July 13, 2026 Business Board Meeting Minutes
MINUTES OF THE SCHOOL BOARD OF DISTRICT NO. 40,
YAMHILL COUNTY, McMINNVILLE, OREGON
The Board Business Meeting was held July 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 6:46 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 Jason Bizon
Director Brielle Houston
Director Jasmin Juarez
BOARD MEMBERS ABSENT
Director Christine Bader
ADMINISTRATION
Kourtney Ferrua, Superintendent
Cherice Bowden, Board Secretary
Pledge of Allegiance
The Pledge of Allegiance was led by Chair Larry Vollmer.
AUDIENCE
Autumn Foster, Chris Starr, Lauren Berg, Jason Hall, Brian Crain, Emily Linnertz, Kellie Clay, Hiran Amerasinghe and Stephanie Kaupa.
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1.3 election of Officers
Superintendent Ferrua read the election process to elect the Board Chair and Vice Chair. Chair Vollmer read a statement from Director Bader stating that she would be honored to serve as Chair or Vice Chair if she were to be elected.At 6:51 pm Superintendent Ferrua opened up the nomination of the Board Chair. Director Anderson nominated Larry Vollmer; Director Bizon nominated Gerardo Partida; Director Houston nominated Director Bader; Director Juarez nominated Larry Vollmer; Vice Chair Partida nominated Larry Vollmer. Larry Vollmer accepted the nomination, Gerardo Partida declined. 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 6-0 Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Vice-Chair Gerardo Partida – aye, Chair Larry Vollmer -aye, Director Jasmin Juarez – aye, Director Brielle Houston – aye and Director Jason Bizon – aye.
Chair Larry Vollmer opened up for nominations for Vice-Chair.
Director Jason Bizon nominated Director Lu Ann Anderson; Director Brielle Houston nominated Christine Bader and Vice Chair Gerardo Partida nominated Director Christine Bader. Director Lu Ann Ander declined the nomination and is in support of Christine Bader as Board Vice-Chair.
On motion by Director Jason Bizon to approve the nomination of Director Christine Bader as Board Vice- Chair, the nominations passed with a vote 6-0 . Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Jasmin Juarez – aye, Director Brielle Houston – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
1.6 Introductions and Communications
Superintendent Ferrua introduced Kellie Clay as the district’s new Student Services Director, who began her role on July 1. She shared that Kellie most recently served in the Battle Ground School District in southwest Washington and previously worked for the Astoria School District. She noted that Kellie has already joined the district’s administrative team, attending the administrative conference and retreat, and expressed excitement about welcoming her to the district.1.7 Review of Agenda
There were no changes to the agenda. Item 6.1 documentation needs to have the resolution number corrected from #01-2026 to #02-2026.2.0 Consent Agenda
2.1 Gifts to the District: The Board accepted with gratitude, gifts to the District: Roofing Contractors Association donated $2044.00 to MHS for the USA Nat’l Welding trip, Ronald & Anika Schilling donated $977.00 to MHS for the USA Welding trip, Susan Alin donated $100.00 to MHS for the USA Welding trip, Jan & Lynn Pizzo donated $3000.00 to MHS for the speech team and Willamette Valley Medical Center donated $8500.00 to MHS for multiple programs.2.2 Approval of minutes of the June 8, 2026 Business Board Meeting, June 15, 2026 Special Board Meeting and June 20, 2026 Summer Board Retreat approved.
2.3 Personnel Actions approved.
2.4 Bank Signer Update approved.
On motion by Director Jason Bizon, seconded by Director Jasmin Juarez, the Consent Agenda was approved on a unanimous vote 6-0. Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye, Chair Larry Vollmer – aye and Director Gerardo Partida – aye and Director Jason Bizon – aye.
3.0 REPORTS
The Board heard Monthly Reports.3.1 Superintendent Report
Superintendent Ferrua reported on district summer operations, highlighting facility maintenance and improvement projects, including classroom moves, floor refinishing, safety inspections, and athletic facility construction to prepare schools for the upcoming year. She gave special recognition to Brian Crain, Martha Biggs, Jody Fischer, and the facilities, maintenance, custodial, and grounds teams for their work.She shared that the Summer Meals Program, which began June 22, has served more than 8,000 meals and is on pace to exceed last year’s participation, featuring locally grown produce and expanded outreach through the nutrition bus. She recognized Joanna Duyck and the Nutrition Services team, along with community partners McMinnville Public Library and Parks and Recreation, for their support.
The superintendent thanked the Board for its productive June retreat and district administrators for a successful leadership retreat, emphasizing the district’s focus on continuous improvement. She welcomed Kellie Clay, Director of Student Services, and announced that Barb Keaton will join the district as Memorial Elementary principal.
She reported that 205 students participated in McMinnville High School summer school, recovering 159.5 credits with support from 21 licensed staff. She gave special recognition to Mackenzie King and Chris Jones for coordinating the program and acknowledged special education staff providing Extended School Year services. She noted that additional summer learning opportunities funded through the ODE Summer Learning Grant will begin later in July and thanked all district employees for their efforts in preparing for the upcoming school year.
3.2 Director of Fiscal Services’ Report
Director Hall reported that, as of May 31, the General Fund had received 100% of budgeted revenues and expended 70% of budgeted expenditures, consistent with prior years. He noted that June is typically the district’s lowest revenue month and highest expenditure month due to year-end payroll and contract payments. He also shared that the Finance Department processed seven payrolls during the month and is now focused on closing the fiscal year and preparing for the annual audit. He added that the district is working with Piper Sandler to analyze the feasibility of issuing another Pension Obligation Bond, with additional information expected later this month.3.3 School Improvement
Summer Learning Program Update
Director Berg provided a final update on the district’s K–8 Summer Learning Program, which begins July 27 and runs for three weeks. She reported that nearly 750 students enrolled despite the short timeline following the grant award, with some sites reaching capacity. The program will be staffed by nearly 80 employees and 17 student workers and includes enrichment opportunities through community partnerships:- Outdoor Education Adventures for K–2 students.
- Carlton Observatory Mobile Planetarium for grades 3–5.
- Evergreen Aviation & Space Museum experiences for middle school students.
She invited Board members to visit the summer programs during the session.
Migrant Family Engagement
She shared that migrant students will participate in the district’s inclusive summer learning program while Title IC Migrant Education funds will support family workshops on July 23–24 at the Family Resource Center. The workshops will provide dinner, childcare, family resources, and learning tools to strengthen school-family connections. She also announced that ODE will visit the district on August 14 to observe the summer program.End-of-Year Attendance Update
Berg reported improved attendance in June, with districtwide attendance increasing from 88.7% in May to 91.3% in June, while chronic absenteeism decreased from 40% to 36%. She highlighted significant improvement at the high school level and noted that elementary attendance remained strong. Berg shared that district administrators recently reviewed attendance strategies and sense of belonging during their leadership retreat and will continue refining supports for students and families. The Board asked clarifying questions which Director Berg answered..Board members thanked Director Berg and district staff for their sustained efforts over several years to improve attendance, noting the positive results and emphasizing that direct, personal communication with families has been key to increasing student attendance.
4.0 Public Forum
We received one in-person public comment from Chris Starr. He shared an update with the Board. Taire Thomson has made the difficult decision to step back from the role as McEA’s president. Chris Starr announced that, in that vacancy, he has stepped into the role as president. They have appointed Kelly McIntyre as Interim Vice President, and they will be holding an election for the Vice President role in October. He is looking forward to continuing to work with the Board as they move into contract negotiations this year. -
5.0 Unfinished Business
5.1 Student Fees 2nd Reading
Director Jason Hall presented the 2026–27 Fee Schedule for its second reading and Board approval. He reviewed proposed changes, including a 5%–10% increase to Bear Hugs fees to align with market rates, increases to school breakfast and lunch fees, and an adjustment to out-of-district student tuition to align with the state allocation. All other fees will remain unchanged. Hall recommended that the Board approve the fee schedule as presented.
On motion by Director Gerardo Partida, seconded by Director Lu Ann Anderson, to approve the student fees as presented. It was approved on a unanimous vote 6-0. Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye, Chair Larry Vollmer – aye and Director Gerardo Partida – aye and Director Jason Bizon – aye.
5.2 Board Retreat Follow-Up
Superintendent Ferrua provided a follow-up summary from the Board retreat, reviewing key discussion areas and next steps.
Working Agreements
She reviewed Board feedback regarding the current working agreements. Proposed updates include minor revisions and formatting changes. The Chair and Superintendent will review edits, with the Communications Manager finalizing the document. A draft is expected by July 24, with the goal of bringing it forward at the August 10 Board meeting. The Board also discussed creating a reference “placemat” version for regular use.
District Goals
She shared that the Board expressed interest in maintaining the current five-goal structure while updating goals to reflect current needs and long-term priorities. The administrative team completed a similar review following the retreat, identifying ways the Board, district office, and schools can support each goal area. The two perspectives will be combined into a draft for Board review by July 24, with discussion planned for the August 10 meeting.
Board Engagement and Committees
She reported that the Board had strong consensus around the importance of having an engaged and informed governing board. Discussion included structured school visits, maintaining student presentations and SIP plan updates, and refining formats to increase engagement. The Chair and Superintendent will review feedback and incorporate it into future Board training, meeting topics, and engagement opportunities. A calendar of topics will be developed once additional state information and timelines are available.
Board Evaluation
She shared that the Board affirmed the importance of the evaluation process and continued improvement. Discussion included the potential use of a facilitator to support trust, transparency, and alignment with Board goals. District goals will be finalized first, followed by review and selection of an evaluation tool in September.
Superintendent Evaluation
She reported similar feedback regarding the Superintendent evaluation process, including the importance of clarity, consistency, transparency, and alignment with district goals and state standards. She noted that ODE recently released updated administrative standards, which will be considered during the process. The Board discussed potential use of a neutral facilitator and the need for clear expectations, examples, templates, and rubrics. The evaluation timeline will follow the completion of district goals, with additional discussion planned for September.
School Assignments / Board Engagement with Schools
Superintendent Ferrua reviewed the annual Board school assignments and expectations for school visits. Board members will continue the district’s tradition of active engagement by attending school events and activities. She emphasized the importance of coordinating visits with building administrators, following safety protocols, minimizing disruption to instruction, maintaining appropriate roles, and practicing “no surprises” communication.
Board members thanked Superintendent Ferrua for summarizing the extensive retreat work and acknowledged the significant effort involved in organizing and documenting the discussions. Appreciation was expressed for the eight-and-a-half-hour retreat focused on governance, goals, and continuous improvement.
Superintendent Ferrua recognized Board Secretary Cherice Bowden for documenting the retreat activities and capturing feedback.
The Board welcomed new member Brielle Houston and noted that retreat follow-up items will continue to come forward during August and September meetings as the Board works toward alignment on goals, processes, and priorities for the upcoming school year.
6.0 New Business
6.1 Resolution #02-2026 District Organizational Procedures
Director Jason Hall presented Resolution 02-2026, which establishes annual organizational procedures required for district operations. The resolution identifies key designations, including the Chief Administrative Officer, Budget Officer, legal counsel, and auditor of record.He noted two updates from the previous year: Rebecca Brenner is now listed as the Deputy Clerk, replacing William Leet, who retired at the end of May. Additionally, the district changed providers for voluntary student accident insurance from Myers and Tombs to K&K Insurance after the previous provider discontinued the coverage offered. All other organizational procedures remain unchanged from the prior year.
On motion by Director Lu Ann Anderson, seconded by Director Jasmin Juarez, to approve Resolution #02-2026, District Organizational Procedures as presented. It was approved on a unanimous vote 6-0. Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye, Chair Larry Vollmer – aye and Director Gerardo Partida – aye and Director Jason Bizon – aye.
6.2 Establish Substitute Rates
Director Linnertz presented the annual substitute rate memo for Board approval. She explained that classified substitute rates will remain unchanged due to ongoing classified bargaining negotiations and the district maintaining the current status quo until new pay rates are established. Licensed substitute rates are set annually by ODE based on the statewide average of first-year teacher salaries. She highlighted that the primary change reflected in the memo is related to the licensed substitute rate adjustments, while all other rates remain the same.On motion by Director Gerardo Partida, seconded by Director Brielle Houston, to approve the substitute rates as presented. It was approved on a unanimous vote 6-0. Director Gerardo Partida – aye, Director Lu Ann Anderson – aye, Director Jasmin Juarez – aye, Director Brielle Houston – aye, Chair Larry Vollmer -aye and Director Jason Bizon – aye.
6.3 Board Decision on Student Expulsion Appeal
Chair Vollmer presented the final action item regarding a student expulsion appeal that was discussed during executive session earlier in the day. He requested a Board motion to either approve, modify, or overturn the decision of the hearings officer.Director Anderson moved to modify the hearing officer’s decision regarding a student expulsion and authorize the Board Chair to work with legal counsel to issue a written decision to the student.
On motion by Director Lu Ann Anderson, seconded by Director Jasmin Juarez, the motion passed 6-0 to approve to modify the hearing officer’s decision regarding a student expulsion and authorize the Board Chair to work with legal counsel to issue a written decision to the student.
Director Lu Ann Anderson – aye, Director Jasmin Juarez- aye, Director Brielle Houston – aye, Chair Larry Vollmer – aye and Director Gerardo Partida – aye and Director Jason Bizon – aye.
7.0 Board Directors Comments
Director Partida welcomed new Board member Brielle Houston to her first meeting and expressed appreciation for her joining the Board. He also welcomed Kellie Clay, the new Student Services Director, and shared his confidence in her success in the district.Director Juarez welcomed Kellie Clay, Barb Keaton, and Brielle Houston to the district and Board. She acknowledged the amount of information covered during the meeting and expressed appreciation to all staff members working throughout the summer.
Director Houston expressed appreciation for the warm welcome, guidance, education, and support she has received as a new Board member. She shared that she is honored to serve the district and thanked Kellie Clay for joining the team. She also thanked Director Berg for the summer school update and shared her excitement to visit and see the program in action.
Director Anderson welcomed new district staff members Kelly Clay and Barb Keaton, Memorial Elementary Principal. She recognized the district’s summer efforts, including Nutrition Services’ community outreach and partnerships, and acknowledged that summer is one of the district’s busiest times. She also highlighted the generous gifts received and expressed appreciation to community members and organizations supporting district programs.
Chair Vollmer recognized the positive community response to the district’s summer outreach efforts, particularly the Nutrition Services summer meal program and its visibility through social media. He shared that community members have expressed appreciation after seeing the program in action and thanked the staff involved in providing the services, as well as those sharing information to increase community awareness.
8.0 Announcements
NoneThe meeting adjourned at 7:47 p.m.