August 10, 2026 Business Board Meeting Minutes

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

The Board Business Meeting was held August 10, 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 6:37 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 Brielle Houston
Director Jasmin Juarez

BOARD MEMBERS ABSENT
None

ADMINISTRATION
Kourtney Ferrua, Superintendent
Cherice Bowden, Board Secretary

Pledge of Allegiance
The Pledge of Allegiance was led by Chair Larry Vollmer.

AUDIENCE
Chris Starr, Lauren Berg, Jason Hall, Brian Crain, Emily Linnertz, Kellie Clay, Hiran Amerasinghe, Barb Keeton, Vicky Brown, Erin Caldwell, Hilary Brittan Lack, Allison Eitzen, Stephanie Murdock, Davey Altree, Robyn Rutherford and Stephanie Kaupa.

• 1.4  Introductions and Communications
  Superintendent Ferrua welcomed and introduced Charlotte Hendricks, the new principal at Memorial Elementary. She also recognized Barb Keaton, who is serving as the district’s new Director of Human Resources. 

  1.5  Review of Agenda
  None

  2.0 Consent Agenda
  A correction is being made on the motion for nominations passed from the July 13, 2026 Business Board meeting from 6-0 to 4-2. See below:

  Larry Vollmer received 4 votes, Christine Bader received 2 votes.  

  On motion by Director Lu Ann Anderson, to approve the nomination of Larry Vollmer for a second term as Board Chair, the  nominations passed with a vote 4-2. 

  2.1 Gifts to the District: The Board accepted with gratitude, gifts to the District:
  David Dalton donated 5 restored violins to MHS for the band program, Megan & Miguel Briery donated 3 violin travel cases and 3 carbon fiber bows to MHS for the band program, Marianne Mills donated square tubing & sheet metal to MHS for student projects, Jan & Lynn Pizzo donated $1200.00 to MHS for the Speech and Debate Club, Dealers Supply Co. donated $1000.00 to MHS for the SkillsUSA Welding Club trip, Leslie Struxners & Christine Sears donated masks, story boards and carvings for classroom education, Ben, Viola, Stan & Mary Bunn donated the original Lafayette Bell and Kids on the Block donated $250,000.00 for afterschool programs.

  2.2 Approval of minutes of the July 13, 2026 Business Board Meeting approved.

  2.3 Personnel Actions approved.

  2.4  Admin Contract approved.

  2.5  Policies Presented for Review (1st Reading) approved.

  2.5.1  JFCEA D1- Gang Activity or Association

  2.5.2 JFCEA R D1- Gang Activity or Association 

  Vice Chair Bader asked for clarification on the new policy review process and whether placing policies on the consent agenda indicated that they were the policies the Board should review next.

  Superintendent Ferrua explained that the district is beginning a comprehensive policy review with OSBA. Under the new process, the consent agenda will have two sections: policies for review (first reading) and policies for adoption (second reading). Policies listed for first reading will signal to Board members which policies they should review before the upcoming work session. The Board will then discuss the policies in greater depth during the public work session, make any necessary revisions, and consider them for adoption at the second reading. She noted that this process will provide more opportunity for discussion and dialogue than the previous committee process.

  On motion by Director Lu Ann Anderson, seconded by Director Gerardo Partida, the Consent Agenda was approved on a unanimous vote 7-0.  Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye,  Chair Larry Vollmer – aye and  Director Gerardo Partida – aye, Vice Chair Christine Bader – aye and Director Jason Bizon – aye.

  3.0 REPORTS
  The Board heard Monthly Reports.

  3.1  Superintendent Report
  Superintendent Ferrua provided an update on preparations for the 2026-27 school year, including several leadership transitions. Barb Keaton has moved into the Director of Human Resources position, and Charlotte Hendricks will serve as interim principal at Memorial Elementary. Ferrua expressed appreciation for their leadership and commitment to the district.

  Ferrua recognized several community contributions, including the donation of the original Washer School bell by the Bunn family, an art donation from the Daughters of Minette Coburn, and funds from the Kids on the Block nonprofit to support student enrichment. She also highlighted the formation of the Friends of Sue Buell, a group of retired educators supporting Sue Buell School through volunteering, fundraising, and community connections. Ferrua thanked Church on the Hill and other community partners for supporting district facilities and the upcoming Beyond Backpacks event.

  Summer learning programs were serving more than 500 students during the first two weeks of August. She thanked the Curriculum Department and staff for their work and noted that kindergarten camp had begun. She encouraged families to enroll kindergarten students, noting that the district is currently below its projected kindergarten enrollment.

  She reported that district administrators participated in a two-day leadership retreat focused on aligning district goals, school improvement plans, and leadership responsibilities. The district is emphasizing high-leverage, evidence-based practices, including professional learning communities, collective teacher efficacy, multi-tiered systems of support, formative assessment, teacher clarity, feedback, and high expectations.

  Regarding staffing, the superintendent reported that four of the six licensed educators affected by the spring reduction in force have been recalled as positions became available, leaving two educators on the recall list. She thanked the Human Resources team and union partners for their work throughout the process. She also noted that classified negotiations had paused during the summer and would resume with the goal of reaching a contract settlement.

  Superintendent Ferrua recognized the custodial, grounds, nutrition services, and facilities teams for their extensive summer work preparing schools for the new school year. 

  She expressed appreciation for their efforts and looked forward to welcoming staff back on August 24 and beginning the new school year.

  Director Anderson asked about the status of KOB, Inc. and whether the nonprofit would be dissolved following the transition of the Kids on the Block program. She expressed a heartfelt appreciation for the organization’s more than 20 years of dedicated service and support of the district’s after-school programs, recognizing the commitment of the volunteers and noting that Principal Fowler served on the board for many years. 

  Superintendent Ferrua confirmed that KOB, Inc. was established to support the Kids on the Block after-school program and remained together through the transition. She indicated that the organization intends to dissolve once the transition is complete and joined Director Anderson in expressing gratitude for the organization’s longstanding contributions.

  3.2  Director of Fiscal Services’ Report
  Director of Finance Jason Hall reported that, as of Period 12, the General Fund was at 101% of budgeted revenues and 86% of budgeted expenditures. He noted that the figures are unaudited and will be adjusted as part of the annual audit, with a closer estimate of final figures expected by the end of November. Hall reported that expenditures remain within budgeted appropriations and that he does not anticipate any issues with exceeding appropriations.

  He explained that the increase in supplies and materials expenditures in June was primarily due to the purchase of technology equipment, including Chromebooks and computers, ahead of anticipated July price increases. He also reported that the Human Resources team was working to establish position control for the new school year and ensure all budgeted positions are prepared for the return of staff.

  The Board asked clarifying questions, which Director Hall addressed.

  3.3  School Improvement
  Director Berg presented an overview of the district’s goals related to Oregon’s new Performance Growth Targets (PGTs) established through Senate Bill 141. She explained that SB 141 shifts accountability from meeting specific annual testing benchmarks to focusing on growth and whether districts are improving at a rate that will allow them to reach desired outcomes. The framework establishes seven common metrics and is intended to create a more continuous improvement process.

  She noted that the district intends to align Board goals, district improvement plans, and school improvement plans around common outcomes rather than having separate initiatives operating independently.

  Comparative District Groups: McMinnville is part of a state-established group of 35 districts based on similar demographics and system characteristics. Four districts have large online programs that affect their enrollment and may require consideration when reviewing comparative data. A baseline analysis showed McMinnville ranks in the top third in almost all areas among the comparable districts.

  Performance Growth Targets: She explained that targets have three lenses: a statewide target, a similar district target, and a local target established by the district. The statewide targets are part of a four-year process ending in 2030. Most baseline data will use the 2024-25 school year because 2025-26 state data has not yet been finalized.

  Baseline and Gap-Closing Targets: The district will establish baseline targets for the overall student population and gap-closing targets focused on a combined focal student group population. This will demonstrate both growth system-wide and progress in reducing disparities among student groups.

  Implementation and Board Role: She reported that the district has been working with ESD partners on implementation and will submit its goals to ODE by the end of August, with ODE review and approval expected in September. The PGTs will be incorporated into district improvement and reporting procedures. The Board will receive annual progress updates as part of its ongoing role in monitoring district progress.

  The Board asked clarifying questions, which Director Berg addressed.

  4.0  Public Forum
  We received one in-person public comment:
  Robyn Rutherford, a 20-year McMinnville School District employee and former middle school teacher and Student Management position at Memorial Elementary, addressed the Board regarding the impact of the reduction in force. She shared that she received notice on May 15 that her Student Management position at Memorial was eliminated after she had spent 10 years building the program.  She described the experience as difficult for herself and her family and said she spent the summer reflecting on her purpose in education. She emphasized that “if your staff is not well, your kids are not going to be well,” noting the importance of staff well-being to student success.

  She expressed appreciation for being welcomed back to the Patton team and said she was working to regain excitement for the upcoming school year and remain focused on her “why”.  Being there for students and giving them a reason to show up every day.  She also expressed appreciation that four employees had been recalled but noted that some staff members were still uncertain about their assignments. She asked the Board to understand the challenges that uncertainty creates for employees as they prepare to move forward into the new school year.

  5.0 Unfinished Business

  5.1 Aligned Goals & ODE Performance Targets
  The Board reviewed the Aligned District Goals and ODE Performance Targets document, which brings together state accountability requirements, the Oregon Integrated Plan, administrator standards, and the district’s goals into one framework.

  The five goal areas remain:

  • Continuous School Improvement
  • Fiscal Responsibility and Stewardship
  • Positive Climate, Culture, and Opportunities
  • Family and Community Partnerships
  • Leadership and Organizational Excellence

  Superintendent Ferrua explained that the document connects long-term outcomes, measures of success, key strategies, annual priorities, and shared responsibilities. The annual priorities identify the work to be completed each year, while the shared responsibility tables outline the roles of the Board, district leadership, and building leadership teams.

  Director Bader said the document was well organized and reflected the Board’s ongoing discussions. She suggested clarifying the relationship between goals, outcomes, measures, strategies, priorities, and actions to make the document easier to understand.

  Superintendent Ferrua clarified that desired outcomes are long-term goals; measures of success align with ODE metrics; key strategies cover the five-year integrated plan; and annual priorities identify the work for the current year.

  Board members expressed support for the document and its clearly defined responsibilities. The Board discussed its authority to approve district goals and confirmed that Policy AE, State Board Goals and Local District Goals, directs the Board to establish district learning goals consistent with state goals. The item was presented for approval as an action item.

  On motion by Director Lu Ann Anderson, seconded by Vice Chair Christine Bader, to approve the Aligned District Goals and ODE Performance Targets as presented. It was approved on a unanimous vote 7-0.  Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye,  Chair Larry Vollmer – aye, Vice Chair Christine Bader – aye, Director Gerardo Partida – aye  and Director Jason Bizon – aye.

  5.2  Working Agreements
  The Board reviewed the updated Working Agreements and discussed the simplified visual version provided at each Board member’s seat. The Board clarified that the visual is a condensed reference tool and does not include the full Working Agreements in the Board packet.

  Board members discussed whether any changes or updates were needed. Members expressed support for the agreements, particularly the emphasis on putting students first and maintaining a respectful tone. The Board agreed to continue following the Working Agreements as a guide for effective and respectful Board collaboration.

  5.3  3rd Party Facilitation for Superintendent Evaluation
  The Board discussed whether to use a third-party facilitator for the superintendent evaluation process. Members generally supported researching outside options, noting that an independent facilitator could help collect and organize feedback, support difficult conversations, ensure all Board members have an opportunity to participate, and provide consistency for future Boards.

  Board members discussed possible facilitators, including OSBA, COSA, Willamette ESD, and independent consultants. Previous costs for similar services were estimated at approximately $1,200–$2,000. The Board noted that funding may be available in the Board’s budget for this purpose.

  The Board agreed that the facilitator’s role should be to collect and organize evaluation data and facilitate the Board’s discussion, rather than change or redesign the existing evaluation process.

  Action/Next Steps: Superintendent Ferrua will research potential facilitators and gather information and possible quotes for the Board to review. The superintendent evaluation is typically completed in the spring.

  5.4  Review Board Self Eval Plan & Superintendent Evaluation Plan
  The Board also discussed the annual Board self-evaluation. Members supported reviewing the previous evaluation tool and aligning it with the Board responsibilities in the newly approved framework. The possibility of using the same facilitator for both evaluations was discussed. The Board agreed that having the evaluation process and timeline outlined in advance would help members prepare and provide meaningful feedback.

  The Board also discussed its required annual self-evaluation. Members agreed that reviewing the previous self-evaluation tool would be helpful before determining the process and timing for the next evaluation.

  Director Anderson suggested using the Board responsibilities already included in the newly approved framework as the basis for the evaluation tool. The Board also discussed the possibility of having the same third-party facilitator support both the superintendent evaluation and Board self-evaluation.

  Next Steps: The Board will review the previous self-evaluation tool and consider how it can be aligned with the newly approved Board goals and responsibilities.

  The Board discussed using a third-party facilitator for the superintendent evaluation. Members generally supported researching outside options, noting that an independent facilitator could help collect and organize feedback, facilitate difficult conversations, ensure all voices are heard, and provide consistency for future Boards. Possible options included OSBA, COSA, Willamette ESD, and independent consultants. The Board agreed that more information, including potential costs and services, should be gathered before making a decision.

  5.5  Remote Meeting Participation, All Board Meetings & Exec Sessions, Special Considerations
  The Board discussed whether to allow remote participation for all Board meetings, including regular meetings, work sessions, and executive sessions.

  Several Board members supported allowing remote participation, noting that it would provide flexibility for health concerns, family emergencies, travel, or other circumstances while allowing members to continue fulfilling their responsibilities. Other members expressed concerns about maintaining attendance and participation in person, particularly for executive sessions. 

  Concerns included confidentiality, knowing who may be present in a remote location, access to confidential documents, and establishing a consistent practice for future Boards.

  Members discussed the importance of trust, integrity, and clear expectations for members participating remotely, especially during executive sessions. 

  Members also noted that remote participation could make Board service more accessible and inclusive while still encouraging members to attend meetings in person whenever possible.

  The Board identified additional considerations for securely providing and reviewing confidential documents during remote executive sessions. Members discussed creating a framework outlining when and how remote participation could occur, including expectations for privacy, security, confidentiality, and participation.

  The Board supported developing proposed guidelines for remote participation and bringing them back for further review and discussion.

  6.0  Board Directors Comments
  Director Partida recognized Nutrition Services for serving 15,000 meals during the summer and congratulated the team for their work. He also welcomed and thanked the district’s new leadership, including the new Memorial Elementary principal and Director of Human Resources.

  Director Juarez welcomed Ms. Keeton and Ms. Hendricks to their new roles and wished them success. She expressed appreciation for Ms. Linnertz, noting that she would be missed. She also thanked Superintendent Ferrua for the opportunity to attend the OSBA Summer School in Eugene, where she learned more about law and governance, and noted that Director Houston and others also attended. 

  Director Houston welcomed Ms. Keeton and Ms. Hendricks and wished them well, while noting that Ms. Linnertz would be missed. She expressed appreciation for the training and information received at the OSBA Summer School in Eugene and said she found the conference and discussions about the district’s inner workings very informative. 

  Vice Chair Bader echoed the thanks to everyone who worked so hard over the summer and thanked them for all that is to come. 

  Director Anderson thanked Emily and wished her well. She shared that she visited some of the summer sessions and was “really, really blown away” by how enthusiastic and engaged the students were. She also thanked KHEU News and Director Crain for the segment on Memorial Elementary and the lack of air conditioning, noting that it could help support awareness of the upcoming bond issue. 

  Chair Vollmer jokingly welcomed Director Houston as the “new kid” and noted that the designation is typically good for six months. He also shared that his child volunteered at kindergarten camp and reported that it went “awesome” and that Mrs. Fowler was “cool.” 

  8.0 Announcements
  None

  Meeting Videos

  The meeting adjourned at 8:12 p.m.