion by Director Christine Bader, seconded by Vice-Chair Abbie Warmbier, the motion passed unanimously 6-0 to approve the repair/replacement and installation of the Grandhaven chiller. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.4 Establish Substitute Rates
Director Brian Turner recommended the following rates of pay rates for classified and licensed substitutes, as well as temporary staff, for the 2025–26 school year. Classified substitute rates are based on step one of the classified salary schedule. For licensed substitutes, the short-term rate is set by the Oregon Department of Education and based on the statewide average salary of a first-year teacher. The long-term rate kicks in on the 11th consecutive day of subbing and is calculated as 1/190th of the district’s base teacher salary.He then showed a slide comparing last year’s rates, the percentage increases, and the new long-term rate. He recommended Board action to approve the substitute pay raise for the 2025-26 school year.
On motion by Director Abbie Warmbier, seconded by Director Jason Bizon, the motion passed unanimously 6-0 to approve the increased substitute rates as presented. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.5 Admission of Non-Resident Students
Interim Director Lauren Berg reminded the board that back in April, they approved 200 student slots for the 2025–26 school year. Since then, 177 returning students have confirmed they’re coming back, and there are 37 new applications. She asked the board to increase the total number of slots to 215 so all new requests can be accepted and more students can have access to district programs.On motion by Director Jason Bizon, seconded by Director Lu Ann Anderson, the motion passed unanimously 6-0 to approve the recommendation for the 2025-2026 school year, the board will adjust the number of admission of non-resident student transfers to 215 as the number of transfer students we will accept into McMinnville School District, and not put a cap on the number of students we will allow transferring out of the district. The board would also allow students who attend MSD during the 2025-2026 school year who move out of the district mid-school year to continue to attend based on the parameters outlined in the policy as presented. Vice-Chair Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
7.0 Board Directors Comments
Director Bader welcomed Director Turner and thanked Interim Superintendent Ferrua for leading the crisis response. She expressed that she wishes dealing with crises wasn’t such a big part of her job. She also appreciated how she’s supporting not just the affected families but the whole community, especially during the summer when resources are harder to find. She thanked Jason and Abbie for their dedicated service over the past challenging year.Vice Chair Partida said this was Interim Superintendent Ferrua’s first official meeting and thanked her for joining the team, expressing respect and confidence in her work. She also thanked Brian and Lauren for stepping into their new roles and said they’ll do great. Finally, she shared how shocked she was to hear about the accident involving the four kids and offered her full support to the families affected.
Director Anderson echoed what others have said, thanking everyone and offering her deep sympathy to the family. She can’t imagine what they’re going through and just wants to repeat her colleagues’ kind words.
Director Warmbier gave her condolences to the family who lost their child this week and all those that are grieving with them.
Chair Vollmer encouraged the board members to take a peak at the link for the August 23 board retreat and see what else can be added for the benefit of the group.
8.0 Announcements
NoneThe meeting adjourned at 7:25 p.m.