August 25, 2025 Work Session Minutes

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

The Work Session was held August 25, 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 6:30 p.m. the Board of Directors of McMinnville School District opened the work session meeting.  The meeting was called to order by Chair Jason Bizon.  Roll call indicated the following:

BOARD MEMBERS PRESENT:
Chair Larry Vollmer
Vice-Chair Gerardo Partida
Director Lu Ann Anderson
Director Christine Bader
Director Doris Towery
Director Abbie Warmbier

BOARD MEMBERS ABSENT:
Director Jason Bizon

ADMINISTRATION:
Kourtney Ferrua, Interim Superintendent
Cherice Bowden, Board Secretary

AUDIENCE:
Brian Crain, Jason Hall, Lauren Berg, Hiran Amerasinghe, Shelly Simonyi and Brian Turner.

• Bone Timeline
  Director Crain provided an overview of the district’s bond planning process, emphasizing the current collaboration with Arcadis (formerly IBI Architecture), who has supported previous bond efforts. Arcadis is helping manage the overall timeline and project planning tools like Gantt charts, similar to their current work with the Tigard-Tualatin School District. The district is currently in the fact-finding phase, which will continue through the end of 2025. This stage focuses on gathering and updating critical data to guide long-term facility planning, with the broader goal of preparing for a bond election targeted for November 2027. In 2026, task forces will be formed for decision-making, followed by a bond planning committee process.

  Fact Finding:
  

  • Facility Condition Assessment (FCA): Already completed through a state pilot program, identifying building needs over multiple timeframes (3–20 years).

  • ADA Assessment: Also completed; identifies necessary improvements to ensure buildings are accessible to individuals with disabilities.

  • Educational Adequacy Evaluation: Will assess whether current academic programs meet student needs—e.g., a new cosmetology pathway added in response to student interest.

  • Capacity Analysis: Will determine whether existing facilities can accommodate student enrollment, evaluating areas such as classrooms, cafeterias, gyms, and fields.

  • Enrollment Projections: To be updated through Flow Analytics (last done in 2022), with support from a $40,000 TAP grant from the state of Oregon.

  Arcadis and Flow Analytics will assist in completing these studies by January 2026, laying the groundwork for the next stages of planning.  The first bullet is done and the other three will be completed by January 2026.

  Task Force:
  Director Crain explained that the upcoming task forces will include subject matter experts and key stakeholders to explore facility improvements that go beyond what was identified in the Facility Condition Assessment (FCA). These groups will help guide long-range planning by focusing on critical needs and priorities that may not be captured in the existing data. The formation and focus of each task force will be determined by district leadership, based on input from board meetings, community feedback, and growing program needs.

  Director Crain also shared examples of common task force topics used by other districts when planning bonds, which may serve as inspiration but are not required. These examples include:

  • Safety and Security

  • Student Services and Accessibility

  • Athletics and Recreation (including playgrounds and athletic fields)

  • Career and Technical Education (CTE) Pathways
    (Though McMinnville may already be ahead in this area and might not need a dedicated task force)

  • Outdoor Learning Spaces

  Ultimately, the task forces will help ensure the bond planning process addresses both existing needs and emerging priorities throughout the district.

  LRFP & Bond Planning Committee Process
  Director Crain shared that the Long-Range Facility Planning Committee will follow a structured series of meetings to develop the district’s facility and bond plan. The first meeting focuses on overall bond planning, followed by a second meeting that reviews recommendations from the task forces, such as those addressing safety and security. The third meeting introduces potential bond options, while the fourth is dedicated to developing a 10-year facilities plan and refining those options. Between the fifth and sixth meetings, the district will conduct community outreach and polling to gather feedback. The final meeting is used to revise and finalize the plan, which is then presented to the school board for adoption, including the proposed projects, the reasoning behind them, and their estimated costs.

  Bond Election Process
  Director Crain explained that the bond election process involves several key steps and partnerships. The district would collaborate again with the Citizens for Good Education, a Political Action Committee (PAC) that supported the previous bond. The finalized Long-Range Facility Plan and Facility Condition Assessment would be submitted to the Oregon Department of Education as part of the process. The district would also apply for the Oregon School Capital Improvement Matching Grant, which provided additional funding during the last bond. Working with bond counsel, the district would develop a voter pamphlet statement and a ballot title. The process then follows state election timelines, including public notice deadlines and mailing of ballots, leading up to the bond election in November.

  Community Engagement
  Interim Superintendent Ferrua emphasized that community engagement has been a priority for the district over the past five years, especially since the passage of the Student Investment Account (SIA) and the introduction of Integrated Guidance requirements. She highlighted that engagement is about building relational trust between schools and communities, ensuring that community voices influence decisions related to budgeting, programming, and overall planning. Ferrua referenced the Oregon Department of Education’s framework for engagement, including the concept of targeted universalism, the idea of designing systems that meet the needs of specific groups while benefiting everyone, like how an accessible curb helps both wheelchair users and others. She also noted ODE’s focus on focal populations of students who have historically been underserved by school systems and explained that by centering their experiences, the district can create more equitable and effective strategies for all students.

  Interim Superintendent Ferrua emphasized the importance of centering communities in school engagement efforts, noting that schools often serve as the “living rooms” of their neighborhoods, places where meaningful conversations naturally happen. She stressed that keeping these discussions local and community-driven makes them more impactful. She referenced the district’s ongoing work in family engagement and elevating student and family voices, aligning with ODE’s community engagement framework. She highlighted the need to move beyond traditional, one-way communication where schools simply push out information to more collaborative and inclusive approaches. The goal is to shift toward deeper levels of engagement, where families are true partners in decision-making. She invited the school board and leadership team to reflect this fall on what sustained engagement could look like, how they might collaborate, and how to define success in this work moving forward.  

  Director Anderson reflected on recent discussions from the board’s work session, noting that one of their goals centered on community and communication. The board had talked about increasing their presence in local events such as chamber and city council meetings, as well as participating in PTA meetings and community volunteer efforts, like the Kiwanis backpack drive. She acknowledged the challenge of measuring success in this area, suggesting it may come down to tracking participation and evaluating the overall feeling or impact of their involvement rather than relying on hard metrics. Additionally, she emphasized that as the district moves forward with bond planning and architectural decisions, universal design principles must be a priority to ensure all facilities are accessible and inclusive.

  Director Towery highlighted the importance of tribal consultation and suggested using the example set by Mayor Drabkin and the Stratus Village affordable housing project, where active tribal engagement led to dedicated housing units for tribal members. She emphasized that this process was more than just consultation, it was a true collaboration that addressed shared community interests like housing, safety, and quality of life. She sees this as a valuable model for building similar collaborative efforts to support the district’s focal populations, including expanding beyond tribal groups. She also mentioned the potential to work with Unidos to better engage and support the district’s Latino families, focusing on how to foster stronger collaboration and involvement with schools.

  Director Partida shared that Unidos is actively involved in community work and highlighted an upcoming meeting on September 3rd at 3 PM where many people are expected to attend. He emphasized that Unidos is a valuable partner because of the positive impact they are making in the community.

  Director Bader suggested using a framework to guide community engagement efforts, emphasizing that not every topic needs the highest level of involvement, some may only require informing or consulting. She proposed mapping topics and community groups on a matrix to clarify the appropriate level of engagement for each issue. This approach would help the board determine how best to support different types of engagement without overcomplicating the process. She also expressed interest in learning more about changes to the equity committee’s format, seeing it as a potential opportunity to inform and improve collaborative efforts between the board and community.

  Chair Vollmer emphasized that communication strategies should vary depending on the topic and the audience. While the district already does well with school-to-parent communication through apps and other tools, the board has a unique role in reaching out to community partners like service clubs and local government to share key projects and updates. He suggested that board members can act as advocates, explaining the purpose and impact of initiatives in ways staff might not, without necessarily asking for support but helping spread understanding. He acknowledged everyone’s busy schedules, stressing that the board should focus on meaningful, intentional efforts that make a real difference. He also proposed hosting periodic information nights at elementary, middle, and high schools to keep families informed and engaged, reducing surprises and fostering stronger community involvement.

  Director Warmbier emphasized starting community engagement with parents, recognizing they make up the majority of adults in the community. While groups like Unidos and the Chamber are already involved, many school PTAs are small and experiencing burnout. She stressed the need for genuine two-way communication to build parent involvement over time, helping parents feel comfortable in schools and connected with teachers and principals. Success would look like increased attendance at events like Safety Summit and parent-teacher conferences, especially from parents who don’t usually attend. She highlighted the importance of parents feeling like true partners in education, moving beyond only communicating negative issues. She suggested hosting curriculum nights, not just open houses where parents learn what their children are actually studying and how to support their learning at home. This deeper involvement early on would build trust and encourage parents to engage in broader, systemic issues later.

  Interim Superintendent Ferrua outlined next steps for community engagement, including setting dates for fall activities and targeting groups like PTAs for involvement. She noted recent changes to district equity committees, which are now superintendent committees rather than board committees, meaning they are no longer subject to public meeting laws. The equity committee will convene by September 15th to align with state expectations and review disaggregated data by focal populations, based on work from the recent board retreat. Additionally, the district will administer the Youth Truth Survey this fall, from late October to mid-November, providing valuable data to compare with the 2022 survey and regional and national benchmarks, including analysis by focal populations.

  Board Evaluation
  Chair Vollmer asked for clarification on whether there was still interest in continuing the discussion about the superintendent evaluation templates that had been previously reviewed. He mentioned that some notes had been taken and invited the group to either continue the conversation now or move forward with editing the document. A small team would work with her to clean up and proof the evaluation template, aiming to have a revised draft ready for the September business meeting. This would allow everyone to review the expectations clearly at the start of the year, with the option for further edits if needed. He left it open for the group to decide whether to discuss more now or proceed with the planned draft.

  The Board continued to discuss the evaluation process that will be brought back for the board to review in case there are touch-ups needed.

  Director Warmbier mentioned that if you’re asking about other next steps, the board’s self-evaluation process should be included because it’s not listed in the current notes.

  Chair Vollmer stated that he  interpreted what was on the agenda incorrectly and discussed the superintendent’s evaluation and not the board’s evaluation.  The board discussed how they would like to see the board’s evaluation done.  

  Interim Superintendent Ferrua shared that Mike Scott made a recommendation/suggestion that they could spend time gathering some examples from other places.  If the board chooses to align the superintendent evaluation based on the goals that they were having a conversation with, you could also do a version of that for the board’s evaluation that would sort of mirror that.  It might make sense to get some of those pieces in place first; like working commitments, or the draft goals.

  The board continued to discuss the evaluation process.

  Retreat Follow-up

  • Subcommittee Reports

  Interim Superintendent Ferrua asked for clarity on what the next steps are going to be.  She mentioned that there was a conversation about the value of them and whether we should continue the same model.  They continued the discussion around ideas for subcommittee meetings.

  Directors Comments
  Director Bader thanked everyone for their hard work preparing for the school year, noting that while her own children haven’t started yet, she now recognizes how much effort happens behind the scenes. She expressed appreciation for the dedication shown in the lead-up to the new year and shared her excitement for school to begin

  Director Towery expressed gratitude for the recent board retreat, describing it as inspiring and a great opportunity to connect with fellow directors. She also praised the welcome event for new teachers, highlighting the positive energy and enthusiasm it brought. She noted that the excitement of the new staff sets a strong tone for the school year and thanked everyone involved in making the event and preparations successful.

  Director Anderson dittoed everything that everybody had already said.

  Chair Vollmer gave a shout-out and thanked the district and the Sue Buel staff for opening their building up a couple of Saturday’s ago for the backpack giveaways.  He acknowledged the hard work of staff preparing the buildings for the school year and expressed appreciation for their willingness to host events and welcome thousands of people, even at a busy and inconvenient time. He emphasized how meaningful those efforts are for students and thanked everyone for their continued commitment, also wishing them well as the school year begins.

    Upcoming dates:

  • Board Business meeting September 8 and October 13, 2025
  • Work Session meeting September 22, and October 27, 2025

  Meeting video

  The Session adjourned at 7:47 PM.