May 7, 2025 Special Board Meeting Minutes

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

The Board Business Meeting was held May 7, 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 5:00 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
Ms. Lu Ann Anderson
Ms. Christine Bader
Mr. Gerardo Partida
Ms. Doris Towery
Mr. Larry Vollmer

BOARD MEMBERS ABSENT
None

ADMINISTRATION
Steffanie Frost, Acting Superintendent
Cherice Bowden, Board Secretary

Pledge of Allegiance
The Pledge of Allegiance was led by Director Vollmer

AUDIENCE
See attached 

1.3  Review of Agenda
There were no changes to the agenda.

• 1.5  Search Firm Finalist Presentation
  Director Frost introduced Jada Rupley and Tom Rockefeller, the presenters for NW   Leadership Associates.  

  Jada Rupley and Tom Rockefeller introduced themselves and provided background on Northwest Leadership Associates and their superintendent search process. Jada Rupley, a retired Clackamas ESD superintendent with 35 years in education, emphasized their interactive, community-focused approach and noted her experience in both Oregon and Washington. Her teammate, Dave Novotny, recently retired as superintendent of Willamette ESD and formerly led the Dallas School District. Tom Rockefeller, a retired Washington superintendent with 41 years in education, has been involved in nearly 100 searches and currently serves as COO of the company. He previously led the Mead and Pullman school districts and joined Northwest Leadership due to a longstanding friendship and a leadership transition within the firm.

  The next steps would be posting the job, listing it on their nationwide job board connected to 3,500+ education contacts, setting up brief video meetings with the board and assigning a board and district liaison.  They discussed the characteristics for the superintendent, interview plan, the application process and background checks.  The firm will notify unsuccessful candidates, the board will notify the chosen candidate.  If requested, the firm will also assist with contract negotiations.

  Director Vollmer asked, “When you talk about background checks, how far, how deep do you go?” “Are you checking for things like involvement in lawsuits?”

  Tom answered, “The State would require that they meet a standard, but it’s local, state and Federal criminal background checks”.  He commented that if they notice somebody with financial issues, they will have done a check on where they are standing.  If they are involved in bankruptcy or lawsuits.

  Chair Bizon asked, “Coming off what this board just came off of in a 5 to 2 split on separating from our current superintendent.  What do you tell your top 3 candidates about the board”?

  Tom answered, “I’m going to tell you right now that there isn’t any or very few boards or districts that there isn’t something where it’s not, there is a difference out there right now because of a lot of the things that have happened here over the last few years.  But I don’t think that that’s going to be a deterrent at this time.  Your issue is something between the board. I know it sounds weird, but it’s something between the board and not an issue within the community that’s on a different stance or on a different project. So it’s not a concern of mine”.

  Director Frost introduced Michael Scott and Douglas Nelson, the presenters from McPherson & Jacobson, LLC. 

  Doug Nelson and Mike Scott from McPherson & Jacobson introduced themselves and shared their extensive backgrounds in education leadership and superintendent searches. Doug Nelson brings 55 years of experience in public education, including 19 years as a superintendent and over 20 superintendent searches. He has served as president of the Oregon School Boards Association and currently serves on the Columbia Gorge ESD board. Mike Scott recently retired after 14 years as superintendent of the Hillsboro School District, with prior experience in HR and school administration. He now works in executive coaching and superintendent searches, maintaining strong connections with educational leaders across the state and mentoring aspiring superintendents.

  Their goal is to deliver a well-vetted pool of candidates tailored to McMinnville’s unique values and needs, enabling the board to make informed hiring decisions. What sets them apart is their localized, customized approach and strong track record—80% of superintendents they’ve placed in the last 5 years remain in their roles, along with 60% from the last 10 years and 40% from the last 15. Their ongoing involvement in education and Mike’s active coaching work help them maintain access to a broad and experienced candidate pool.

  McPherson & Jacobson emphasized their strong network and coaching relationships, which enabled them to bring forward a well-qualified pool of candidates ready to step into the interim superintendent role. They highlighted that today’s top candidates often ask about the school board before applying, making it essential for the board to present a unified and collaborative image. The team also offers continued support and coaching to ensure the chosen candidate succeeds, fostering a strong partnership between the board and superintendent.

  The firm is prepared to move quickly using an abbreviated search process, aiming to have someone in place by July 1st. A key upcoming meeting on May 12th will focus on finalizing the search calendar, job description, and salary. Most importantly, the board must decide whether the interim position could transition into a permanent role or remain temporary, as this decision will significantly shape the search strategy.

  1.6 Public Forum
  We received two public comments.  

  Jonathan Booth did not show.

  Josie Maihack, a McMinnville parent of a 5th grader at Sue Buel Elementary, spoke emotionally at the board meeting to express serious concerns about her son’s safety and the handling of an incident involving a school staff member. 

  1.7  Selection of Search Firm
  Chair Bizon asked for a motion to select a search firm as presented.  Director Vollmer moved  that the Board enlist the services of McPherson & Jacobson, who was our final presenter as the search firm to conduct our interim or our immediate superintendent search.

  On motion by Director Larry Vollmer, seconded by Director Doris Towery, the motion passed with 6 to 1 to approve the search firm McPherson & Jacobson to conduct the interim or the immediate superintendent search.  Directors – Larry Vollmer – aye, Gerardo Partida – aye, Lu Ann Anderson – aye, Christine Bader- aye, Vice-Chair Abbie Warmbier – aye, Chair Jason Bizon – nay and Doris Towery – aye.

  Meeting Videos

  The meeting adjourned at 6:08  p.m.