October 14, 2024 Business Board Meeting Minutes
MINUTES OF THE SCHOOL BOARD OF DISTRICT NO. 40,
YAMHILL COUNTY, McMINNVILLE, OREGON
The Board Business Meeting was held October 14, 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 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 Mr. Jason Bizon
Vice-Chair Ms. Abbie Warmbier
Ms. Lu Ann Anderson
Ms. Christine Bader
Mr. Gerardo Partida
Ms. Doris Towery
Mr. Larry Vollmer
BOARD MEMBERS ABSENT:
None
ADMINISTRATION:
Debbie Brockett, Superintendent
Cherice Bowden, Board Secretary
AUDIENCE:
Steffanie Frost, Kourtney Ferrua, Brian Crain, Jason Hall, Shelly Simonyi, Laurie Fry, Hiran Amerasinghe, Martha Biggs, Erin Caldwell, Hilary Brittan-Lack, Kathi Fowler, Allison Eitzen, Vicky Brown, Dave Furman, Scott Murphy, Kim Price, and Stephanie Murdock. See attached.
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Pledge of Allegiance
The Pledge of Allegiance was led by student Amelia Libonati.1.4 Introductions and Communications
Superintendent Brockett introduced Patton MS principal Allison Eitzen and staff members Heidi Sumner and Jamie Libonati. She thanked the families and students for attending the meeting.1.5 Review of Agenda
Item 4.2 was presented by Director Frost in place of Superintendent Brockett.2.0 Consent Agenda
2.1 Gifts to the District: The Board accepted with gratitude, gifts to the District: Your Space Public Storage donated $,1000.00 to MHS for Cheer Nationals, Rotary Club of McMinnville Foundation donated $1,046.00 to MHS for student scholarships, Dylan & Dormi Kiger donated $100.00 to MHS for Cheer Nationals, Cruising McMinnville donated $500.00 to MHS for the Welding Club, Rexius Bark donated chips for the school playground to Buel ES worth $7,601.52, Gregory Donohoe donated two guitars to Patton MS for the music program worth $500.00, Crazy Creek Products donated indoor/outdoor chairs to Duniway MS for the student garden class worth $1,600.00, Denise Anthony donated a microscope to Duniway MS for the science department worth $1,000.00, YM Auto Parts, LLC donated $100.00 to MHS for Cheer Nationals, McMinnville Volunteer Fire Department donated $1,000.00 to MHS for Cheer Nationals, Mercado Abastos donated $500.00 to MHS for Cheer Nationals, ORE-Land Industries donated $500.00 to MHS for Cheer Nationals, Jodi & Michael Boundy donated $200.00 to MHS for Bear Hugs and American Legion Post & Club Account donated $1,000.00 to MHS for Cheer Nationals.
2.2 Approval of minutes of the September 9, 2024 Business Board Meeting, September 23, 2024 Work Session approved.
2.3 Personnel Actions approved.
On motion by Director Lu Ann Anderson, seconded by Director Gerardo Partids, the Consent Agenda was approved on a unanimous vote.
3.0 REPORTS
The Board heard Monthly Reports.3.1 Student Envoy Report
Student Envoys from MHS, presented the student report for MHS highlighting their activities, academics, athletics, and arts and pathways. See presentation.3.2 Student Reports
Principal Allison Eitzen, Assistant Principal Lisa Jordan-Zornow, Heidi Sumner, Jamie Libonati and the students from Patton MS featured their library. It can serve their academic, social, emotional and executive functioning needs. It is the heart of the school. They shared that the library offers 24/7 free access to Destiny Discover, Collaboration with teachers with topics such as plagiarism, free use of the Oregon state library database (of online resources (OSLIS), Oregon Battle of the Books and a lot more.Students shared:
- Book Tasting
Hadley Pace shared that they go to the library with their class and they choose three books to taste from different genres. After each tasting they write down what they liked about the book and rate them on a scale from 1-5.
- Adopt-a- Shelf & Book Fair
Sebastian Caylor shared that this is his second year participating in Adopt-a Shelf where he signs up to help the library stay organized by putting books on the right shelf and he helps with the book fair in March.
- Oregon Battle of the Books (OBOB)
Hayley Potts shared that she has done Battle of the Books since 4th grade. OBOB is like a trivia tournament that spans over 2-3 months where you and your team get to read a series of books. You battle against other teams answering trivia questions about the books. She feels it helps her improve her memory and it helps her get closer to her friends.
- Activity Time
Amelia Libonati shared that she goes to activity time in the mornings. In the morning and after lunch they get to break and play with their friends at a certain spot in the school; the library is one of the spots they go. They play games, read, check out books or color.
- Check -out & Top Readers
Sage Hadfield-Staton shared that she goes to the Penn Library every single day in the morning and at lunch. She checks out graphic, horror and fantasy novels. She has gotten Top Reader twice.
- Contests
Elias Espinoza shared that they have different contests in the library. Some include scavenger hunts at lunch and they vote on their favorite book. They have trivia treats where they answer three trivia questions and book fair guessing games. His favorite is the scavenger hunt. See presentation.
3.3 Superintendent’s Report
Superintendent Brockett shared that the McMinnville High School staff continues to support the students and each other during a very difficult time. She is deeply grateful for every one of them. She thanked the MSD staff for working through the grief and providing support and guidance. She thanked Russell Mark, Julie Siepmann at Juliette’s House, Kathy Lotter at Dove Lewis Canine Therapy for bringing out four of her dogs to support the students and staff. She also thanked Young Life and Church on the Hill, Youth Collective, Saint James Catholic Church and Calvary Mac and FCA. She shared that we received the OSAS date and McMinnville School District continues to perform above the state average. She gave an update on the Staff Inservice Day.3.4 Director of Fiscal Services’ Report
Jason Hall presented the monthly fiscal report to the School Board of Directors. The presentation covered student enrollment, and General Fund revenue and expenses. See the business meeting packet for details from the presentation.3.5 Mental Health Support (Elementary, Middle, High)
Director Simonyi gave an overview on our school-based mental health services. She stated that we partner with Lutheran Community Services and they provide two days a week of counseling at each elementary school. We also work with Yamhill County Family & Youth Services which provides mental health counseling and substance use disorders. They provide mental health counseling to the high school students at the School Based Health Center and substance use disorder counseling in the school. We have hired two mental health providers this year; one works between both middle schools and one works at the high school. -
4.0 New Business
4.1 Construction Excise Tax Rate 2025 Resolution 07-2024
Director Hall presented Resolution 07-2024 to increase the Construction Excise Rate for 2025. See the business meeting packet for details from the presentation..
On motion by Director Doris Towery, seconded by Director Larry Vollmer, the motion passed unanimously for final approval to increase the Construction Excise Rate for 2025.
4.2 Approval of New Admin Contract
Director Frost gave an overview of the Administrator Contract. She explained that they did this contract the same as they did with every employee group. See the business meeting packet for details from the presentation.
On motion by Vice Chair Abbie Warmbier, seconded by Director Gerardo Partida, the motion passed unanimously to approve the New Administrative Contract.
5.0 Unfinished Business
5.1 2024-2025 Superintendent Goals
The Board shared and discussed the five Measurable goals set for the Superintendent for the 2024-25 school year. See the business meeting packet for details from the presentation.
On motion by Director Doris Towery, seconded by Director Larry Vollmer, the motion passed unanimously to approve the Superintendent Goals for the 2024-25 school year.
5.2. Director Frost presented the following policies for second reading.
5.2.1 ➢IGBAF & IGBAF AR – Special Education – Individualized Education Program (IEP)
Changes in IGBAF-AR – Special Education: Individualized Education Program (IEP)**/* and JBAA-AR – Section 504 – Students**/* are due to the passage of Senate Bill 756 (2023) which requires district employees who are assigned to work with students who are on an IEP or 504 Plan, be invited to attend the student’s IEP meeting or 504 Plan meeting. The section of the administrative regulation (AR) “Individualized COVID-19 Recovery Services” is deleted since the provision has sunset (see OAR 581-015-2229). IGBAF-AR is also updated to include information regarding abbreviated school days.
On motion by Director Lu Ann Anderson, seconded by Director Gerardo Partida, the motion passed unanimously to approve the policies for final adoption.
5.2.2 ➢IGBAG – Special Education – Procedural Safeguards
Changes in Board policy IGBAG are due to the passage of SB 758 (2023) to add language to the Independent Educational Evaluations section stating parents are entitled to examine their student’s record pertaining to identification, evaluation and educational placement, and the provisions of a free appropriate public education (FAPE) and setting a 10 business day timeline.
On motion by Director Larry Vollmer, seconded by Director Christine Bader, the motion passed unanimously to approve the policy for final adoption.
5.2.3 ➢JGAB & JGAB AR – Use of Restraint and Seclusion
The procedures for responding to an incident of restraint or seclusion are found in ORS 339.294 and were amended by Senate Bill 1024 (2023; see Section 3 which begins on page 5 of the SB). These amended procedures are represented in the recommended changes to model administrative regulation, JGAB-AR – Use of Restraint or Seclusion** and policy JGAB –Use of Restraint or Seclusion**. There are several changes to highlight of which two are: 1) addition of immediate notice to the parent or guardian of any existing record, including audio or video, of the incident (which will be preserved in the original format without alteration), and 2) such record shall be reviewed at the debriefing meeting, to which parents shall be
invited.
On motion by Vice Chair Abbie Warmbier, seconded by Director Lu Ann Anderson, the motion passed unanimously to approve the policies for final adoption.
5.3 Division 22 Standards
Director Frost gave an overview of the final Division 22 Standard report. See the business meeting packet for details from the presentation..
5.4 Book Challenge Approval
Director Kourtney Ferrua gave an overview on the complaint around the seven titles that are located in the high school library. She shared that we convened the challenged materials committee as outlined in the policy. We went over the complaint process in detail at the board work session. The action requested is the board to determine whether to uphold the decision to retain the challenged books in the high school library collection as recommended by the Materials Committee and upheld by the superintendent.
On motion by Director Lu Ann Anderson, seconded by Director Doris Towery, the motion passed with a vote of 6-0 to uphold the decision to retain the challenged books in the high school library collection as recommended by the Materials Committee and upheld by the superintendent. Director Christine Bader recused herself from the vote; she sat on the Materials Committee.
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6.0 Public Forum
There were three public comments received in support of retaining the challenged books in the high school library. The board secretary Cherice Bowden read a summary of two of the comments received; the third commenter was present at the meeting and spoke on his own behalf. We received seven Intent to Speak, six were in person and one via Zoom. They were for the physical safety of students in schools, challenged books and special education.7.0 Board Directors Comments
Director Bader thanked everyone that came to speak at the meeting; it is not easy. She is grateful for them sharing their opinions. She thanked the principals and everyone in the buildings. She attended the Back to School Night at Duniway MS and the Newby ES jogathon. She shared that the Rugby team finished 4th in state and there are 28 girls on the roster.Director Vollmer stated that there is a lot of activity going on, some planned and some completely unexpected. It’s a busy time and folks are concentrating their efforts and energy on a great many things. He thanked the McMinnville Ed Foundation for putting on the Runtoberfest; there were 300-400 participants. He heard that the Crab Feed was well attended and raised a lot of money. The folks supporting our kids deserve a lot of thanks; he thanked them.
Director Towery echoed Director Bader. She thanked the speakers for sharing their voices; it takes a lot of courage. GrizzFest was amazing. She was able to visit the Willamette ES garden; it is amazing what they are doing. She attended Memorial ES safety protocol training and it was wonderful to be with the teaching staff and walk through those procedures and conversations. She is looking forward to lunches with the high school and elementary schools kids this week as well.
Director Anderson gave a shout-out to Michelle Barff and the Outdoor Adventures. She echoed her fellow board members about the folks in the community coming tonight to speak to us to share your thoughts, feelings and interest; it is important for us to hear your voice. She extended her condolences to the two families for their loss; to the friends and in the community that are hurting. She thanked our staff and the community outreach for supporting our students and families.
Director Partida thanked Buel and Willamette ES for the Back to School Night; he feels like he is a part of the team. He thanked the superintendent and school district staff for supporting the families as much as they could. He thanked everyone who spoke with us at the meeting, it means they are worried about the kids and have concerns. We really appreciate it because that’s exactly the reason we are here; to listen to you and take care of those issues.
Vice Chair Warmbier stated that she attended lots of high school sports. She got to teach at a station at Metzger during the 4th grade field trip. It was a pleasure being out there with the kids. There is so much heaviness and our community is grieving and we continue to move forward. We encourage our staff and students to do that because the good work that we do in school still needs to be done, but we know it is hard.
Chair Bizon stated that the superintendent and himself sent a thank you to the Newberg Chair and Vice Chair for their hospitality at the homecoming game. He was able to attend the Safety Summit Standard Response Protocol at Grandhaven ES. It was a tough time, but if we do nothing, then we fail. We take training seriously and wrap around each other and understand our procedures and the importance of safety. We have to train for it and be ready to know what to do to the best of our abilities.
8.0 Future Agenda Items
None9.0 Announcements
There were no new announcements.The meeting adjourned at 8:24 p.m.