September 28, 2026 Board Work Session Minutes

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

• The Work Session was held September 28, 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/97721628814

  Provisional Minutes-Not Board Approved

  At 6:31 p.m. the Board of Directors of McMinnville School District opened the work session meeting.  The meeting was called to order by Chair Larry Vollmer.  Roll call indicated the following:

  BOARD MEMBERS PRESENT
  Chair Larry Vollmer
  Vice Chair  Christine Bader
  Director  Jason Bizon
  Director Brielle Houston
  Director Jasmin Juarez
  Director Gerardo Partida

  BOARD MEMBERS ABSENT
  Director  Lu Ann Anderson

  ADMINISTRATION
  Kourtney Ferrua, Superintendent
  Cherice Bowden, Board Secretary

  AUDIENCE
  Lauren Berg, Jason Hall, Kellie Clay, Hiran Amerasinghe, Barb Keeton, Davey Altree, Autumn Foster, .

  Division 22 Standards Overview
  Director Keeton provided an overview of Division 22 and the assurance process for the 2025-26 school year. She explained that the Oregon State Board of Education organizes its rules into 26 divisions, with Division 22 containing Oregon’s standards for public elementary and secondary schools. These standards establish a baseline level of education services that every public school district is expected to provide. Division 22 includes more than 50 individual rules organized into five categories aligned with Oregon’s Reimagined Accountability Framework. For the 2025-26 school year, the District is reporting on compliance with 58 rules.

  Director Keeton explained that the assurance process is a shared accountability system between school districts, local school boards, and the Oregon Department of Education (ODE). Each district is required to report its Division 22 compliance to the community at a school board meeting, post the report on the district’s website, and submit its assurances to ODE. For each rule, the District must certify that it is in compliance or report that it is out of compliance and identify the corrective action it plans to take. Director Keeton will present the District’s report to the Board on October 12 for review and finalization prior to the November ODE deadline.

  Director Keeton emphasized that Division 22 standards establish the minimum level of education and services that must be provided to students across Oregon and are “the floor, not the ceiling.” 

  The assurance process provides districts an opportunity to demonstrate compliance, identify areas needing attention, make plans for improvement, and ensure practices are aligned with state requirements. If a district is out of compliance, ODE reviews the proposed corrective action plan and either approves it or requests revisions, providing technical assistance and support as needed.

  Director Keeton explained that once a corrective action plan is approved, the District is expected to complete the corrective action by the beginning of the next school year. ODE may continue to provide support and assistance, but if compliance is not achieved, ODE may withhold a portion of the state school fund monies.

  Director Keeton reviewed the Division 22 assurance timeline, noting that after the District submits its assurances in November, ODE begins its review process and works with districts as needed. By April, districts should have a corrective action plan in place if one is required. She noted that she will return in October to provide the Board with more specific information regarding the District’s compliance for the 2025-26 school year.

  District Assessment Plan
  Director Berg provided an update on the District’s assessment plan for the 2025-26 school year. She explained that assessments are aligned with Oregon academic standards and are used through the formative assessment process to determine student needs, guide instruction, and monitor outcomes. Each spring, the Curriculum, Instruction, and Evaluation (CIE) team reviews the District’s Summary of Assessment Requirements (SOAR) document to identify strengths and opportunities and make adjustments for the upcoming school year.

  Director Berg highlighted the District’s established use of NWEA MAP testing in grades 3-10 and the expansion of MAP testing to grades K-2. Staff in K-2 have been trained to administer and interpret the assessments and use the data to support instruction. She also noted that the District will continue refining assessment processes and alignment through the Professional Learning Community (PLC) process and staff collaboration.

  Director Berg reviewed the assessment schedules at the elementary, middle, and high school levels. District-wide assessments are used throughout the year in areas including writing, mathematics, and science, followed by Oregon Statewide Assessment System (OSAS) assessments. At the high school level, MAP testing is administered in grades 9-10, OSAS assessments are administered in grade 11, and district writing assessments are administered in grades 9-11 to provide consistent data on student writing.

  Policies Section AB – Board Governance -C- Administration & Policies to be Deleted
  Leslie Fisher of the Oregon School Boards Association (OSBA) reviewed the District’s policy manual update process. The District contracted with OSBA to update policies and administrative regulations, remove obsolete language, recode policies to align with OSBA’s current coding system, and identify and add missing policies. Sections A, B, and C have been drafted. Fisher explained that the revisions are intended to make policies easier to locate and maintain, while retaining relevant and required District language and eliminating redundant or unnecessary provisions.

  The Board discussed several specific changes, including complaint procedures, board goals, student representation, agenda order, and organizational charts. Complaint procedures will be coordinated with the District’s primary complaint policy, KL, while maintaining one streamlined complaint form. The Board discussed, but did not add, an optional policy regarding student representation on the Board, noting that the District would like to explore the practice before establishing it in policy. The agenda order is being moved from policy to an administrative regulation, allowing greater flexibility as a procedural document. Fisher explained that the organizational chart itself does not need to be in policy, but a proposed policy would establish the Board’s responsibility to approve an organizational chart identifying lines of authority.

  The Board also discussed policies related to board ethics and conflicts of interest, superintendent evaluation, and board evaluation. Fisher explained that the board ethics and conflicts of interest policy is being updated to current statute, with another OSBA update expected following recent legislation. The superintendent evaluation policy will continue to require an annual evaluation, while the existing administrative regulation containing a specific evaluation timeline is recommended for removal so the Board can establish its timeline annually as part of its evaluation process. The Board discussed maintaining a consistent annual evaluation process while allowing flexibility for circumstances that may change from year to year. 

  Facilitator for Superintendent/Board Evaluation
  The Board discussed the possibility of hiring an outside facilitator to assist with the Superintendent evaluation and potentially the Board’s self-evaluation. Three proposals were received from COSA, OSBA, and Right Time Education (Mike Scott). Board members discussed the differences in the proposals, including the scope of services, evaluation tools, and whether the facilitator would conduct one or both evaluations. The Board also discussed the budget, noting that funds are included in the Board’s budget for professional development and related activities.

  Board members expressed differing perspectives regarding the cost and the value of using an outside facilitator. Some members felt the proposals were higher than expected and discussed the possibility of conducting the evaluations internally or using a facilitator less frequently. Other members emphasized the importance of a consistent, thorough evaluation process and the value of having an outside party collect feedback from staff and community members. Several members expressed support for Mike Scott based on his previous work with the Board and Superintendent, while also noting that the Board had other options, including conducting the evaluations itself or using a facilitator for only the Superintendent evaluation.

  The Board agreed to continue moving forward with the facilitator option and bring the matter to the October Business Meeting for action. At that meeting, the Board will consider selecting a facilitator, determining whether the facilitator will conduct the Superintendent evaluation, the Board self-evaluation, or both, and authorizing the Board Chair and/or Vice Chair to coordinate the process and implement the established timeline.

  Finalized Remote Board Participation
  The Board discussed an update regarding remote participation and the proposal to allow remote participation for business meetings, work sessions, and executive sessions. Additional information from the City of McMinnville regarding remote participation in executive sessions was reviewed, including recommendations that remote participants use a headset or earphones and participate from a private location to maintain confidentiality.

  The Board discussed whether the additional information should be incorporated into the existing one-page guidance document. Board members indicated that the City’s recommendations were generally reflected in the current draft and agreed to move forward with the existing document, while allowing time for additional input or edits. The document is expected to be placed on the Consent Agenda for the October Business Meeting. Director Bizon indicated he intends to request that the item be removed from the Consent Agenda for individual consideration and a separate vote. The Board also noted existing proposed policy language addressing meetings conducted through in-person, electronic, or telephonic means.

  Directors Comments
  Vice Chair Bader thanked everyone who helped make the Homecoming Parade and Homecoming Week a success, noting that it is a highlight of the year and promotes school spirit. 

  Director Houston shared that she attended Back-to-School Night at Memorial Elementary and her first Grizz Fest. She expressed appreciation for the strong community and school engagement and thanked the staff and everyone who helped make both events successful.

  Director Juarez thanked everyone who participated in Homecoming, Grizz Fest, and the parade, noting that the events were great and the parade was especially impressive. 

  Director Partida shared that he attended the Homecoming Parade and Back-to-School Night at Patton Elementary. He thanked Allison for the opportunity to attend and noted the strong attendance and community engagement. He also thanked Cherice for helping coordinate his Homecoming shirt. 

  Chair Vollmer shared that he is serving on the City of Lafayette’s Transportation Plan Advisory Committee. The committee is reviewing transportation needs throughout the community, including pedestrian, bicycle, vehicle, and truck traffic, congestion, routing, and safe ways to travel through town. The committee has held its first meeting and is expected to meet several more times through the winter and early spring.

  Chair Vollmer noted the Board’s longstanding concerns regarding safe walking routes to and from school, including areas where students must cross the highway or rely on transportation. He will continue working with the committee and requested that the Superintendent check with Washer regarding the District’s needs and priorities so he can bring forward information to support safe student travel.

  Upcoming dates:

  • Board Business meeting October 12 and November 9, 2026
  • Work Session meeting October 26, and November 23, 2026

  Meeting video

  The Session adjourned at 7:40 PM.