November 10, 2025 Business Board Meeting Minutes

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

The Board Business Meeting was held November 10, 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 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 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 , Interim Superintendent
Cherice Bowden, Board Secretary

AUDIENCE
Martha Biggs, Jason Hall, Hiran Amerasinghe, Emily Linnertz, Brian Crain, Stephanie Murdock, Erin Caldwell, Lisa Jordan-Zornow, Vicky Brown, Allison Eitzen, Hilary Brittan Lack, Dave Furman, and Kathi Fowler.  See attached.

• 1.1  Pledge of Allegiance
  The Pledge of Allegiance was led by James Moreno.

  1.4  Introductions and Communications
  Superintendent Ferrua welcomed the Grandhaven Ravens’ first-grade students and their families, and expressed that she is happy they could join us this evening. 

  1.5  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:  

  MWEC/Chemeketa Community College donated to MHS CTE materials worth $2500.00, Tina Miller Community Center donated $500.00 to MHS for the speech club, Stephanie Juliet Campbell, LLC donated $500.00 to Newby ES to Mrs. Rada’s third-grade class and $500.00 to Mrs. Wiznerowicz’s third-grade class, Rotary Club of McMinnville-Sunrise donated $450.00 to MHS to the Internet Club Advisory, Jodi & Michael Boundy donated $200.00 to MHS for Bear Hugs, Christine Bader donated $100.00 to MHS to Sources of Strength, Jan & Lynn Pizzo donated $7000.00 to MHS for the Speech and Debate Club, and Ed Netter Construction donated $500.00 to MHS for the Welding Club.

  2.2  Approval of minutes of the October 13, 2025 Work Session Meeting, October 13, 2025 Business Board Meeting and the October 27, 2025 Work Session Meeting approved. 

  2.3 Personnel Actions approved.

  On motion by Director Christine Bader, seconded by Vice Chair Gerardo Partida, 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 Reports

  3.1 Student Reports
  Principal Kathi Fowler shared that at Grandhaven, the guiding motto is “Student Success, Whatever It Takes” continues to shape every initiative. Principal Fowler highlighted two key action items from the school improvement plan that reflect this commitment. The first focuses on fostering a positive climate and culture that promotes belonging, safety, and growth for both students and staff. To support this goal, the entire school team participated in “The Power of Being Seen” activity, emphasizing the importance of building meaningful student–adult relationships. Through this exercise, staff identified students needing stronger connections and adopted them to ensure every child feels recognized, valued, and supported.

  The second area of focus addresses academic achievement in English Language Arts (ELA). Grandhaven has set a goal for all grade levels to perform above the state average on district assessments, with a particular emphasis on increasing fifth-grade proficiency to 50% and improving outcomes for students with disabilities and Hispanic students. Each grade level contributes to this overarching goal by setting targeted growth objectives designed to build consistent progress toward fifth-grade success.

  Principal Fowler also emphasized the school’s use of evidence-based literacy practices grounded in the Science of Reading. Through the UFLI (University of Florida Literacy Institute) curriculum, teachers deliver structured daily phonics and reading instruction to strengthen foundational literacy skills. To illustrate this work in action, she introduced instructional assistant and student teacher Elizabeth Fergus who is part of the district’s “Grow Your Own” program showcasing Grandhaven’s dual focus on student achievement and developing future teacher leaders within its own school community.

  Ms. Fergus asked each student to introduce themself and then she demonstrated how Grandhaven students practice daily reading lessons using the UFLI (University of Florida Literacy Institute) curriculum. Each lesson includes several parts designed to strengthen foundational reading skills through repetition and engagement. For the demonstration, she showed the first three components: phonemic awareness, visual drills, and auditory drills.

  During the phonemic awareness activity, students practiced listening to spoken sounds and identifying or building the corresponding words, helping them recognize how sounds combine to form words. The visual drill involved students identifying letters and recalling the sounds they make. Finally, the auditory drill reversed the process, students heard a sound and named the letter that represents it.  These structured, interactive exercises are part of the school’s daily literacy instruction, helping students build strong phonics, spelling, and reading fluency skills in an engaging and supportive way.

  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 the recent liaison meeting. She discussed ongoing technology challenges at the elementary level with the Amira program. While the issues differ by school, she thanked the IT department for working hard to fix the problems and acknowledged how frustrating the rollout has been for teachers and students.

  She also gave an update on stipend team collaboration, explaining that the union and HR Director Emily Linnertz are working together to restart a joint committee that will review and update the district’s stipend system. Ms. Thomson thanked Ms. Linnertz for her honesty and teamwork, noting how important trust and collaboration are in this process.

  She shared McEA’s SMART Goal, which focuses on helping all members understand Article 18, the part of the union contract about student safety and discipline by the end of the 2025–26 school year. The district will review each school’s behavior plan to build a consistent approach to supporting students and staff. Ms. Thomson shared her appreciation for both the administration and union’s shared commitment to creating safe, supportive schools.

  3.4  Superintendent Report
  Superintendent Ferrua shared that the district recently completed its first quarter and has focused on strengthening family partnerships through fall conferences and the annual YouthTruth survey, which remains open until November 21. She highlighted the work of the District Advisory Committee, aligned with Senate Bill 732, which met in October with nearly 40 community members to review attendance data and begin exploring additional indicators such as belonging and family engagement to support safe, welcoming, and inclusive schools. She also provided an update on long-range facility planning, including building site visits, interviews with staff and students, and upcoming task-force meetings on topics such as athletics, accessibility, safety, and student services. Updated enrollment projections will be shared with the board in January as part of ongoing bond planning.

  She shared that school principals and leadership teams have completed their school improvement plans, which align with district and board goals. These plans will be shared at an upcoming board work session, where school teams will present highlights of their strategies and priorities for improving outcomes in their buildings. She also reported strong progress with Science of Reading implementation, including recognition for Sue Buell Elementary. In addition, she discussed state-level budget planning and the district’s preparation for potential future reductions due to rising costs and declining enrollment, emphasizing a thoughtful and transparent approach. She invited everyone to join her to celebrate American Education Week.  She extended gratitude to every single staff member who help make great things happen every day.

  3.5  Director of Fiscal Services’ Report
  Director Hall provided an enrollment update, stating that the district saw a decrease of 18 students between October and November, placing enrollment about 2.42% below projections. The official seat count was completed on September 18 during the 10-day drop period. Flow Analytics is continuing work on long-term enrollment forecasts and will present a 10-year projection at the January board meeting.

  He explained that he will update the district’s estimated membership and revenue for the 2025–26 school year so the state has accurate information during its school fund rebalance process. This adjustment will not affect current-year funding because the district is being paid based on its extended ADMW for 2024–25. Instead, the updated projections will support planning for the 2026–27 school year.

  Director Hall also provided a financial update through September 30, 2025. The district has received 22% of its budgeted revenues and spent 11% of its budgeted expenditures, which is consistent with the same point last year.  The revenues have increased by about 3.5% compared to last year, but expenditures have risen by about 6.5%, driven largely by higher personnel costs, a 5% PERS increase, a 6% rise in transportation contract costs, and significant insurance premium increases. While revenue is growing, expenses are increasing at a faster rate.  He noted that the district is still operating within its approved budget limits and that it’s early in the year to make any firm conclusions.

  3.5  Attendance Data
  Director Amerasinghe shared that two months of attendance data are available and that September and October numbers are “relatively in line” for both average daily attendance and chronic absenteeism. He noted that elementary and middle levels are somewhat on the high side, while high school numbers are slightly lower, which has been pretty much the case for us since COVID.

  He explained that the state removed all the punitive measures for attendance in 2021 and has encouraged schools to do more personal outreach. Building attendance committees are reaching out directly to students, sending letters home, and connecting with families, with the goal of personal outreach, relationship building, and creating a sense of belonging to draw students to school.

  David Cano explained that the district uses a three-tier system for attendance support and that he works closely with all administrators and counselors weekly, and almost daily. He meets with middle schools weekly and with elementary schools on a bi-weekly or monthly basis, but attendance is discussed almost daily regardless of meeting schedules. At the first tier, the focus is on identifying students who may need additional support. Staff make phone calls and home visits to identify and address barriers such as transportation, food, or medical needs, and they refer families to appropriate community resources. He stated that the district approaches this work with wraparound service in mind, supporting not just school attendance but broader family needs.

  He also shared that schools send positive attendance letters to recognize and encourage students with strong attendance. Some schools have added daily check-ins with counselors to build closer relationships, which he said is producing positive outcomes. He shared that the district partners with community organizations and businesses to support attendance efforts such as securing 100 donated swimming pool passes last year to use as student incentives, which he described as amazing to see how little things like that will make a positive change in a kid’s life. Finally, he reported that non-resident students are reviewed quarterly and admitted based on existing district policies.

  The board asked clarifying questions which Superintendent Ferrua, Director Amerasinghe and David Cano addressed.

• 4.0  Public Forum
  We did not receive any public comments.

  5.0 New Business

  5.1 Policy 1st Reading
  Director Crain presented the following policy for a first reading:
  IGBAB/JO-AR – Education Records/Records of Students with Disabilities

  This policy will return for second reading at the next Board Business meeting.

  6.0  Board Directors Comments
  Director Anderson shared that she was thankful to attend the OSBA convention, finding it both informative and a valuable opportunity to connect with fellow board members. She encouraged others to attend Patton Night of the Notables, praising the enthusiasm of the students, including those performing Julius Caesar and Krista McAuliffe. She gave a shout-out to the Curriculum, Instruction, and Assessment Department. She wished all of the staff a happy American Education Week.  She thanked them for everything they do every day.

  Director Juarez said, “I just want to say thank you, first of all, to Ms. Fowler and her students. That was great. It’s nice to see how they’re improving and how well they’re doing.” She also went to the OSBA conference, and felt that it  was great, she learned a lot. She will be visiting Memorial ES and she is pretty excited.

  Director Bizon wished everyone a happy Veterans’ Day.

  Director Bader shouted out the leadership class at Dunaway for putting together the Veterans Day Assembly, interviewing 30–40 veterans, and honoring them on the spot. She also echoed Director Anderson’s shout-out to Patton’s sixth graders, noting the Night of the Notables was notable, students were passionate and eloquent, some in costume, and the family turnout was amazing.

  She thanked local businesses, in addition to food banks, school resource rooms, and the Family Resource Center, for supporting kids and families during the SNAP benefit suspension, highlighting the strength of the community.  The OSBA conference was great, and she was grateful for the opportunity to learn locally, attending helpful sessions on the state school fund and the board-superintendent relationship.  She encouraged everyone to fill out the Youth Truth Survey, calling it one of the most important tools for gathering data to develop action items to improve the district.

  7.0 Future Agenda Items
  Data Clarification
  Budget Refresher
  Policy Discussion
  Safety Data

  8.0 Announcements
  None

  Meeting Videos

  The meeting adjourned at 7:53 p.m.