001partnership public schools educational excellence that our students cultivate their individual brilliance positively impact the world. Good evening. Today is Thursday, December 18th, and this is a special meeting of the board of education. Our first order of business is roll callust >> here. Vice President Spencer >> here. >> Thank you. Um, at this time we will move to public comment. Seeing none, I would like to turn it over to board comment. And I believe Mr. Tani has a board comment this evening. >> Yes. Uh, thank you um to the board and our community and administration. Um, thank you for this opportunity to be part of such an amazing community. Um, but I will have to unfortunately resign effective December 31st this year. Um, my professional duties have increased and I don't think I'll be able to
002commit the time needed for this amazing endeavor. Um, so hopefully we will be able to find someone to put my place that can really uh work with this great group of people and continue to make this district uh shine. So, thank you. >> Thank you. And Jason, thank you for your service over the past year. It's greatly appreciated. It's been a pleasure, Jason. >> Sure. >> Trustees, before we move um to our other business for this evening, does anyone else have any board comments? Okay, seeing none, I will turn it over to Dr. Robersonson where we will talk about uh resolution 41 or 4231A. >> Yes. So today um our the superintendent were briefed on uh the ruling regarding 31A. If you recall um at one of our previous study sessions we had a discussion
003about 31A which is money grant money that we received from the state for mental health and safety. We've received this money for several years. Uh but this year the state of Michigan put a caveat on the use of the the receiving of these monies. Um what was interesting is is because the state budget um was not passed until October. Um we had planned on using the funds for 31A just as we have each year uh not knowing the stipulation was going to be placed on um the 31A grant money. So as we discussed um previously uh the some of the concerns generally when we receive grant money we don't bring that to this body um but the reason that it is being brought to this body this time is because there um the stipul to
004receive the 31A money. Um, part of it is to wave the uh attorney client privilege um in the event of a mass casualty. The definition for what a mass casualty is is very broad and could be interpreted even as a bus accident that just includes three or more injuries. And so because of that and because of the liability that as you saw in um our attorney uh opinion letters um that this could create um I thought it was prudent to bring this to the board. Currently in the current state we have opted in for the money um because all districts were um encouraged to opt in prior to December 4th with the opportunity to resend um that by December 31st. Uh the reason that they were allowing that is to see how um the courts
005were going to rule on what on the constitutionality of the 31A waiver. Currently in the state court um they have um cited for the defendant which means they have upheld the waiver as constitutional and they have not made any rulings on some of the vague v vagueness and broadness of the language. The federal government has abstained from ruling on the 31 aa um heing to the lower to the state court. So we as of right now we don't have any more information. We do know that the plaintiffs who have brought this lawsuit, which includes the Oakland County, the Oakland Schools ISD, as well as the McCome ISD and a number of other local school districts, um will be filing in the court of appeals. We do not know if that uh will be heard prior
006to our needing to resend um accept or resend the funds. So, hence I am bringing to you two different options of resolutions. Again, we we spoke we we discussed this at length at a study session. Um resolution 42 um sit in both. >> So 41 and 42 both say opt. So this 41 opt out sorry opt in 42 opt out >> okay >> I see >> so's the conditional So 42 is conditional. >> Yes. Yes. 42 is conditional. I'm sorry >> this in front of me. So if 41 we would be accepting the money regardless of what whether the waiver is constitutional or not const constitutional. >> Okay. >> 42 would be we would not accept the money if it is concluded that the is constitutional. Got it. In other words, 41 we take the
007money. 40 42 we only take the money if this waiver is thrown out which means that's kind of the point at this as this juncture. >> Yeah. They're not going to change. Well, we don't know what the court of appeals is going to do, but as of right now, we were right. >> Do we know the timeline of the decision making going to the court of appeals? >> No, we believe that they're going to file tomorrow, >> but just because they file tomorrow doesn't really give us an indication of when it will be heard. >> So then if we how long do we have to make this decision. I mean, >> but will the rescending >> end at the 31st? >> And it was so I tried my best to skim through the whole opinion.
008It was a lot to take in, >> but right at the end it did say I think um the plaintist asked can we can we go ahead and push back the uh the rescending until the court of appeals case is heard and they said no because we have no way of Okay. Do we need to make a motion before we discuss or are we just just so everyone's clear like not really even entertaining motion 42? Correct. >> Right. So we would only be talking about resolution 41 this evening. Is that correct? Sounds like it. >> Well, because 42 becomes no or >> Well, no, it you could pass 42 and that would tell me that I need to put a recession in >> for the funds because remember I have already put in we had
009I had until December 4th to opt in for the money. I had to do that. So, I did that. >> So, if you want me to resend that optin, >> you pass 42. If you want me to just keep the same course, then pass 41. >> Trustes, could I have a motion for resolution 41 opting in to receive section 31A funds? >> I move to consider resolution 41 to opt into the financial >> opt to receive section.8 funds. Thank you. Second >> moved by trustee, seconded by trustee Joseph. All those in favor of accepting resolution 41 to opted to receive section 38 31 AAA funds, please raise your hand and say I. >> I opposed. >> Motion passes 5 to two. >> I'm sorry. I clearly didn't see who the second was. I was Oh,
010okay. So now I'm going to move >> I mean I'm sorry we didn't have any discussion. >> Sorry I uh sorry brought up I did I mean typically people bring up discussion. I apologize. I thought because it was talked about at length at a study session. So >> well I I just feel like I need to say why I'm voting the way I'm voting. >> I apologize trusty. Go ahead. Um first of all this was a hard decision. There are risks on either side but um as we discussed in our study session, this is a million dollars and possibly more especially now if the there are districts who choose not to opt in >> could result in higher funding to us. >> Um, and I don't take this decision lightly. I think it's truthfully a
011very uh I don't know can I use the word crappy decision to make us to force us to make because there aren't any great choices. There's only the choice that I think is in the best interest of our districts and I cannot make a choice that will force us to very possibly be out of line with our own fund equity policy that could jeopardize our bond rating and that could result in us having to lay off staff. So that is the reason why I voted the way I did and I just feel like that needs to be said. Trustes, are there any other comments regarding the vote? >> Yes, I I do too. I agree with Trusty Hokr. It was not an easy decision, but I kept thinking ethically and morally, you know, between a
012client attorney privilege in such a serious situation as as what could happen. I think it should be transparent to the community. I I think we should have no no secrets. I mean, this is what, you know, I'm a member of the community. I want to know what's going on. I want to know that the policies and protocols that we have in place either seem to be working or maybe there's a hole or maybe there's something we need to improve and god forbid it should come at a horrible expense. God forbid. But I think transparency is extremely import necessary and is the right of our community. >> Um, I actually just want to say I agree with both of what you said and there was something in the opinion today that actually really helped me clarify
013my opinion and I know we knew this but sometimes when you read it it just helps a little bit. We just remember that the district is waving attorney client privilege, but we cannot wave any individual's rights or any individual's attorney client privilege. So, you know, if somebody then goes and retains their own counsel, whatever h goes on between them and their council, that is still privacy maintain. >> And they gave a couple of very concrete examples in the opinion and that I thought that was very helpful. So, but regardless, I was still in favor of accepting this for both of the reasons that you stated. I do think it's the right thing to do. It was a difficult decision to make. Um, financially, it's the best thing for us, but yes, I think I think
014it does put a real onus on us to make sure we are very comfortable with all of our um security procedures, our emergency operating procedures. We already do that and maybe we'll do that even more. I'm good at that. >> Turn privilege is only for the security. I think this help us to make sure that we have all of our not to emphasize that. And you know, we continue to do our job with security and to be to have preventive uh you know accidents. So, you know, you know, going back to Amy's point about the fund balance and the bonding rate, those are really important aspects. This was, let's say, hypothetically, $100,000. I'm sure as attorney it's very important to have um in view of this very poorly with the statute. I am confident that
015it will be clarified and that we will still be able to get our million dollars and be able to have the protections that are needed to know what all these ambiguities are. Um it's so for me it's taking a million dollars and knowing that there's no way this is going to stand. People are going to fight against it because it's just not the way it's going to work. Um so fortunately again it's as I mentioned in the study session these are most incident event issues, right? These these opinions of of council typically don't happen before the things happen. It's after it happens. So even knowing that when these opinions of council are going to be protected or not, it's typically afterwards. I think that goes to the spirit of why this was adopted, not necessarily
016in the words that they use, but the spirit as to why because of what happened post event. I really do hope that this we will get our money and we'll have the protections and clarity that we need. >> I think um for sharing and I shared a lot of this at the study session. I think that this isn't about avoiding transparency at all. I think that this is um about uh the district can continue to remain open and accountable. I think that um the ambiguity in the language that was not protected by the ruling today and that we can hope is further protected wasn't and that makes me nervous. I think think that it's um a very serious imbalance of possible rights perpetrator who would commit a mass casualty um situation and I know that
017even the definition of that is in question. Um but they would have constitutional protections as opposed to our district. Um and I just think that that is asking us to give up ours is um doesn't make me feel comfortable. I think the liability, the privacy issues, and the risks outweigh the financial benefit. And that's why I'm voting I agree with um Trustee Spencer and I think I shared that with uh most of you um that I I do have great concerns with the ambiguity of the language that is in the current resolution. Um and I only hope that Trusty Chani's prediction is is factual. So um well, thank you trustes. I know it wasn't an easy decision for everyone and it was my apologies for not opening it up for discussion. Usually you chime in.
018>> I didn't hear anything. >> Well, I just thought because there was so many pe talk about it at a study session. >> We were very thorough in this. >> Yes. So I was surprised um that you didn't say anything. So apologies. Um no worries. I will move to Dr. who will talk to us about um Trustee Tani's vacancy seat process and timeline. And I just want to publicly thank her and Tracy um for pulling all of this information together. So, um there's a lot that goes into this. So, I want to thank Dr. and Tracy. >> I want to say thank you so much for the situation. I know it's not the burden. No, we got >> Thank you. >> So, in front of you, what I tried to do is put together agenda
019to talk about the process for um replacement of of trustee SI's position. Um, I did have the opportunity to speak to one of our neighboring districts who actually is just finished this process actually this week uh just to get some input from them about what it looked like in their district and then to put some things together for our district. So, while what you're seeing is a lot of information on the pages, this is a draft and we're going to kind of go through it together so that you guys can make the decision. I'm just trying things together so that we could um go through this pro go through this a bit more easily. Okay. So the purpose of today is really just to determine the board of education vacancy process which includes the application
020selection criteria and timeline. So if you look at um number two the timeline what I am suggesting and again this is just a suggestion just jump in if you want me to tweak it is that we make the application available December 29th kind of gets people through most of the holiday season uh and then we keep that open for 14 days um and have the application due Jan January 9th. That would give Tracy and I time to compile all of the applications um and do verification uh to make sure that they live in the district, that they're a registered voter and they're 18 years of age or older. Um then the all of the applications would be sent to you January 13th, giving you a week to review them. Um and January 20th, which is
021our um board meeting, you you guys would decide on the applications, the applicants to be interviewed. And we'll go through the process in in a bit, but I'm just going through the timeline right now. Um interviews would occur January 24th and those interviews would include also deliberation and a vote for the new trustee. So this is the timeline and as we go through the actual process um you guys might say you want to tweak the timeline but one of the things that we do have to keep in mind is that 30 days after the vacancy begins we have to appoint you have to appoint someone and if we do not appoint someone the ISD appoints someone so um that's an important fact to know because our neighboring districts um went through a vote several times
022and didn't get to um the majority and had to vote again on a different day. And so we want to make sure that we have the time in there and that we don't um move this to the county and please stop me. I know I talk I speak fast sometimes so please stop me at any time. So the next part is about screening of the And the reason I'm asking this question is because our neighboring district had 80 people apply. Um, and so I don't think you guys would be able to interview 80 people. Uh, and so the question that I have for you guys, um, is there a minimum number of applicants you want to interview? A minimum and a maximum. >> How many days do we have for the interview? From 13 to
02320. So January 13 through 20 was to read the applications. Okay. >> I had just a one day interview which is the same day we were having our retreat which is that Saturday. We were going to have a retreat but changing that retreat day into an interview day. >> Okay. >> Um if you want to do multiple days again this is just a draft to start the conversation. Um, but the question that's on the table right now is it do you want a minimum or and or maximum of applicants to interview? >> Do we want to say 5 to 10 minimum or 3 to 10? That way we can see however I mean just a ballpark and maybe we don't get 10 in but minimum of three max of 10. Do people feel I mean
024it's hard to say without knowing how many people are going to apply? >> Well also too any idea you know how long we might interview each candidate for. >> So I have that on here too as number six the interviews in terms of length. U our neighboring district did 30 minutes. >> Okay. >> You know again >> we have questions from that we can select >> I think a half hour is definitely >> I think so. So three a minimum of three a maximum of of 10. So if we had 10 or less so we three minimum of three months >> 10 we're not going to have a choice >> minimum of three >> yeah minimum of three >> three people please >> it's hard to say with how many we get but I think
025it's good to we do put a max if we get 80 I mean Hopefully we'll walk through kind of >> how we'll go through the applications, but I think that we can always revisit this, but I think let's start with that. >> Okay. If >> anyone doesn't feel any differently. >> Okay. >> Then the next part is an actual application. Take one of these. I sit down and the application be electronic. We would have paper copy for ADA compliance, but we would make this electronic, but I have this in front of you just so that we can talk through it. >> Okay. >> And we're going to send these back to just so they don't run the risk of getting out prior to us >> posting. So, this is this application as you can see
026has, you know, name, address, phone number, email, and it has the eligibility which are the only three things that are required for a board member, which is they have to be a resident of Birmingham school district, a registered voter, and at least 18 years of age. The next question is a background snapshot. Um, and this is a decision point here. We can have them do a background snapshot, which was just says current role and relevant experience. We could have them also um upload a resume uh We can have them do both. This is a decision point on what would you like in terms of their background or relevant experience. >> Well, I mean it seems like a little bit extra to have them upload a resume. Number one, stay home such as myself that's up
027to date and number two that might not even tell or at least tell what they want to tell us. You know, I kind I kind of like this, although it might be a little trickier to get through. It's just free, but I like that it's just a free form answer. So again, I was just looking at what other districts have done and they in other districts they have asked for a resume um from the community member. But again just starting out at a talking as a talking point that we could do this current role in relevant experience. It's 300 characters maximum. Um, 300 isn't a lot, I'll just say. I mean, it certainly doesn't. >> What if we did resume optional, >> right? >> I I do think it's great. I mean, what if someone
028was a a stay-at-home mom now, but could be an attorney? You know what I mean? >> No, you're right. >> Or finance, heavy finance background or something. So, I think it's a resume would be great. I mean, I just had to apply for my foundation board and we had to submit a resume in addition to all of our experience with the foundation. >> I mean, I I had both a professional resume and a volunteer resume. >> So, you don't always have to submit a professional resume. I mean, if you have been a stay-at-home mom, but you've been volunteering in your community and you have prior work experience. I mean, >> I didn't think about that. So, um I I mean, my only thing is I I do believe that we're going to be appointing somebody
029for a whole year and I don't know that 300 characters gives us one year. Well, it will be for 40 years later. >> That's correct. >> I think a resume's background and I think somebody was willing to upload that we should certainly look at it. >> Yeah. I I mean I'm okay with optional. I just think that there are a lot of people have a lot of experience. You can't contain in 300 characters. >> So sorry I'm sorry I was jumping in. So it's my fault. I was just going to say that a resume also brings forth letters of recommendation. I don't see You want to include resume and references here or references separate. So let me ask this question before we talk about references. So these people you don't you have not necessarily decided
030to actually interview. Do you want those references prior to the interview or do you want because or you want the references after you have decided to interview? >> Yeah, I think they don't want to hire you. So we'll add the references to the process when we invite somebody. >> Okay. So then and I'm going to ask you not to read the questions because we are recording this uh >> this um this session. But as you can see, there are three questions. And again, this is just um giving you guys something to read, but not making it too heavy um for you guys to read because this is again just screening whether or not you want to interview the person. But there are three questions on here. Um what I can concern about any of the
031questions. Question one, question two, question three. a question about what comes under question. >> Is anybody concerned about question? >> I think those are questions to each one of us process. So then the next part underneath it is about time commitment. So one of the things that we were going to share when we make the application available just a little bit about what being board member entails so that people um are just kind of thinking through thinking about it. They still are not going to know when they fill out this application all of the nuances of being a board member. But um I think the purpose was just to um for someone to really realize that this is something that does take a time commitment that there are um conflict of interest that depending on
032what they you know what they do in the community they may may not be able to serve on the board and do both roles. Um, and then there's just, you know, there's attendance and preparation, but is there not that? >> No, I guess my question is so we going to lay out what we believe commitment is. I was going to share. So in the past um and we're going to talk about communication a little bit later on but in the past when we were um whenever we've had election we've put out materials we've had um aformational session where the president and vice president and myself sit down with anybody who's interested for them to ask questions and so I have that later on here to see if that's something that we want to do prior
033to the application being due. um just so that people have a little bit more um information about what they're signing up for. >> Okay, that's that was my question. I don't know how you check this without >> Yeah, we would get there. And then um and then it was just a signature. So that would be the whole application. Again, we would try to make it electronic and um have them fill this out and get this to you by January 13th. January 9th, we just check to make sure they're eligible and then send it to you by January 13. So you have at least a week to read all of the information. >> So it'll be access. >> So then the next part of this is um or one more question about the application. So, in
034our neighboring district, they also made the um applicant upload their driver's license to make sure that they were eligible. Um >> seems like no, I can't say if it's standard because I don't know. I didn't >> haven't done it and I haven't talked to a bunch of people. I At some point we were going to have to look at the person's driver's license, but they had them do it in the beginning so that they did not take time to interview and every person who really did live in the district. >> I feel though when we applied at Oakland County, we had to give our driver's license to show that we were in the district. So >> I I mean I >> you have to do that practically when you before you go to your doctor's
035appointment. I think most people I guess if anybody is concerned about the security, you know, my kid just applied for a job yesterday and they asked for his driver's license and his passport. I don't want to use the word standard but >> protocol. >> Okay. Then the next question I have about the application is um in the in our neighboring district they excluded anybody who had incomplete applicant packets. So if they said you had to upload your driver's license, you have to complete the application. If they didn't do it, then they excluded them, which helped when you have 80 candidates. Um, but my question for you, and the reason I'm asking this question is because as much as possible, I want to understand the parameters so that we are not showing any bias towards anyone
036once we actually get into the process. So, are we excluding if they have an incomp incomplete applicant packet or are we not excluding it? I can go either way. I just what I don't want to do is ask for everything, >> somebody doesn't give it, and then >> some, you know, someone says, >> yeah, someone says, well, you guys made an exception for this person, but not that person. So, I just want to be clear whether or not we do that. >> And then I'll go to >> Well, I mean, yeah, obviously somebody who applies should be able to get all this stuff in, but what if there's a little technical hiccup and they don't even realize it? Shouldn't we at least say, "Hey, we noticed this wasn't complete. Could you please get it in?"
037Give them a chance. Would that be too cumbersome? >> No, I it wouldn't be if I mean, I don't think we're going to get 80 people. It would be if we had I don't think I don't think it would be because you know if it was the case where people literally had to physically walk things into the office and then somebody's there checking them in check okay you got everything you're good to go that's one thing but we're asking them to submit it all electronically they may truly think that they did so to give them a chance >> I'm not sure but usually There's the required sections in >> do that for the application. >> Do it that way and then >> that will take care of the electronic version and then the paper version
038to collect applications. >> I was thinking more Now that we say we're asking for a driver's license, that could be possible that they don't upload a driver's license or something like that. >> Um, which I know that happened in the other district where people >> Yeah, we could. Yeah. And then we can we're just I just want to be clear, but it's okay for us not to exclude. >> Yes. >> I mean, subankage. >> All right. So then the next So anything else about the application? >> So then I'm going to move us to the next part which would be the application screen score sheet which is the second page on this yellow form. And is just to basically um give the board a way to kind of systemically score uh the applicants. So um
039it's a five point scoring scale um from a sectional strong ad limited weak and you would um check off one through five for each of the four questions. So you would you would um complete this. Uh well, first of all, let me stop there. Is is everybody okay with using the score sheet? >> Yes. >> And then Oh, sorry. Go ahead. >> Well, I just want to scenario where there's a tie between two people. >> Oh, yeah. >> So, the thought was >> they could get 20 points, right? because there's four questions, five points. So if anybody has 15 um points, average 15 points among the seven of you, those are the people you would discuss at the January 20th meeting about who to actually interview. >> We we would have discussion. So So sense
040if you have 10 people um who apply I mean well you have 10 people and they all got 15 or higher then now you have your 10 you have your 10 people if you have 30 people who have 15 or higher and now you have to have some conversation about um >> which you don't want to happening in public. So, we'll just number the applicants. >> Yes. So, that's the next thing. The um well, here number five where it says deciding who to interview, code the candidates. The thought was that we would code the candidates instead of using their names since you haven't even decided whether you're going to interview them or not. Um and so just other pieces to think through, let's just Okay, you have um you only have 10 applicants. You only
041have so two different scenarios. You only have four people who get the 15 or higher. Do you want to interview all 10 applicants or do you only want to interview the the four people who had the average of 15 or higher? >> In that scenario, it might depend our individual responses because there could be one or two people that were really impressed with the candidate but the rest of us were underwhelmed in which case it might be nice to respect our colleagues and give them a chance right so if that was the case would it's clearly all of us were very underwhelmed by I see that >> I mean if you only have four candidates and none of them is 15. depends on who they are and what they get. There's a lot of scenarios,
042>> but okay, so let's say we have 10 candidates all at 15 and we decide we don't want to interview 10 people. Then what's our other choice? We go back and we ask people to reassess or we we how do we choose we're not going to Well, you you guys said that you wouldn't mind interviewing 10 people. So, >> I know, but he was just saying like that's what I'm saying. If >> they all get 15, then >> then we interview all 10, >> I believe that we will that our 10 people You said that what you said was if they like say their average is not 15 and there's less than 10 people who are being interviewed, you're saying we should we should consider interviewing those people. Oh no, that's not what I was
043saying. I was saying if so if there are a couple of candidates who are less than 15 but a couple of trustes rated them quite high and the rest them quite low, maybe we shouldn't them because They really seem to speak to that >> only but only if we don't have >> well we have to bear with trying to nail it all down right now. >> So what I hear is if there's less than there's 10 people or less you guys are more inclined to interview all of them is really what I'm hear all the other option nobody gets 15 points then the other option is some people get 15 and some people don't choices >> well what I'm hearing the what I'm hearing the majority say is that if there are people or less
044and we're just going to interview all 10. >> I have to agree with that and I reason I say that is because sometimes what is written and what is presented face to face can be two different impressions that you take away. And so I think of face to face we've got the 10 just got 10 I like to have a face to face. >> Okay. I just want to level set with everybody just to keep in mind >> this is five hours on a Saturday. >> It's going to be more to that's just interview time. So if we have 10 candidates that's five hours on a Saturday and then we're going to deliberate and then we'll have to build in breaks for just a break. So I just want to make sure that if we're
045going to communicate this out to the that we have that and again that everybody realizes Saturday the 24th we need all the board members here. It was marked as a retreat but we will need everybody here >> 24th or the 20th >> 24th. So just um I personally don't think we should be interviewing if people don't have I don't think we should interview if if someone has a 10. I don't think we should be interviewing them in my opinion. If we have less than 10 or if people score 12 points and we have seven or eight that have 15 to 20 I don't agree. I don't think perspective that's just my opinion. >> Well I think the whole point of is to help us kind of weed through before we do the interview process. Because
046if we were just going to blanket interview everybody, then this almost seems like how do you not knowing how many people we're going to get to just say, well, if we have 10, we'll interview everybody. Well, what if we have 11? Then we're like, oh, there's 11. What if we have 12? Well, now we're just two over. And I So, I think that we stick with If this person has an average score then they get an interview and if they don't then >> but the maximum is apply >> so then let's say we have a minimum number of candidates >> and we go through these applications and we only find one person who has 15 points you're saying person and appoint them. >> Yeah. If if people if we don't score people high enough then
047>> okay clarifying that what our numbers are if that's the process we're following. >> Well just to clarify you guys initially though said that you wanted to do at least three people. >> So we would interview those three >> regardless I guess. Yeah. We said three and then three would >> three people. So it you know um so in other words we will use a minimum of score of 15 unless we only have >> three candidates. I agree with that. >> I have a clarification question. So, we're meeting on the 24th >> an interview. When do we decide on the 24th who the person is? When do we vote for >> There's a process. There's three days that we have to >> Oakland County Clerk and within 10 days of the appointment they have to
048accept the office. >> It would be a February meeting. >> So, well, let me just put this out there. So, this is what happened in our neighboring district where I believe they got down to two people and they could not get to a majority on the two people. And I'm not sure if they brought them back in. That was a little fuzzy. Brought them in. I think they did. Brought them back in to ask more questions so that they could determine. So that is a possibility. Um should you guys decide, hey, there's just maybe not um there's just more information that we need from we have two final candidates, but we can't come to consensus and we need more information. you as a body could decide to bring them in, but we would have to
049do it um quickly because we would need to have them installed by the 30th. >> And that's just for my clarification. Is that >> or voted on? private you and them or is it going to be public and in front of >> well I should say excuse me by the 30th you you as a body need to vote that person in >> that's the piece that yes that's as long as we have a vote from this body saying that that person is the appointed person >> good questions >> so the last thing about the application scoring piece is um to your point of um let's just say you got 20 people 13 of them are over average score 15 you guys talk about it you have your top 10 um my suggestion would be to
050also just number the next three people who would be alternate in case somebody wants to, you know, ends up dropping out and no longer wants to participate. >> Okay, we're going to move to the the actual interview. So, um, gotten the applications, you scored them, you came to the January 28th meeting, you decided who you wanted to interview. Um, now we're preparing for January 24th, which is the actual interview. Um, in this mass document, I did not make one for everybody. I'll send this to you electronically, but there are interview questions in this document. Um, my suggestion is that you as trustees send to send it to trustee Spencer which questions you would like to see in the interview process. >> She'll send it to us and then just go through it. Do you want
051each to pick? >> So if we're doing if we're if it's a 30 minute interview um you probably are not going to have more than 13 12 13 questions >> for each question. generally look at um the first question when you're telling about yourself is about three minutes and then each question after that you should be able to simply answer in two minutes. >> So if you look at it from that standpoint um you can ask 10 questions and plus a tell us about yourself type of thing depending on what you guys want to ask >> 23. because we're limited to half hour. What happens if they take half an hour? >> So, do you think we should have each trusty go through this and send your top six questions just and can gather the
052most popular question? >> Maybe top three. >> Top three. That's 21 questions. >> What if we all pick like >> the same three >> come back >> because I think that part is that's a little bit more discretionary on us. It's not something that we would be sharing with the public. As long as we ask all of the potential people the same questions, we can kind of determine that as needed. So top three and then if I need more certainly Yeah, 10 to 12 I would say. >> So Tracy will send this packet to everybody >> and then just pick your top three top. >> Okay. >> The next question I just have for you is once you guys have determined those 12 questions, um, similar to how we did the scoring sheet with look
053force, would you like administration to do that? um rubric or would you prefer to do it? >> I would love Tracy to help us with the rubric, >> please. >> Thank you. >> Um, >> does anyone else disagree? >> We were going to do the same questions for candidates, which is generally what we do. >> Can I ask a question? How Is it going to be like we did with search where the questions? >> So each one of us would probably ask the same question at each time. >> The the next question is um our HR person prior to each interview um committee gathering together to interview goes over a short presentation about interview process I mean interview bias. So one of the things that she talks about for instance is don't let one particular
054the horn and a halo effect. So you have a candidate and they're amazing in one area and you ignore all the other areas because you're enamored with one piece or the same or vice versa. Canada has one piece that bothered you and you let that overshadow all of your the other answers. Um, and my question to you guys is prior to the interview, would you like her to do that short presentation with you guys prior to actually doing um conducting the interviews? The next question I had is what if a candidate can't make it? Um I assume we're asking for inerson interviews. Are we okay um with a um Zoom interview if the person says they can't make it in person like if they're out of state or out of out of the country? Um
055The second question to that is if they can't make it at all, I can't do a zoom, I can't come in person, are we automatically disqualifying the person? >> I think Zoom is fine if that is the alternative that they can offer. I mean, I personally would prefer in person, but Zoom is okay, but that's just my opinion. I guess question is is because again I just want to make sure that we have asked all these questions prior to the time coming. You guys may be very enamored with one particular candidate. You all thought this person was great. Um we call the person even though we are going to announce the interview date um when we make the application available but this person something comes up and and they can't be there that day. >>
056That's what I'm asking. >> I just I just again I just want to make sure because what I don't want is a another community member saying, you know what, I didn't apply because I knew I was not going to be available on the 24th. If I had known that you guys were going to make exceptions for people, I would have applied. So, I'm just as much as possible trying to think through um scenarios so that this process feels as smooth as possible for the board. Do we offer an alternative date saying that Monday the 26th that we would be make ourselves available? So, we have a board meeting the following Tuesday as well. But do we say we're doing interviews on the 24th and if anyone comes to us and says I can't make the
05724th do we offer another option >> maybe not that is just something that's available if there is a significant situation as to where they cannot I would I agree with Nicole. I think if you do that and you make it clear that this is only extreme situations. >> Yeah. You know, if someone's out of the country and they, you know, obviously can't hop on a Zoom because of a time difference or whatever, that's a disappointment. and they can't make it the next day. I I I don't know. We can't hold up the process in order to accomodate unfortunately. So it's a question out there. Do we only hold interviews in person or Zoom if they need to on the 24th or do we as a board say there's enough say on Monday we are interview
058very clear. So the question is are we willing to entertain that first of all that's the question right >> yes so if we're not even available on the 26 then right it's not even discussing available not saying whether I want to do it or not but I am available I am I think that's a very valid question. Somebody has a >> It's a Saturday, too. We need to keep that in mind. We're doing it on a Saturday and people could be out of town or dance. I mean, so I do think it I agree with Luke, though. I would love to have someone that we vote on the 24th, but we also be realistic that we have community members that are very involved with their kids or other things that could take precedence over that
059weekend. I guess I agree with though that I mean I'm very concerned about offering a second date and saying it's only for extreme situations because then let's be honest that's that's us deciding what's extreme, right? Right. How do you determine what's more important? Right. >> And now you know what I'm thinking. We're only going to tell them a second. I don't think it's something announced. But when I mean when I mean say that the 24th it's you have a prior commitment on the 24th and you absolutely know you cannot make it on the 24th then we will only give the exception to the one or two people that can't make it and not make it a blanket say oh if you can't do the 24th because you're at a soccer game. No I mean that's
060the reason because most people know that inerson interviewer. >> So let's go back to the question. Do we want to just keep it to the 24th? Um and people are out of town, give them the opportunity to zoom in or do we want to offer a second day? just do everything on the 24th. >> So just you're saying everything on the 24th people can't zoom in >> what did you say? I said yes, but I'm not so >> You know what? Yeah, I'm okay with that. I'm sorry. There's so few things I think that could actually prevent someone from being available in person or Zoom >> surgery Saturday. >> It's true. >> Okay. Again, we're not going to go through every scenario. >> No, but there are I mean, I was just thinking sometimes surgery's
061pretty dated. I That's true. But I guess we're trying to answer so many hypothetical things. >> That person should just run up. >> Glory and are you okay with that too? >> Yes, I'm okay with just the 24th and a Zoom option. >> Okay, I'll go with that consensus as well. One day, one day only. >> And I think that's mostly just because we are such a little bit longer enough that we would want to process out. But I think >> because of that very tight time schedule and not wanting to let it lapse that >> that it was in our best >> we're giving people almost a month that maybe they can change their plans or get it to a certain time window where they could zoom. So >> I I think that we're
062getting the information out there as early as possible. So I think that's great. >> Okay. The next the next part is about a confidentiality agreement. So another thing that we do generally before um we do an interview committee is we actually make people sign a confidentiality agreement and the um what I am suggesting that you guys discuss is about the comm amount of communication that you're going to have or not have outside of these this kind of public forum. So for example um you know sharing questions ahead of the u application being available sharing this scoring rubrics or look force um sharing candidate names to the public like people have applied but you haven't decided to interview them and you're calling around to people like hey do you know this person um because we just
063got their application um and discussing those strengths or challenes with other members of community again ahead of you guys coming together um or having conversations with the candidates themselves. Um I think you guys need to have a discussion about what that could and should look like. Well, I think that we should most definitely agree that we are not going like we're not going to assist candidates in any way. So if somebody reaches out to us, we can simply direct them to the application. Um you know and tell them good luck. Maybe provide information like the website anything that could be helpful to public information, but and you know, all of us who have run have probably had somebody who has sort of been that person who's helped us. Um, but I I don't think that
064should be any of us. >> You know, might be a prior board member or somebody who's a board member in another district, but not us. the code of >> but I don't I mean I think we shouldn't be discussing potential candidates in a board meeting or or sharing questions. I mean we're going to pass these us tonight. So I think that I I am comfortable and confident that A C D and E that we should all keep confidential as we go through the process. >> Just common sense. >> Rules. >> What's it called? >> Just pull that meeting in the future for you. rules. >> Is everyone okay with that? >> Yeah. So then the other piece is that there could be people who have uh questions about the process and my wondering is is
065you know are you okay with Tracy or I answering those questions and should they just really want to talk to a board member about something specific the question is is do we have I put cabinet forum I didn't mean like a cabinet forum really I meant like theformational meeting that we had previously where we had the president vice president and myself sit anybody who was interested come in and ask questions and we also well we we need to send out the pamphlet that we >> really just the one that's already shared. >> Yeah. Do we do do you want to have a session like that prior to um the application being due or is you feel like >> a good idea because it gives us a sense of what kind of That's true. We could
066even do it before a study session. What are >> Well, so we have one study session between now and the due date which would be January 6. >> It does not give them a lot of time to >> apply after that. We had another one in mid January but we don't >> we do we know we have one January 20 but the due date would be for applications January before that >> right so right the organizational meeting >> but we could maybe even if people were interested to come a half hour before the organizational meeting or I don't even know if we need it I have strong feelings either way. >> Well, who would it be with? It would be >> I don't know. I mean, if we do it after >> whoever would be
067after the organizational >> you want to do it. I mean, I'm fine either way. >> I I guess we could say that we would be >> here >> a half hour early if anybody had any questions and maybe leave it more >> not like we're going to be presenting anything but more just of likeformational if anybody want to come and ask anything >> I think you should do an hour I think a half an hour when you have to be sitting in the seat doesn't give >> people enough time they have >> to have question so that would be at 6:00 So then >> so then the next thing and actually this is too much. This is not disregard what you see down there for communication plan. When we send the information out to make
068the application available, the thought was to include this. Now, it does have all the questions in there, but still we they don't know which questions we're going to ask, but I think it gives information about just school board um as well as um an outline, a timeline um of the whole process um and um some of the documents I'll have to uh that we gave previously when people were running like our own internal documents. Is there anything else that you think we would need Share with communication. So this is all just internal pieces in terms of making sure anything like that. >> I have a quick question. I guess I'm not entirely sure when we initially see all the applications. Are we going to see that person's name or just a number at that point?
069>> We're seeing the numbers when we talk. >> Yeah. Initially because you know there's somebody that you don't even want to interview. I don't know that okay that's appropriate to talk about their name. >> No, that's totally fine. I just wasn't even sure if they were going to be totally blind to >> unless you unless that's what you want to do. Could everybody pass? >> The meeting on the 24th. >> Oh yes. But then yes, they will find out who the candidates are. But at that point, the candidates um you've chosen who you want to uh to interview. My my um concern was that you have a number of people who applied and you don't want to interview them and you're having a discussion about why you don't want to interview them. You want to
070put their name. >> Does anyone else have any other questions regarding the process, the timeline? Questions? >> I I really appreciate this. timeline steers usc >> trustees. Do we have anything else? No meeting on Saturday because we voted this evening. So we will not be meeting on Saturday. >> Um Trusty Tani, thank you for everything. We will be they will be missed. We appreciate everything. Can I give a shout out to Scott McKinnon over there >> and helping us out tonight on the Thursday and for uh Mr. H for taking all the notes over there. Well, trustes, thank you. I hope you all have a wonderful holiday and we will um Tracy will send out questions if you could get those back to Nicole, your top three. >> Um and then we'll communicate via email,
071but you should be in good shape going into our study session. >> Merry Christmas. All in >> favor at 7:22.