January 12, 2026 Business Board Meeting Minutes
MINUTES OF THE SCHOOL BOARD OF DISTRICT NO. 40,
YAMHILL COUNTY, McMINNVILLE, OREGON
The Board Business Meeting was held January 13, 2026, 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 6:31 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 Larry Vollmer.
BOARD MEMBERS PRESENT
Chair Larry Vollmer
Vice-Chair Gerardo Partida
Director Lu Ann Anderson
Director Christine Bader
Director Jason Bizon
Director Jasmin Juarez
Director Abbie Warmbier
BOARD MEMBERS ABSENT
None
ADMINISTRATION
Kourtney Ferrua, Superintendent
Cherice Bowden, Board Secretary
AUDIENCE
Jason Hall, Hiran Amerasinghe, Emily Linnertz, Brian Crain, Lisa Jordan-Zornow, Vicky Brown, Allison Eitzen, Hilary Brittan Lack, Dave Furman, Kathi Fowler, Lauren Berg, Davey Altree. Kim Price, Autumn Foster, Scott Murphy, Cielo Tahmaseb and Shelly Simonyi. See attached.
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1.1 Pledge of Allegiance
The Pledge of Allegiance was led by Damian Rojas Andalon & Zoe Hamilton.1.4 School Board Appreciation Month Proclamation
1.4.1 ProclamationSuperintendent Ferrua read the following:
ProclamationWHEREAS, school boards create a vision for what students should know and be able to do;
WHEREAS, school boards establish clear standards for student performance;
WHEREAS, school boards ensure that student assessments are tied to established standards;
WHEREAS, school boards are accountable to the community for operating schools that support student achievement;
WHEREAS, school boards align school district resources to ensure that students meet standards;
WHEREAS, school boards create a climate that supports the philosophy that all children can learn at high levels;
WHEREAS, school boards build collaborative relationships based on trust, teamwork and shared accountability; and
WHEREAS, school boards are committed to continuous education and training on issues related to student achievement;
NOW, THEREFORE, I hereby declare my appreciation to the members of the McMinnville School Board and proclaim the month of January to be School Board Recognition Month. I urge all citizens to join me in recognizing the dedication and hard work of local school board members in preparing today’s students for tomorrow’s world.1.5 Introductions and Communications
Superintendent Ferrua welcomed the Sue Buel 5th graders,introduced Principal Erin Caldwell, 5th grade teachers Miranda Medrano, Carrie Munger, Cecilia Mazhary and Normandy Bernard. She thanked the parents and everyone for coming.1.6 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:
Jane & Lynn Pizzo donated $4000.00 to MHS for the Speech and Debate Club, First Federal Bank donated $599.00 to MHS for Mac Madness, Sandra Burger donated $1200.00 to MHS for the lifeskills classroom, Matthew & Suzanne Jensen donated $500.00 to DMS for the leadership class activities, Emily Broom & James Rickards donated $100.00 to MHS for girls tennis, Lee Schwartz Tire Center donated $599.00 to MHS for Mac Madness, Hagen Hamilton Insurance donated $1298.00 to MHS for Mac Madness, Mule Skinner Club, Inc. donated $820.00 to MHS for MHS Ohset, Love Like Mikalynn donated to $574.00 MHS for holiday meals/Sources of Strength, Professional Tire, LLC donated $500.00 to MHS for MHS Ohset, Carlton Veterinary Hospital donated $200.00 to MHS for MHS Ohset, Your Space Public Storage donated $299.00 to MHS for Mac Madness, Richard & Jeannette Faubert donated $200.00 to MHS for MHS Ohset, Douglas & Jayne Hurl donated $200.00 to MHS for the resource room, Spice & Spice donated $599.00 to MHS for Mac Madness, Amcraft, Inc. donated $100.00 to MHS for MHS Ohset, Accu-Tech Automotive donated $100.00 to MHS for MHS Ohset, John & Christine Altree donated $100.00 to MHS for the resource room, Alpine Fitness, LLC donated $1098.00 to MHS for Mac Madness, Knight of Pythias donated $600.00 to MHS for MHS Ohset, Citizens Bank donated $299.00 to MHS for Mac Madness, David Franey & Rhonda Soper Franey donated $200.00 to MHS for the resource room, Betty Budzik donated $100.00 to MHS for the resource room and the Bailey Foundation donated $10,000.00 to DMS for the DMS garden.2.2 Approval of minutes of the December 8, 2025 Business Board Meeting approved.
2.3 Personnel Actions approved.
On motion by Director Jason Bizon, seconded by Director Christine Bader, the Consent Agenda was approved on a unanimous vote 7-0. Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer – aye, Vice-Chair Gerardo Partida – aye, Director Jason Bizon – aye and Director Jasmin Juarez – aye.
3.0 REPORTS
The Board heard Monthly Reports3.1 Student Reports
Principal Erin Caldwell explained that the 5th graders from Sue Buell were present to share what they have been learning. She outlined the school’s three main focus areas; Belong and Thrive, Every Moment Matters, and Elevating Instruction and said that the students would demonstrate how daily school practices support these goals. She highlighted a new initiative of weekly video morning announcements, designed to strengthen students’ sense of belonging, build school culture, and showcase activities across the school, and said an example of these announcements would be shared to introduce their work.The student video announcements focused on the character trait of gratitude, especially appreciation for growth in reading. Students shared how they work to become better readers and expressed thanks to their teachers and librarians for supporting them with challenging words, helping when mistakes are made, and providing access to books. The announcements also highlighted a weekly vocabulary and character challenge, celebrating students who helped make the school a harm-free place and recognizing winners. The video concluded by introducing the new word “proud,” explaining its meaning in multiple languages, sharing examples of feeling proud, and inviting students to participate in the next challenge by drawing a picture of a time they felt proud.
The 5th grade teachers explained that the video morning announcements are used to highlight students across all grade levels, reinforce monthly character traits, and showcase schoolwide projects. A key feature is the shared vocabulary routine implemented in every grade, which is modeled during announcements and gives students opportunities to use new words, earn recognition, and connect learning across classrooms. The teachers noted that moving to video announcements has strengthened communication with families and increased alignment between school improvement goals and what students experience daily.
They emphasized that literacy is a major schoolwide goal and described how instructional practices have intentionally shifted over the past several years. These changes are grounded in research and supported by statewide guidance from Oregon’s early literacy instructional framework, participation in the Oregon Demonstration Network with Stanford Children, and professional learning opportunities. Teachers voluntarily engaged in a book study, Shifting the Balance, to deepen their understanding of literacy instruction for grades 3–5, showing strong commitment to improving practice.
The teachers also highlighted the importance of mentoring, instructional coaching, and peer observation in supporting these changes. Staff members have had opportunities to visit other schools, observe colleagues, and reflect on best practices, creating a comprehensive, supportive approach to instructional improvement. While earlier grades have focused heavily on phonics and skill-based grouping, grades 3–5 have made targeted shifts in spelling, word work, vocabulary, and interventions for developing readers.
The teachers focused on reading fluency as a key instructional priority for upper elementary students, noting its strong connection to overall reading comprehension. They described a structured fluency routine that includes teacher modeling, choral and partner reading, goal setting, and progress tracking. Students practice rate, accuracy, expression, phrasing, and smoothness over a multi-day cycle, culminating in a timed reading where all skills come together. The teachers concluded by explaining how board members would partner with students to experience this fluency practice firsthand.
3.2 Student Envoy Reports
Student Envoys from MHS presented the student report for MHS, highlighting their activities that are happening at the high school. They gave an update on academics, athletics and arts/pathways. See presentation.3.3 McEA
Taire Thomson shared highlights from across the district as the new year begins. She opened with an example from Grandhaven, where students experienced “Winter Scooter Land” before winter break. The PE teacher transformed the gym into a winter-themed experience using creative displays built by classes, showcasing student imagination, teamwork, and strong school community, supported by significant effort from staff and families.She also noted that many schools held holiday celebrations prior to the break, giving students opportunities to build relationships and create positive memories together. Since returning in January, schools have settled back into routines, with this time of year serving as an important reset for expectations, momentum, and focused learning.
Thomson then shared updates from the December liaison meeting, including finalized guidance around half-day coverage that has now been communicated to staff. She expressed appreciation for the district’s collaboration and responsiveness. She also highlighted discussions about two new advisory committees being formed by the superintendent, noting positive dialogue and excitement about their potential impact on staff and students.She also mentioned ongoing productive conversations through the Article 18 committee.
She thanked district leaders and board members for their dedication. In recognition of School Board Appreciation Month, she acknowledged the board’s time, care, and partnership, emphasizing the value of continued collaboration in support of students, staff, and schools.
3.4 Superintendent Report
Superintendent Ferrua welcomed students and staff back for the new year and shared that January is a key time for reflection, focus, and accelerating student learning. She emphasized the importance of using midyear data intentionally, including elementary interim assessments, secondary semester assessments, the upcoming NWEA MAP assessment, and YouthTruth survey results. These data sources will inform school improvement strategies, midyear goal meetings with staff, and ongoing adjustments to instructional plans.She highlighted the extensive work completed by the facilities team over winter break, noting both planned improvements such as safety projects, flooring upgrades, lighting conversions, and improvements at Sue Buell and unplanned challenges, including a water main leak, a water heater failure, and a fire at a rental property. She expressed strong appreciation for the team’s responsiveness and dedication in addressing these issues while school was out of session.
Superintendent Ferrua also provided an update on budget planning for the 2026–27 school year, explaining that declining enrollment and changes in poverty rates are driving the need for reductions. She stressed the importance of starting early, using evidence- and formula-based decision-making, and engaging staff in the process through surveys and discussions. She noted that unknown factors—such as state funding, negotiations, federal funds, and enrollment trends—could still affect the final budget, and that the district is closely monitoring these in partnership with state and regional organizations.
She discussed upcoming collective bargaining with classified staff, continued districtwide efforts in suicide prevention, and partnerships with regional and county organizations, including Lines for Life and Yamhill County Mental Health. She highlighted QPR training as an important, accessible tool for prevention. She closed by recognizing upcoming community fundraisers, thanking the board for its support, and expressing gratitude and enthusiasm for her role, reaffirming her commitment to serving students through strong collaboration with staff, families, and the broader community.
3.5 Director of Fiscal Services’ Report
Director Hall provided an enrollment update as of January 1, reporting that district enrollment is about 3.8% below projections, with 5,967 students. He explained that this dip is typical for January due to holiday travel and short-term withdrawals, and that the district is closely watching for the usual February rebound. When accounting for a previously identified overestimation of about 60 students, the overall decline aligns closely with last year’s enrollment trends and is not considered concerning.He noted that enrollment patterns remain consistent with historical data, including a typical 1.5% decline from October 1 to the end of the school year. Grade-level data showed that the largest over-forecast occurred at the elementary level, and adjusting for this brings current numbers in line with prior-year enrollment. A longer-term enrollment outlook will be shared later with the board as part of the district’s 10-year forecast.
Hall then reviewed financial updates, introducing new visual financial reports generated through the district’s business analytics software. He explained that these reports are intended to show trends more clearly and support board discussion. As of November, the district has received 56% of its budgeted general fund revenues. Local revenue sources are currently higher than last year due to timing differences in property tax receipts, which he noted should normalize in future reporting periods. State revenue shows a steady increase reflecting higher state allocations, while other sources include ESD-related revenue and beginning fund balance.
He reviewed expenditure trends across major categories: salaries and benefits, purchased services, and supplies and materials. He explained that salary and benefit costs are rising as expected due to negotiated salary increases and health benefit costs, while purchased services reflect expenses such as transportation, substitutes, and professional services. Spending on supplies and materials is slightly lower than in prior years, likely due to timing, leftover inventory, and a districtwide effort to limit nonessential purchases. Overall, expenditures are tracking within expected ranges as the district continues to closely monitor spending.
3.6 Curriculum & Instruction Report
Curriculum & Instruction / YouthTruth Survey
Director Lauren Berg explained that the district returned to using the YouthTruth survey this year to gather feedback from students, staff, and families on climate and culture. YouthTruth allows for national, state, regional, and historical comparisons, including data from McMinnville’s own 2022 and 2023 results. Administrators received access to the data over winter break and are currently analyzing it at the building level to inform midyear goals and school improvement plans. District-level findings, participation rates, and cost comparisons will be shared with the board at an upcoming work session.After-School Programming
She shared that after-school programming has shifted several times since the pandemic and is currently provided by the YMCA at five of six elementary schools. Enrollment in these programs has been declining, prompting questions about affordability, accessibility, and whether the current model is meeting family needs. Costs to families are significantly higher than under the former KOB program, and scholarship access has been challenging. A committee is being formed to gather family input, explore alternative partners or models, and develop recommendations for the 2026–27 school year, with a focus on improving access and sustainability.Education Accountability Act
Berg provided an update on Oregon’s Education Accountability Act (SB 141), signed in 2025, which introduces new statewide accountability structures led by ODE. The most immediate impact for districts is the requirement to use a state-approved interim assessment for progress monitoring starting in the 2026–27 school year. ODE is expected to release the approved list soon, and McMinnville is well positioned because NWEA MAP—already in use—is expected to be included. While the mandate is unfunded, the district’s existing practices align well with the new requirements.New Course Proposals
Alongside McMinnville High School Assistant Principal Pam Canady, Berg presented proposed new high school courses across multiple departments. These include AP Seminar and War Literature in Language Arts; a GAP Cultural Exchange preparatory course and AP Spanish Literature in World Languages; Introduction to Statistics and Discrete Math in Math; a ShopTech fabrication course aligned with Chemeketa Community College; and AP Business. The courses are designed to expand student options, create more flexible pathways, and open access to advanced coursework without increasing staffing. The proposals were shared for board awareness, with final course offerings dependent on student interest and enrollment.4.0 Public Forum
There we no public comments -
5.0 New Business
5.1 Flo Analytics Enrollment Forecast
Ginny Garcia-Alexander introduced herself as a demographer and data analyst with Flow Analytics and explained that she would jump right into some of our primary findings. She began with district births and kindergarten, noting that they look historically at births in the district, and use that to then show how many go on to become kindergarteners in future. She shared that births historically were higher in this kind of earlier range but have sort of continued to decline over time, with these most recent 2 years, some of the lowest years that we’ve seen at 395 each. She added that kindergarten classes have also kind of come down over time.She then explained K-to-birth ratios, sometimes called a capture rate, meaning that for every 100 children born in the district, 81 go on to become kindergarteners later on. She shared that these ratios dropped down as a result of COVID, then rebounded, but that this most recent year, 25-26, was a bit low, which she said they chose to treat as sort of a bit of an anomaly, while emphasizing that it is something that we think that the district needs to monitor.
Garcia next described grade progression ratios (GPRs), explaining that they show “how students are progressing from one grade to the next.” She gave an example: If you have 100 kindergarteners in 24-25, and they become 102 first graders in 25-26, then the GPR is 1.02. She summarized that there were some low GPRs that rebounded after COVID, but there have been some declines in GPRs coming forward into these three most recent years. She noted that for forecasting, we take an average of the three most recent years and use that to project out and that higher GPRs at K to 1st and 8th to 9th is pretty typical.
She shared the 10-year enrollment forecast, stating that overall, we are projecting that enrollment will decline, by just under 16% in the 10-year period, from 6,070 in the current year to 5,109 district-wide. She explained this is driven by an expectation of fewer births to residents in the district and smaller cohorts replacing larger ones. By grade band, she reported that K-5 is expected to decline by 211 students, grades 6-8 by 250 students and grades 9-12 by 500 students. She closed by emphasizing that declining birth rates is really a big, important part of the story and that while this trend is not specific to this district, the K-to-birth ratio is something to keep an eye on to determine whether the district tracks closer to the middle or low forecast scenario.
5.2 Policy 1st Reading
Director Crain presented the following policy for a first reading:EECCA – Video Surveillance on Transportation
This policy will return for second reading at the next Board Business meeting.
6.0 Unfinished Business
6.1 Policy 2nd Reading
Director Crain presented the following policy for a second reading:ECAC – Video Surveillance
On motion by Director Lu Ann Anderson, seconded by Vice Chair Gerardo Partida, the motion passed unanimously 7- 0 to approve the new policy without any changes as presented for final adoption. Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer – aye, Vice-Chair Gerardo Partida – aye, Director Jason Bizon – aye and Director Jasmin Juarez – aye.
6.2 Superintendent Contract
Chair Larry Vollmer stated that the board met in executive session in early January and completed additional background work with legal counsel regarding the superintendent’s contract. He explained that the contract is presented as a standard three-year rolling agreement, consistent with superintendent contracts in Oregon, and noted that the details had been reviewed by the board. He then called for a motion and second to approve the contract.On motion by Vice Chair Gerardo Partida, seconded by Director Jasmin Juarez, the motion passed 6- 0 to accept the Superintendent’s new contract with all of the terms and conditions as written. Director Lu Ann Anderson – aye, Director Christine Bader – aye, Director Abbie Warmbier – aye, Chair Larry Vollmer – aye, Vice-Chair Gerardo Partida – aye, Director Jasmin Juarez – aye and Director Jason Bizon – nay.
7.0 Board Directors Comments
Director Bader shared that she had nothing to add, wished everyone a Happy New Year, and expressed appreciation for Taire’s comment about the New Year being a good time to reset and reflect on expectations. She looks forward to a great year working with her colleagues and the community.Director Bizon expressed appreciation to his fellow board members for School Board Appreciation Month, thanked them for the gifts, acknowledged their daily efforts, and said he looks forward to a great year.
Vice Chair Partida thanked Mrs. Thomson and her team for a gift, expressed appreciation, and congratulated Kourtney, wishing her a long tenure of 18–20 years.
Director Juarez thanked staff for the gifts, wished everyone a Happy New Year, and gave special thanks to Ms. Price for letting her attend the Christmas program and wear an inflatable costume.
Director Anderson wished everyone a Happy New Year, thanked those who gave gifts for School Board Appreciation, and shared that she was accepted to serve on the OSBA Legislative Policy Committee, noting she will provide updates as she learns more.
Director Warmbier emphasized caution in planning based on enrollment projections. Using Flow Analytics data, she noted that long-term trends suggest lower birth rates and changing social and psychological factors among students, including concerns about climate and political issues, which could keep student numbers lower than median projections. She recommended the board plan with the lower estimates for financial responsibility. She also praised Buel for a well-organized presentation highlighting character traits and student achievements, and expressed gratitude for the gifts and Patton swag.
Chair Vollmer expressed heartfelt thanks to the schools and administrators for their thoughtful gifts, noting the personal care behind each one and how much they are appreciated. He thanked the board members for their dedication, hard work, and time over the past 6–7 weeks, acknowledging that while the work can be challenging, it requires commitment and collaboration; it’s a big ask, and it’s sometimes fun, sometimes it’s not, but it still takes time, and it still takes the dedication and the intention of all these folks you see back here, to do this work we do.
8.0 Future Agenda Items
None9.0 Announcements
NoneThe meeting adjourned at 8:37 p.m.