June 23, 2025 Work Session Meeting Minutes

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

The Work Session was held June 23 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/97721628814

Provisional Minutes-Not Board Approved

At 6:32 p.m., the Board of Directors of McMinnville School District opened the special board 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 -via Zoom
Director Gerardo Partida
Director. Larry Vollmer

BOARD MEMBERS ABSENT
Director Doris Towery

ADMINISTRATION
Steffanie Frost, Acting Superintendent
Cherice Bowden, Board Secretary

AUDIENCE
Jason Hall, Shelly Simonyi, Brian Crain, Brian Turner, Kourtney Ferrua, Heidi Vollmer, and Maris Wherry.

• School Funding Updates was moved to the top of the agenda for presentation and discussion. Acting Superintendent Frost announced that there is no work session meeting scheduled for July 28, 2025.

  Acting Superintendent Steffanie Frost introduced Brian Turner, who is the incoming director of human resources for McMinnville School District.   He will start July 7, 2025.  

  Brian Turner introduced himself to the Board and expressed his excitement about joining the McMinnville School District and introducing himself to the board. He shared that his entire family is looking forward to this new chapter and noted his background in education, including his current role in Salem-Keizer Public Schools. Grateful for the opportunity, he emphasized his commitment to continuing the district’s strong work in both instruction and labor relations. He pledged to work hard for the students and the McMinnville community.

  School Funding Updates
  Director Hall provided an update on student fee reduction requests discussed at the previous board meeting. For the 2024–25 school year, 370 students across the district requested reduced fees for activities or sports. The breakdown included 202 from the high school, 124 from Patton, 44 from Dunaway, and 1 from another school. He clarified that these numbers only reflect requests for reduced fees, not free or fully waived fees, so the total number of students receiving financial assistance could be higher.

  Director Hall reviewed Senate Bill 916, which addresses unemployment benefits for striking workers. He explained that although the bill initially seemed to have stalled in the Senate, it was revived through a Conference Committee and passed on June 11. A key change to the bill was capping unemployment benefits at 10 weeks, reduced from the originally proposed 26 weeks. The intention was to align more closely with similar legislation in Washington state. An article from OPB was also referenced for further details.  He explained that despite capping unemployment benefits for striking workers at 10 weeks, the financial impact on the state and districts likely remains unchanged, since most strikes average around 8.5 weeks. He noted that districts could still bear significant costs, and there’s concern that paid benefits during strikes might lead to longer strikes. This change could reduce the districts’ leverage in negotiations, pressuring them to settle sooner and possibly offer more, as they incur added expenses during strike periods.
  
  Director Hall shared an update on the district’s sexual abuse and misconduct insurance coverage. He reported that due to changes in the PACE insurance program, coverage for all districts in the state has been reduced from $20 million to $10 million. Insurance agents recommended that the district consider purchasing additional coverage to restore the original $20 million level, and he presented the annual cost estimates for adding either $5 million or $10 million in extra coverage.

  Acting Superintendent Frost explained that due to a high number of sexual abuse and misconduct cases across Oregon, the PACE insurance program could no longer include those claims under the general liability coverage. As a result, a separate rider was created specifically for this type of coverage, and the maximum amount was reduced from $20 million to $10 million. Frost noted that their insurance agents, Brown & Brown, recommend districts maintain $20 million in coverage, which now requires purchasing additional coverage costing $45,000–$50,000 for $5 million more, or $65,000–$70,000 to restore the full $20 million. She emphasized that this change is not specific to McMinnville but affects all districts in the state.

  Director Hall’s final update was on the State School Fund. He reported that the legislature approved a $11.36 billion fund on June 16. However, updated estimates released the same day showed a projected $420,000 decrease in McMinnville’s State School Fund revenue for the 2025–26 school year compared to the March estimate used to plan the budget. This reduction was due to a drop in the district’s ADMW (Average Daily Membership Weighted) by 53 students, caused by a decrease in the 2024–25 property count used in the calculation.  

• Safety and Security Updates
  Director Amerasinghe presented a proposal to upgrade the outdated intercom system at McMinnville High School, which is the only school in the district still using a 17-year-old system. The current system has had frequent failures and does not integrate well with the district’s newer phone system. The proposed upgrade would use the same model already in place at the other eight schools, ensuring consistency and improved functionality. It would also connect the high school, Adams Campus, 7th Street Campus, and Family Resource Center, allowing for synchronized communication and lockdowns during security events. 

  Director Crain shared that Grandhaven Elementary School is currently having its fire alarm system upgraded. The work began last week and is expected to be completed and tested by Thursday and Friday. This upgrade is important because of past issues, there was an incident where the fire alarm was thought to be going off, but it wasn’t showing on the panel.  The school is receiving a new Honeywell fire panel, the same system used in other schools across the district, to ensure consistency. The only exception is Buel Elementary School, which still uses a different brand due to cost-effective decisions made during a previous system failure. Overall, the district is moving toward standardized fire alarm systems.

  Facilities Updates
  

  Guiding Principles for Funding Decisions
  
  Director Crain emphasized a values-based approach to facility investments, guided by the following principles:

  • Student-Centered: Prioritize student health, safety, and well-being.

  • Evidence-Based: Use data, audits, and assessments to justify decisions.

  • Compliance-Driven: Ensure adherence to ADA, Title IX, and legal requirements.

  • Equity-Focused: Allocate funds to reduce disparities and bring all schools to a basic standard.

  • Transparency: Build public trust through clear communication, documentation, and board oversight.

  Facility Decision-Making Process 

  Director Crain outlined a five-step process to guide facility-related decisions and funding allocations:

  • Facility Department Annual Needs Assessment

   

  • The Facilities Department conducts a comprehensive review, including general maintenance needs, work order trends, facility condition assessments, ADA compliance checks, and long-range planning.

  • Priority Assessment

   

  • Compliance, (ADA, Title IX,  State or Federal Law), equipment failure, safety, other needs.

   

  • Executive Cabinet Agenda
     
  • Long-Range Facility Subcommittee Meeting

  • Board Approval for Asset Reserve, Constructions Excise Tax spending.

  Current Facility Improvement Projects

  Director Crain emphasized that facility investments are being guided by a clear, prioritized approach that aligns with legal requirements, operational needs, and student safety. 

  Compliance
  (ADA, Title IX, State or Federal Legislation)

  • JV Softball Team Room – $350,000 (Public Improvement)

  • Wascher Lighting (HB 2531) – Energy-efficient upgrade

  • Elementary & Secondary Gym Lighting – $100,000 after rebates (Goods & Services)

  Equipment Failure

  • Walk-In Freezer Floor (Warehouse) – $90,000 (Public Improvement)

  • Walk-In Freezer (Wascher) – $90,000 (Public Improvement)

  • Grandhaven Chiller – $270,000 (Public Improvement)

  • Grandhaven Fire Alarm – $62,000 (Public Improvement)

  Safety

  • Intercom Upgrades – $149,271 (Goods & Services)

  Other

  • Baseball Dugouts – $270,000 (Public Improvement)

  • Turf Field at Buel – $325,000 + Grant (Public Improvement)

  • Family Resource Center Exterior Paint – $15,000 (Goods & Services)

  Any public improvement project with a cost greater than $100,000 requires board approval prior to the start of the project.  Any goods and services with a cost over $250,000 requires board approval.  See presentations

  Directors Comments
  Director Partida welcomed Brian Turner.

  Vice Chair Warmbier congratulated Director Turner and said, “We are glad to have you”.

  Director Anderson stated that we are happy you are here Brian.  She thanked Acting Superintendent Frost for her time at the district on behalf of the board.

  Chair Bizon announced that the next board meeting will be July 14, 2025 where we will be swearing in a new Board Chair.

  Meeting Videos

  The meeting adjourned at 7:20 p.m.