001okay at 4 4:30 on Wednesday December 6 2023 we call a special uh school board meeting to order and we have all board Mee all board members present this evening uh the approval of the agenda we're going to add uh on 5.0 um approval of the msba contract is there anything else that needs be added to the he none I'll take a motion to approve with the approval contract added to Scott okay second Eric any proove the discussion on the [Music] agenda hearing none all those in favor iOS carries uh so move on to 4.0 which is the Minnesota school boards Association presentation we have uh Mr Lee here tonight to kick that out for us go good I will uh walk you through the the process of what it is that uh you're hiring
002MSB to do and then answer any questions that you might have and and uh see what we can go from there um essentially back in your packet a little ways you'll see a series of page that leave get page four of your packet um as a a way of introduction uh I've uh been in this area for a long time I I put West Central Schools together back in and uh I was a service Club director for 15 years work with Matt's dad for many years he followed me actually I ran M for quite a few years and and I ran a national agency out of DC for the service qus for six years or so in the last six years I've been six seven years I've been doing superintendent searches for msba so I
003probably done 35 or so search something like that um so I apparently like Rick I can't retire so um that's of trying see how the search go I'm retired four times very good um so I want to go through the process you're looking at the limited contract which is essentially us getting you set up and get started and then we do all of the back office uh work for you uh which includes uh things like um and I'll go through all of this with you a little bit later to uh we'll be putting together the basy brochure that's the advertising document if if you will uh we'll give it to you for you to put on your website that's a good place because they're going to be any candidate is going to be looking at
004your website for information um a couple of good uh places to check uh I talked to uh Clint Willard in Pipestone his secretary was our contact person Deb and she used a great system had a beautiful banner with the superintendent search and a bunch of pull down things that I'm sure they would give you in and that way when anybody contacts you you get it so that brochure tonight we get finished would be one we send it out to a multitude of sites uh msba is the prime spot when where any superintendent will look for uh job opening the superintendent Association Masa principal Association uh edpost which is an education bullet board there are uh a couple other sites plus a software system that we use is called Revis uh and you'll get quite familiar
005with that before we get done with the process Reis is where any candidate would put their application in and when the deadline closes we will turn over that uh files toew you'll see every piece of paper that they produced so you can look at that 24/7 during the whole process that you're looking at things um uh so so it gets adverti reist is in 22 23 States I think and so it also gets advertised nationally so uh and you can always put it in other places because of our proximity to the Border sometimes you know look at doing advertising and magazines they pretty spendy it's nothing to drop four5 $600 for an advertisement so uh some districts have chosen not to do I think B not do any advertising on theirs um and we'll we'll
006talk about the the hiring criteria that you already you all filled out and set back um we'll talk a little bit about the the salary B verbage that will be in there and why that might be important and and if you have questions about s can talk about that uh then we'll deal with how do you want uh your current superintend uh role to be under normal circumstances this isn't a normal circumstance it would be different than what I think your going to be we can talk about that um we talk about the the uh the screening priority one of the things that uh we found that in the application itself we can embed a couple of questions they're in depth candidates typically write half page full page response to the questions uh and it
007might be a question of last year the district who really wanted to do a referendum and they needed somebody wither so we crafted a question for them about what is your experience in referendums explain what that is if you haven't how would you approach a referendum you that kind of thing uh sometimes districts are doing curriculum reviews and they want to write about curriculum sometimes District have facility issues they want to talk about the experience with facilities or they might have negotiations as a big deal for them or whatever the issues might be so the candidates would answer these questions as part of their application so when you get to read them if these two priorities are really important to you it will help you as you sort through the candidates decide whether or not
008you want to interview them so we'll do that and then I'll try to answer any questions for you uh that you might have in the meantime uh when the deadline hits then we will uh send you uh one of one of the people there's a four or five of us that are working on this together uh Shelby us her name will'll send you a link and ask you to create your pass username and password to access the data that would come the morning after the deadline so whatever deadline you set that next morning you get that email you create that simple take a couple minutes the next morning at 8: a.m. you get unlimited access until the end of the search uh so that would Shelby would then send you a link the next morning
009by 8:00 and you can then looking at those so that's what we're going to do today I think we can get done maybe sound good okay let me talk a little bit about the timeline next page this will also be posted because any candidate that's looking for a job going say okay when do I need if I'm going to be a c when do I need reserve for or once's the deadline to get all my stuff in or you know when do the expect me start whatever so on the top part of that is what uh what we will be doing uh tonight I think the the uh December 8th we've got most of the brochures already we've seen it I think it's part of this packet um we just F fill out a few
010of the final things that you decide tonight um I won't get home tonight till about 11: but I'll send it out before 7 in the morning and uh a will rebuild it we should have a post it later Friday morning um so uh January 8 that date will actually be when your closing is and it doesn't have to be january8 could be whatever date you set that to be so we'll choose what that date is in a little bit um so uh four weeks is a short time frame very short six is probably normal uh we got a Christmas holiday in here that's good uh that's typically when candidates are going to want to talk about you know am I going to look for another job or what the deal is so your timing is
011good right now um so we'll decide what that uh Deb application debt line is um the day after your deadline um our team will get into the the uh applications and we'll go through them and R and make sure that everything is there sometimes there applications come in uh it would be like uh me applying for head harbard it doesn't work I don't want it but you know it wouldn't work they never look at we do get applications like that or somebody will never have uh they might falsify their records on you know uh uh lure whatever we do a license check and some of those things so we'll go through that by the that's the day that you'll get the email the day after the the deadline from Shelby then the next day that
012morning uh is the date that you would get access to the applications so then um depending upon when you want uh we will also review the uh applications and we will send you a list of candidates that match your qualifications they may not be the recommendations that we make but they be people that match uh and that's what's part of this particular package and we'll determine that date here today then in addition I would recommend that you set um tonight the uh uh the what date you're going to uh choose who to interview when you're going to do the interviews first and I would establish a second round Can you hire somebody at the first yes but you might want to set two up just in case uh you can always cancel it just like
013any other board meeting um and then uh sometimes boards put in dates when the committee will meet to uh negotiate a contract depend upon how you do it if you negotiate a contract as a team as a negotiations team then you'll for sure want to set that date uh because it would be a normal committee meeting date if you're going to establish a salary guideline you know uh say uh we're going to have the board chair uh negotiated or the head negotiated whatever process you use and the salary range will be from here to here you go ahead and negotiate contract whoever that is uh that's the other way that courts typically do it so then uh uh put a date down when You' agree to accept the contract when you decide to make a
014decision here's why if I'm a candidate I'm apply I want to know okay here's the deadline here are the dates I need to make sure I don't book anything in casee I get selected to be interviewed and finally this is when they're going to try to negotiate so if I need to be available we've had people that have been on cruises you know oh gosh I screwed up I should be intervie yeah you should have a nice Cruise you know kind of deal or whatever so that's why you want to do that so that's what we're going to step into next right behind it I tucked in a list of the dates that we have restrictions on for meeting by law there's only a couple that would fall in there for us uh one of
015them is January 15th and probably February 19th my guess is you'll have that time anyway but the 15th is one and it tells you what you can't do there so so at that point uh Cory if you want to again we can talk about how long you want to post and what okay so I think you had said you know four weeks is probably short we should probably look at maybe a six week uh time timeline for the applications to be open um so that would put us into probably January 20 something for six weeks um the 15th through the 19th um would be uh let's see that would be five weeks right that'd be six that would be six six weeks six weeks to the 19th and one thing might you know look at
016the 15th Monday for um January 15th for the deadline that'll be at midnight then the 16th you would get that you'd sign up and the 17th you would have access to paperwork box on that so January 15th the deadline would be um January 16th would be mba's review and then the 17th we'd have access to Rebel us to um view the candidates now the next thing uh and we could adopt this whole that's right um the next one would be uh when do you how long do you want to review them you want to you know when's your next regular meeting after the 15th you would have like a Monday you'd have a one two 3 four five six that's a 22nd the 22nd is the next meeting want to do that before we do
017that leave when you talk about reviewing these do they do that on their own yeah they do that and then they come together on the 22nd yeah you can't have the back off discuss questions that's why we send things blank c copy because by La you can't carry our business outside of the deal um but you'll review them all and then when you come together that's when you have your discussion about who do we want to bring now is that a closed meeting or is that public everything you do regarding this process has to be open okay don't do anything in a closed Mee so if they if they do things on the 17th if that's when the board members would be able to start reviewing then you're looking at a date on the 22nd
018is that what you were I was thinking if that would give you a good six almost 6 weeks that should be enough time okay uh 20 second and then we the morning of the 22nd we'll send you the list of the names and I'll email them directly to you of who we feel matched you know the qualifications we don't do any background betting with this uh limited search um but I'll talk to rck or whatever he'll guide you through that and then so so that would be January 22nd then the board would meet to determine finalists interview questions right okay yeah and you could do that in advance the questions and things you can do in advance one of the difficulties with questions always is we do everything out in the open and uh so
019as you talk about questions it's kind of hard uh you know because anybody if you if you uh record and you post recordings that you know if I'm savy kedy have read through them all and follow everything you're doing and if I'm interested I'm probably going to do it anyway um so one thing you might you know you might want to think about how you develop those questions but you could have them uh done that night or do it another night if that's a regular board meeting I would recommend you do it you know before that could I ask the board to develop their questions and send them in we just coate them and then when we get together just refine down to if you has 30 what are going to be the top 10
020questions or something we uh what I technically have done on a full meal deal is to recommend about 17 questions for an hour okay and um and what we do as an open discussion is that I give them a list of the questions then we talk about questions by number if anybody really wants a copy of that they can request and give it to them and it's it's been we've had to do that a few times uh uh with there's an internal candidate um but uh typically you say you know I like number two how many people you support number two yeah okay how many was support number four okay you had a chance to see them and U you know it's not bypassing process but it's also not yet openly advertising so anybody can
021watch the video but it's anything that hits the table it's public information you have to share so so the questions you're talking about are for the interviews eventually when we actually sit down with superintendent you're talking about okay so the 17th we review the information we have basically the three days of the week and then the weekend and then say we do whatever we're going to do at our next board meeting without adding more meetings right you you would select who you want to interview on the 22nd but you can't send us the list that you would recommend until that actual date we would cuz we'll be reviewing them too as well so there's no way you can get to us before then sure yeah yeah you're going to get them on the 16th AR
022they they'll get them on the 17th or 17th we because I guess when you is talking about is when are we going to send our list out to all of y'all to take a look at so then we have something to review so if we did sit down on the 22nd we kind of have a heads up what they're recommending we can kind of have in our heads of what worth so that we're doing it from square one so maybe that's good question so what they're going to do is they're going to be able to review all the applicants but the MSB is going to send out a roster of here are here's your recommendations that that align with our criteria yes that's what we're talking about and then they'll have that consider with everything
023else how about the 6th oh sure that's even before we get them yeah okay no no by the I'm sorry what did I say 19 sorry so so then you're thinking we're going to need an extra meeting anyway just to come up with questions for the interviews yeah you could do it by committee or you could tell your superintendent to do it do we have any questions from last time Lisa grab those from last time and anything we want to add or need to recreate the wheel no I'm just saying if we go back through it no I'm saying Yeah question like's I just email that email it to all of us yeah I got to know if the 19th we set stuff up so they're going do everything on the 22nd then yeah week
024later you recommend so 29th area for think about how it fits into your schedules too yall are busy too but you know maybe there's a you want to do a vote in one week you know just a few days apart maybe you want to do it towards the end of the week and then the following early part of the week there's only a couple of days for typically what what I see candidates do is if you go to the first interview and it's not clear they should have done their background homework about the communi you know and driven around and and check things out if they're if they're not already familiar um and if not sometimes they want to bring their family back or whatever but most of them now are coming uh in advance
025touring around and you'll even hear was a stranger in town asking about the school I heard about so that's probably a candidate so if uh now this could be crunch time but this would be a chance to stay like hot on this if the 22nd is the date that you determine finalists make sure your interview questions and everything is in place is there a possibility that we could set interviews up for that Saturday 27th easily to do if you're going to do four interviews try to do them in that day we've actually done like two days but I'm the candidates know they'll see this and they'll know when the interviews are so they're going to hold their dat then you could have interviews on that 27 with followup interviews if you decided you wanted to
026bring say two people back in on the 31st looking at the Wednesdays I mean it's it's a lot for you guys but I think what's what's going to happen is more and more districts are going to start to advertise for possible vacancy and then uh so if we looked at the 27th for a full day of interviews I think better 27th bring them back on 31st and then be willing to have second interview if it was necessary on the 31st if if you got your candidate on the 27th you move forward you could give the team doti I assume you cut it down to 2 31st so you can do it in the evenings reasonably be Wednesday evening yeah two or three candidates is typical if you go to a second round and you might
027get into the first round and one person just he or she just jumps out at you and clearly the candidate you can make a decision after one that's what you want to do so we would say first of interviews so anybody that interviewed on the 27th would they be a finalist then Le say they're finalist yeah you'd call them the first round when you like when you choose to like the January 22nd you semi-finalist technically okay and then if if you go to a second round then they would be a finalist okay but you know it's tomato tomorrow but I mean but the 22nd we are picking who we going an interview the 27 yes just to protect the board I guess I want to make sure this great so if they picked say four
028to five people that going to interview on the 27th on the 27th are those people they' be interviewing is that public information yes okay on the 22nd soon as the board makes a decision it's public information that's public so those people all finalists there yes okay me to cut it's interesting uh when when I do the full deal um the board will talk about candidates and when you talk about the candidates until the finalist you can't reveal their names so uh you might want to put letters you know and we we typically will do that so you'll talk about candidate a candidate B candidate C and try not to give away their who they are by their job title or whatever once you've decided we want to interview candidates CD a and F whatever it
029is and you pass that motion after you've done that before the meeting is you must reveal their names when you reveal their names it's public information um when I've been in that situation I typically will turn around and say would you go give me 15 minutes so I can call them before social media outruns me because some candidates will go I already heard about it you know somebody in the audience posted it and they're following it or uh uh I was working at East Grant forks and they have live television so our whole discussion was big broadcas out Town um and one of the candidates already knew about it within five minutes of the time I I Tred to's the date of the January board meeting 22nd 22nd so what we would be doing would
030be at the regular board meeting on the 22nd identifying who are we going to interview setting the interviews up for Saturday the 27th be an all day thing we like set 27th as working because it isn't going to work for me we keep using the 27th so well I was just using it because it was a Saturday but uh well what works for you the reason I got this calendar in front is um you know so you know what's going on that weekend does not work so if we if that day doesn't work is uh you can go a couple night trying to get four at one night is Pretty Tough you more four I go three and three or whatever the numers you are I'm trying to give the applicants some notice if if
031they got selected say on the 22nd they find out on the 23rd but if you post this they'll know in advance anyway it's not an issue because this is information that any candidates going to see so if I know that you're making decision on the 22nd you call me on the 22nd I already know that the evening of 24th they're doing interviews so I already know in advance if I get selected that's when it's going to be so whatever dat you pick how early how early you can you start like like a 3:30 4:00 I'm at I don't have I don't know where I understand the importance going to your kids is baseball and basketball and all them sports but at one point here you guys got to give up cuz I can't make Saturday
032because I have a disa child so yeah so like the 24th so you said you could turn it around in two days kind of thing so we did like the 24th in that evening as many as we could an interview put in there you know and then if we needed to go to the 25th but you're going to have to have that set so the candidates don't no right yeah so if that works for us then that's what we were telling them would it be possible there to take that date on the 24th I mean we G you guys notice 6 weeks in advance would it be something where we could ask everybody to come that day and we do four or five or three days whatever you choose on Wednesday and then uh what
033would it be then then it could be the second day we shows would be an if Mee a date right if they do like four interviews and they get their person suppose list both days you can always cancel board but you have to have 3-day posted meeting uh 3 days before you can post it 3 days before you can have it so the name both days and if you got a councel problem just don't need don't meet tomorrow are energies open yes everything so 24th and then if there's second rounds the 29th Monday that be in the evening we should have two it either be that night or the 31st I would rather go 31st 31st so all day 24 with the potential 34st second need on 31st we' be able to go five right
034well that would be the second round hopefully it's only two right go five five oh sure so what time are we starting on the 24th about where the CID are coming from probably 10:00 at the earliest they would just know already so it make it as you post it they'll know well if you went 10 if you figure an hour for 20 10 to 11 11 11 to 12 and I would say would go an hour and 15 minutes on each one figure an hour an hour for the interview give yourself 15 minutes in between so if somebody runs over a little bit you know you got a little flexibility so you could easily you could do uh you know 1:45 10 you got to eat in there so go to the bathroom yeah 230
035to uh say one 25 so we could have 10 2 11 11:15 to 12:15 12:15 to 1 would be dinner or lunch 1 to 2:15 would be the third interview and 2:30 to 4 would be the fourth interview if you interview four people and then that would give us time after that to have your dialogue if you wanted uh do you want to bring somebody back or have a second interview can I make a suggestion but for time why don't you put uh interviews begin at 10: a.m. don't list the time what happens if you have five people you really want to interview uh that way you lock you don't lock yourself in or you don't lock a candidate in either um when you contact them on the 22nd and I'm assuming it will be
036the chair or you uh probably you I don't know call them and just say here's the time slots we have available we can even say we're going to interview between one and seven and then we' only maybe use four spots I don't know you don't know what they get just want to make sure you don't bik yourself Y and we have space here to do that during school so that that was going to be my question so because it's a school day we might might want to look at another site for to conduct the interviews um and we also might want to I mean I'm going to ask you do you want to have give these people a tour of the facility like they can you know come in and that's pretty common right yeah
037usually second round or maybe the second round okay that time you've got finalists and you don't have as many but it's totally up to you subd District done first gr as well we don't have a vacant classroom in this place we we do I just we're just going to have you know full blowing school that day and uh does the theater get used on school days yeah what about the lack that yeah I mean I think we we can get it set up if that's what you want to do I just didn't know if you want to have everybody come on here on a full-blown school day or if there's another spot that we could use a spot I'd rather just come over here and get okay we try we'll do that Lo off the
038lab so there's nothing in there that day I'm just trying to think for tele televising it taping it recording live the best place is here it's Dave's domain now would we televise the interviews we wouldn't want to do that we most districts don't um simply because uh if a candidate doesn't get selected or whatever you might sit and watch interviews and then complain about it if you have more than one like I could if you're televising live and I'm at the end of the day I can sit and watch the early one walk in the door we've had them where they've gone two days like two evenings for three hours or whatever it might be uh people came in and they just knocked them cold while they well we figured out they're watching the live
039stream so they have actually my video kind last Well what we'll do is we'll try to we'll we'll free up a room like you say probably the la la and then we don't need to worry about I'm guessing you don't want it we don't need to do the live interview with them and uh and then at the end of that day if we got a scheduled so we had some time you could sort through or have conversation about who are your top candidates and do you have someone you want to go to right now or do we want to have a second interview and we would post that and what we saying is if we have we say that the second round of interviews would be let's say what the uh thir first and we
040decide to use it we do if we don't we don't and those could be in the evening or late afternoon by 5 S seven something like that whatever so the 31st would be second round if needed and then we're just suggesting that you might want to look at a date for when you might negotiate a you only have to do that you can listen as to be determined or you do your negotiations the same thing that needing to approve a contract let's say that you get to the uh 24th and one C just that's the first you want hey uh you talk to them and absolutely I I'll take the job and you sit down with them you know 3 days and you negotiate a contract next morning is it or me a day later
041you can approve the contract is handed to the do that so I would be a little careful about boxing yourself get too tight you might want to have a little flexibility so you you can that but I would encourage if if all that happens and you negotiate and get somebody who is accepting and you're all in agreement we could schedule a meeting but it would have to be 3 Days Later get C days but we know this so that would be a special meeting because we don't want to wait till the end of the month I don't I would if we get somebody that we want we want to get them signed and you've approved it they get ready to go you don't want to wait January or can we going into February yep I
042would think that that would be the first part of February February 5th school it's one day yep so but going with what Lee said let's say that we we get our person and 31st uh everything's negotiated yeah then we could do that but what if the negotiations take a little longer or something I don't know well like any meeting the board you can cancel a meeting and reschedule just follow the guidelines it's not a big deal this is mostly a way for you to tell candidates this is what we're anticipating and you can visit them they're going candidates are going to be calling you as a contact person all the time probably yeah so might want to prepare for that so we'd say on the end of the night on the 31st we might be
043able to offer a contract uh we have to plan to negotiate it and you can either appoint committee or identify your board chair or first or whoever and then uh we put a tenative date down then of what did you say down February 5th was it I'm just saying Monday there's nothing going on for school might have other I thought it was negotiate because don't we have to negotiate that's going negotiate board or just negotiations committee when does the remainder of us board have a say negotiation I think we give them the guidance and what we would that you going to talk think about how you negotiate a contract Bo do it one in two ways if you use a committee as a negotiations committee three three of you then you just need to schedule
044a committee meeting to meet with the candidate you can do it in person you can do it online whatever it works depends upon the candidate understand that and then and then once you uh come to an agreement then you make that recommendation of the board then the board can meet whenever you want to meet with a 3day notice and approve the contract we're going to set but we're going to set it for the uh the marketing thing so you're going you're going to kind of have an idea of what we're going to a pay scale range we talk about that tonight yeah we'll have that tonight that's yeah that's appr well it could it doesn't have to we going talk about that so we would tentatively say that by February 5th we'd like to be
045able to schedule a board meeting to approve the contract a negotiation team to get done well they work 247 on it to get it done maybe Maybe work through the night I think you'll be surprised how quickly and chocolate is that it couldn't mean you establish all new but I I think what I I don't know I ask your opinion on this but um I think the healthiest thing to do Dan and board would be to have a negotiations committee that worked with a person who would talk to whoever the candidate is and say here's our offer and they would have been given some authority to you know within these ranges make it work so that that person might meet with if it was Corey or any one of you they meet work on with
046the details your you got to live within the means you know that the whole board established which is kind of what you're asking like uh so that so so that it can be a a conversation and there's going to be the guy or person G is going to have to think about it but here's what we can do and uh we'd like you to let us know tonight or tomorrow but it's cumbersome if we have a whole whole board or whole committee sit down and meet with a u with the candidate and I I don't know when that's done or done like that well there there's two I have seen a whole board sit down with the the candate we don't get ever even in the full searches we don't get involved in the contract
047with Superintendent at all um the uh there's one circumstance that I can think of in the last six seven years where the entire board sat down when candidate uh and and negotiated and I think it let some bad feelings there was uh the majority uh uh boards use committees like you have usually three people that uh sit down with the candidate and do it that way the other way is that the entire board establishes what it is that you're probably going to pay at least a very close range and then uh either let the committee meet with them within that range because everybody's had in or one person from the board meet with that person with the this is what the board is kind of authorized once you get that contract kind of put together
048it still has to come back here for you to review and approve so you get two bites of the Apple the first is establish the guidelines and the second is to approve the approve contract than you're a corporate guy last so can I work this I want to make sure that we got these dates down I I have to back to the top uh the first thing is uh the January 8th is it's posted it's app deadline is January 15th at midnight the we will review the applications on the 16th and you'll get access to them on the 17th uh on the 19th I will send you a list of who we feel best your criteria by the way what we send you is just our review you can pick anybody you want interview they
049don't need to P our recommendations it's whatever you feel you want to to do and I'll send that to you electronically um the uh 22nd you meet uh your regular board meet what's the time for your me uh yeah uh to determine who you're going to interview um the January 24th beginning at 10:00 a.m. is the first round of interviews and January 31st beginning at 5:00 p.m. is the second round of inters if needed and then then Jan February 5th is when you would need to negotiate those are the dates you establish they can be changed if you what's at the 31st February 5th I Monday there was no sports that's why I'm throwing it back out here make sure everybody's okay with those things if we wanted to if we wanted to meet as
050negotiations committee we can meet the second you can change these dates other than the application deadline and the interviews I'd say uh you got flexibility because we just got to figure out February 5th is a special meeting where we say to the negotiations correct that would be our special board we need to vote on yeah because if negotiations drag on then we're going to have to cancel that I want to know what you have to get canc no no like no you you have as a board you have an official posting site it's typically a vol board some some boards also have electronic posting that they do with things like that but you can cancel it at any time however to host the meeting you have to have a three business day uh announcement I
051was just thinking if if it would drag on we have to have a certain day that the fifth is a Monday and you have to post on try to do something on weekend but there's no timeline that I don't think I think that works I think though uh I I want to go back to Dan's a little earlier question I I would want to at least guide you from what I know and I'm not uh you know I don't have a lot of experience like Le does in different districts but like we don't want to mess around here if we are if you're going going after a first a top caliber kind of candidate I'm hoping that we I think we should take the time to have conversation what's acceptable to the whole board and
052then some kind of a window of recommendation like here's what we'd like you to do because we're not the only School District doing this and that we might our best candidate might have to off from some place and a good superintendent working with a good business manager is going to do what Lee said there's going to be opportunities to create money you know as as you go along and I would want whoever it is um who's the lead person negotiating to have the authority with some room if he if the person is he or she is the person you want now we got to go get them the person's got to go get them I I'm not going to be part of that process but whoever is because if I were on the interview side
053I would want to know hey you have a board that's well organized here that said that you're our person here's a we can pay and uh send every signal that everything is solid and that might not be different than what anybody's thinking but that's how I'm thinking about it and if it gets cumbersome like where we're talking back and forth in the meeting about what are you going to do here like it send it sends a wrong kind of a signal like why isn't all that done in advance this is a board I'm going to be working for wasn't that our plan yeah I hope it is but we haven't done this before and I want to make sure that there's flexibility for whoever it is and I don't care who it is but that's
054what I think that's what the top kind of candidates are going to be looking for solid commitment like a very solid commitment hey six board members here everyone wants me and like boom we're going to get after some things that's different than well you know would you do this for $1,000 less or I don't know maybe I'm the only one that's turn about it because I haven't been through it but I I will just say got you know the last year did the searches I did in this region um AP River Kooks and East Grand Forks year before Boston amiji amiji was an outlier um uh West Side Up and Down u b Park aan uh Pipestone Etc average number of applicants was four or five and some of those were three uh me you
055outlier they had like n there just isn't a huge pool of superintendant uh we're fighting that a lot of principles are getting paid fairly well and they don't see they see the hassle of jumping up and they don't see the need to do that and some of the people that are searching for the job probably might not be people want higher and so there's this just in the frankly Co has really been visable for a lot of people uh I did an interim two years ago and out of the this I've been into this 50 years that was the worst year I've ever spent Worst by far uh and so a lot of people are seeing that and they're just not excited so I'm hoping this year will change because things have opened up and
056be a little bit different uh but that's historically what I've seen in this Western half of the state so if the dates stand mentioned the February 5th they we okay with that if you would approve if you can approve this then I can flow all this into the the vacancy brochure and we can jump into that February 5th will vote on our selection to accept or is that on the contract if we we've already selected a candidate negotiation Q or person negotiates with that candidate a accept the job fifth we vote on it to hire that's the way I took it yeah you absolutely can establish that in your uh when you put the agenda together when you post it that it could the board will consider a contract and possibly adoption whatever the possib
057don't box yourself in that way you could have complete flexibility well I'm hoping we don't have to put in there consider we're have that considered before it would be exciting done on the 31st I would be excited if you could get it done on the 31st we could potentially it's very possible but what you're saying Lee is you're going to put this in so then we're sending a message to the candidates they got here's the process I can I should set these dates aside because if I if I make it to the end here's where they're going to interview here's they going to interview me a second time here's where they're going to negotiate here's where they're going to approve it well let's say that you're a candidate Rick and you apply on January 24th
058and the board decides that you're the one candidate they want they offered you a contract it's within what it is you're looking for and within a couple of phone calls you said okay I'll take it within a couple days they're going to meet on the 31st they'll have a contract ready for you to sign you sign it you won't hesitate all of this rest of this can be canceled so that's what we're talking about so if you're okay with these dates then uh probably should adopt motion motion my Scott I'll second second by Shannon any further discussion on the timeline car none all those in favor I I oppos motion carries okay sorry uh pull up the brochure page that the uh it's in the other P day uh this is the flyer that'll be
059posted and you'll have used to hand out it'll be mailed out to all kinds of superintendent and and uh we send sent out to all superintendents uh I think this spers might even get it U uh charge School directors uh the uh service Club directors all kinds of people uh in addition all those other postings we made this is a upgrade from what you used just a couple years ago and I'll walk you through it upper left first page uh is the basic information with a bunch of new financial information that has been supplied you I think you've had a chance to hopefully uh take a look at that see if there's anything in there that you don't like you want to change what about the air exchangers I it wasn't a referendum in the
060past but going Sy yeah well I helped the Y put that together Pam was it or a because that's like another what 10 million 9 million yeah it was just that I was what they're trying to do is that my understanding is these are things that would send signals here's a very attractive job and um so I was trying to show the community support that's why we had that instead of a listing of everything we're doing but that's what you're going after that's kind of how that ended up there these are written for the candidates to read and that's something that if I were a candidate I I would probably call the existing superintend question about and Rick that's something you can break about yeah you know those are things you can talk about individually
061and when they call me I thank you because I can share that with you well I mean it's just I would hate to hire superintend give your all a sudden hey oh by the way we're doing air exchangers oh nobody told you anybody we hire know everything we're doing okay but I think the bigger story that you're talking about is our all three of our buildings are are on their way to be in superb shape and maybe that's a comment we we need to add but I think that's in there that's your reputation ibody on the bottom left is the latest numbers that you have that's staff Supply that upper right the application deadline you just approve that um so that'll flow in there automatically in the middle about the communities just take a look
062at that this some of the information about the uh participating communities I don't know if there's we've got room to to add a couple of lines maybe at the most there's things you want to change you want to add a good time to do that all good okay down the bottom the search timeline we already decided all that that'll automatically flow in so then the next page P to the leadership profile upper left that's what you feel about this is as a group what you thought was the most important somebody who acts with honesty and ethical manner somebody who's visible and accessible not only to you but to members of the community the staff develops and directs effective leadership team Works Cooper with the school board provides options recommendations as knowledge and experience with negotiations
063and bargaining and effectively mediates the company's different perspectives those are the priorities that you set out um and then underneath there was a line previous superintendent experience not required um I I think it was a 51 type choice you can put in their previous uh experience preferred but not required um but most people even if they have experience that it's going to slow them down one bit but it is sending a message to those people I mean all of us got it for our first supercy someplace and uh this is sending a message to them that you're open to that so you okay with that statement okay then the upper right salary and benefits if you look at the next page where it says vacancy brochure salary language options here are four samples of what
064districts typically use and go to the bottom one this is the one I think that gives you the greatest model at does box you basically it's saying look we're going to pay commensurate with your experience and ability um and uh as negotiable within statute uh the first paragraph we used to have several districts do that um uh a district uh and I'm not going to name it uh put in their current superintendent salary this is what we're currently pay well anybody worth their salt that's going to do any backround work you I can look that up find that that's not a big deal uh so it's public knowledge and then the next paragraph is exactly that last paragraph and uh so uh they found that uh one applicant didn't apply that they wanted to apply
065because the salar so much less than they were currently making um they eventually uh sto the process suspended put an interim superintendent in and then reopened and rehired and they use the last paragraph that person reapplied and they hired it so these are four options but that's what we'll put in here if you choose one of those four Cy but if you'd like to have as a board the salary benefit option I vote for four just wondering now as we get into that situation we don't have a minimum salary out there we going to get a candidate that's making more than that and we come in and say the most we can can afford is 160 and they're at 170 we would be to me it seems like we'd be wasting our time because they're
066never going to come is I'm not going to take a pay cut um had one District that put a top and a bottom in this is what we're going to pay in between and it boxed them in it didn't give them any flexibility see I like the I like the second one where it's got a minimum salary of this same we're going to bring somebody in for this and if you got more experience or you're a rockar you got some potentially some flexibility at least that probably weeds out some of the ones that are already making more than what our minimum is I don't I just don't want to get into the situation we had last time where we were only you know six grand higher than what the person was already making well number
067two is what is number four is with the minimum right Bas at least this much not all of them have the same language which gives you the flexibility and that's kind of governing the statute reference the three are one there this is what we're currently paying the second one is this is the minimum the third one is here's the minimum the maximum so well what we're seeing now is almost every Bo is going to the bottom one just because they want to have the greatest amount of flexibility I think first of all I can look up you know salary so I know what you're currently paying I could also go back if I've got any s look back at past budgets and I can make a phone call as public information so brick could have
068to tell me so um they can find out um another way is for you know Rick to be able to say to them you know I I think you should apply because I don't think that that's going to be an issue have Talking Money most superintendant don't talk money when they apply they just don't not until they get towards the end then they want to know what the only the only thing that I think about that is we we're a little smaller school but uh got a lot of great things going right now and uh just when you you know when you just look at all the facility stuff you will have or have done and uh uh I wouldn't want somebody to say I'm not going to apply there because they're a smaller school
069and probably they're not going to be I mean I don't know they're not going to pay pay as much they're not going to pay as much and later I would say don't don't assume that because you guys are going to figure that out but I think you're right either way they're going to call so regardless of what you put in there they're going to call somebody here and want to know you know what what is the boards do a board got AR range or has a board thought about this or they find trying to fill a spot or they looking for leadership or and and there's a difference between what you're going to pay for one or the other yeah from it's it's how how much do we want to show that how aggressive we
070are so if we don't put an amount in may not look like we're aggressive to try to find somebody but if you actually put them out in might give that perspective from my perspective from what I'm thinking at least you got something in there but then that amount is the kicker is are we going to be aggressive be right a word one word in addition a very competitive compensation you box did right just say very competitive at you put a minimum in there they're going to start guessing so what's your max you say put a very competitive and because we're going to have to no matter what we're going have to be very competive we want to get who we want if somebody asked me that I'd say if you want to know at the
071Maxes you got you got to be the best candidate but we're we're going to be aggressive here we're not talking about being second rate so here's our minimum and we don't know what the max is like that's that's to be determined based on who we end up with but guess what that number that you put in there that's $330,000 more than you're making now or $20,000 more so it's considerable I like that we're aggressive that you it'll it'll send a signal because there are different he talked about B miji you're talking about a bigger number I saw in the paper Minneapolis is paying the gal they just let go to or the guy that just quit $280,000 that's a different range you know but but I think that to me all we need is one
072really good person that we want and then have that minimum or it has to be said pretty good right I would because if they call and ask say okay what's what's your current superintendent or what you've been paying what are your principal getting paid and everything down the line and they look at that but minimum got to be up there so be like I been throwing 150,000 yeah I'd be okay be now your wigg is smaller because we didn't raise that up but but yeah but I think you got to have it high enough otherwise you just throw in 15 120 sure you know ma more than that right I think if you were to look at number two and you use that number you're accomplishing a goal you're getting people who might be in
073a little bigger schools than what we're in right now to look at us there's a lot of reasons to come here but we got to get them a look at it right and having that minimum high enough that's I say too you're in a bigger school but you have more headaches Welly if I can ceral move and be in a better school district than can't a lot here I mean there's a lot of things that matter now a un a unified board on things where you don't have to agree on every decision but like there's a respectful way of dealing with things that's not happening all over no anymore there are people spending a lot of time looking at Banning books Let's talk about banning books for 2 hours and I'm not kidding you there's
074a lot of people leaving the business because of silly things that they're being asked to do I'm okay number two mat you okay with two Danny you said you were Eric mark so how do you want to read that 150 is that minimum salary 150 that's okay with that well I I think that's what I think that's what Market's going to be I think if you look back from three years ago till now we've got inflation through the roof we've got people flipping burners at McDonald's for 18 bucks an hour now uh we're in a whole different ra and 150 might not even be enough um it's everything has just changed and it's it's everything's gotten so inflated that but I guess I'm asking can we afford that I don't I will need to keep
075watching that and adjusting it as everything changes but I would yeah need to look at it I would I would say you can't afford not to do that but before you give it you got to be convinced it's worth it's going to be worth this because that person's going to come up with ways to pay that salary or good share I'm saying that's a minimum yeah but what I'm saying is you don't have to settle it our minimum expectation is $150,000 person and if we went lower than that we could easily lose more than the 25 30,000 in poor management of the of the District um I have an Lester candidate who's willing to take you know 125 or 130 but the expectation is high when that number is not higher right I'll good with
076that 150 good with that and the the mission there in the district highlights that we just those are freshh um and uh the rest of it's just information and there some of will be determined that's the deadline that'll L to make so this will get rebuilt tomorrow and then we'll get a new copy off you by Friday when we go to and I make sure that all the stuff including I think they've already got the color palet there post on your website and then I'll make sure that that you I'll get a c get it these other information items board just so you know because i't talking about this but like the district financial highlights they're accurate all of that has been updated uh by the numbers on the first page and the superintendent going
077to look at this and say they got three building leaders they got a building a director of teaching and learning that's big they got a minimum salary year that's big big then we got high expectations right so the right kind of people gravitate to that so I'll take a motion to approve the brochure as we've discussed here tonight by Shannon I'll second second by Matt any further discussion hear none all those in favor I oppos motion carries got a couple more decisions to make before we a little bit at the end uh I'm assuming that you want Rick involved in this process because you'll be doing a lot of things on your own is he is it okay if he that is our contact person as well no okay so we'll we'll uh work with
078Rick and he'll be our IND district contact contact person uh and while typically you know most of our work will be back office now we're going have been friends for every going to call and he has questions certainly a call my number tonight if you want uh you're welcome to give me a call as well I'll do what I can to help so beond that would would it be possible though to say this the board chairmans uh if you apply do they apply to you or they going they appli to us you will you will you will not know who applied okay um the the appli is done electronically uh the way they do it is if I'm a candidate I'm going to build a file electronic file a folder and it's going to sit
079on our server and uh this secure server then they get to release the data and let's say I want to apply laap parl I'll write a letter to laap par and I grab the entire file and drop it and then when you hit your deadline you'll get to see all of them you'll get to see the references you'll get to see their uh transcripts uh their uh the reference letters you'll get to see everything their letter of application all that kind of stuff their history work history and then uh at the end here we're going to have talk about two questions if we can maybe do that quick not on agreement you can choose two questions that they they will answer I talked about them earlier I think uh and maybe we talk a little
080bit about that uh as well and then you'll get to read all that so all of that with together at what it's released on what was at the 17th uh that uh you'll get a whole deal and I'll I'll talk to our uh legal staff about you having access to some of that stuff because you're going to be doing coordination so before you get those two questions I I don't want to lose this so the information will come and then the board it's going to be released to the board but they won't see the names is that correct no they'll see the names okay so when they see the names what are the conditions of confidentiality or data privacy I don't really know what they are but I want to make sure sure everybody's aw
081the statute provides that anybody who applies for a job is their information is completely private you can't talk about it to anybody that's your responsibility by law until they have been chosen by you on the 22nd to be interviewed once you choose to interview them then certain pieces of that can become public their name their job title where they live kind of thing um anybody who is not chosen to be interviewed you can never release their names and all information has to be kept private so when you get access to that file you can't share that file with anybody that opens you up for legal action so be really careful about that just it's a one place you can really get into trouble uh and then when it's done when it's all closed and we'll
082close down the lake and by you'll have one copy that you can file you have to keep it by uh the data retention act records act uh three years I believe right three years I think yeah and so that's uh that's the one thing you'll have to do uh but again that's private data uh and it can't be shared except for the parts that are allowed under the data privacy act all right so we we could just make the assumption that the order like candidates in that file this be ABCD you know what I'm saying when we talking to Media just that assumption first one is a just so everyone on the same page we'll see I I'll talk to Shelby who does all this electronic stuff she might attach letters to them so when
083you get them you'll see that there's a letter attached to them she'll send along a Legend So Rick kellingworth candidate B leor candidate D or whatever the she puts that'll give you the the ability you'll have the legend so you'll know and you you've got right there I mean if you look at on your laptop or whatever uh I would caution you uh you know about printing copies and things like that that's probably not good so search agreement um the next page is the limited search that tells what it is that we will be the the planning which we're doing tonight U we talked a little bit uh I met with a little bit before I just to review what the agenda would be today um we we did have each of you do the
084candidate profile information that's in the brochure you just did a few years ago that uh the community survey but you might want to have a discussion amongst you how you want to have people involved that probably would be through the interview process but we wouldn't do a complete uh Community survey or anything uh in The Limited uh search um the uh we develop the brochure uh and we'll be posting it all over the place we'll also be contacting uh quite a few people uh Rick had mentioned that he'd seen uh two districts that just posted those emails go out hundreds of them go out um and uh uh we also Post in um uh msba which is the primary place where they can posted the superintend association the principal associations and post uh and there's
085a new one called the Minnesota job site that isn't quite up to stuff yet we we're not quite ready to use them I'm hoping that'll happen before too much longer um uh we may post it there although nobody knows to look at it yet because it's so new and um and then Reis which it goes to a Nationwide thing uh and then um the we will work with all the candidates as they apply we'll also we get a lot of phone calls uh candidates will call they'll see my name on the thing they'll call me what's the deal what's going on how do I do this how do I do that Shelby Herrera who handles all the Rous stuff to take all the technical phone calls who in charge of all of the searches for
086a uh we'll we'll get a bunch U and we'll deal with a lot of that stuff uh the things you've been talking about here will be prepared to deal with um we'll also uh review the the applicants files make sure their credentials are up to stuff and then I'll send out that list that matches your profiles um and uh that at that point in time rest you do the interviewing you select the candidates that kind of thing so that's the the contract and I think you got a completed copy is that right I think it still needs to be approve just approve that all motion approve the contract with mspu Scott Dan discussion very none all those in favor I vote and Rick will me that in so uh that the two screening par the
087last page there here's some samples of what districts have used in the past uh for the two questions that go on the application I don't know if any of these fit what you're talking about we can craft something specifically for you or for your area um you know I I was when we visited before the board meeting I was thinking you know handling a district multiple communities is going to be unique skill set and if you haven't done it it's not like uh having a single pile you know a single situation um so you might want to think about something like that or maybe if you have uh you know other things whether it's curriculum facilities referendums whatever that might be negotiations you might want to think about one of those we can write a
088a question tonight that would match that because this will go to eeve in the Shelby in the morning and she will get them into the applications because it'll go live on Friday so we want to make sure have this ready to go so you want to take a look at that and see if there's any of these that J out at you or 10 10 and uh six six anybody else I think one you know the one you touched on with the communities I think um it came through the uh referendum meetings around the community connections you know with the school district and how we do that in regards to Growing those relationships so instead of just saying communities is you know making sure that the candidate understands its multiple towns Ty communities yeah how
089about we take the word multiple and move that to multiple communities R priest describe your approach to building strong relationships with stakeholder groups within both the school district and multiple communities because I feel there there was a lot of discussion how do you ensure that Madison AL my and Mar and ask all of them are thinking lack of parl is lack it's it's not Ms it's not appon whatever it's lack of parl and how do you get those businesses individuals slash whatever to be thinking that way um um we need somebody with that strong strong suit or being able to describe maybe approach the abuse in other places like that that' be nice to and one and 10 yep okay I will take one and 10 one with the change in multiples KCK that in
090um as well now what questions do you have for me before we done here I I have one question for the board that's similar to what you just talked about how would you feel if we if we have Julie designed a question that goes into the whole community that just says in 300 words or less write a letter to your this is an opportunity for you to convey to the school board what you believe is important in hiring your next superintendent instead of conducting a survey or trying to shape we ask 10 questions and none of them hit on what they thought and then we make those whatever responses we get it could come from staff or it could come from Community or kids uh anybody that chooses to spend the time it's an OP
091opportunity to convey to each board member 300 words or so of what they hope you'll look for can we put it in all the local newspapers go to the website under the local under the editor or letter to the editor saying the school board we could do that we could ask Lydia could we ask or they can just write a letter put a stamp on mail it or they can go to our website and convey where there'll be a collection Dave isn't there something that would happen then like a Google collection and each one of you would get all 200 responses down at your leisure or four can I can I make one Sugg steal what MSP sent to us like what are the top five things you're looking for to Super see now I
092didn't I didn't get that okay I'm thinking then it's one of those that instead of having to read 200 responses it can come in a graph for me and 50% of people you know one of those where you can see like the top and then if it have that option add a additional comment so if they all said we need a great communicator that will be relevant it's something you all see yeah and then prior I don't have time to read yeah do you have a copy of that I don't have that or anything you could just send it to okay you got email P wow we got it to a link it was it was like a link that we had to click on I just need questions right yeah just it was a
093che it was yeah it was a check box it was I think there was what 10 or 15 the only i' like to leave on there is there's going to be some person that says we need an art program here and if that wasn't identified like how do we well that's where I think you have a comment section so so you have a nice top graph that tells us these are and then we can see the numbers what people think are important and then we have I think that's a good idea and then we have a com can just fall in cuz I'm not going to read 200 things I'm sorry be like 100 words I just think or even 100 words I think it gives the community a chance to feel like they conveyed
094to six board members and we'll just tell them this is just going to the board this is a your chance to communicate with the board we can put the message out on parents Square correct we can put it out in the local newspaper that they could go on to this website well I think our director of teaching and learning is exceptional in designing this kind of stuff what you think I'm thinking you got a QR code right you you can you can do all that kind of stuff I'll get the list to Rick that you same thing you saw um I don't have it with me and I didn't I don't get that email but uh I'll get that to you so you'll know exactly what they're talking about it's really simple and all you
095got to do is you know recreate it and then either post it uh or know you could throw a QR code out there with a newspaper or whatever you wanted to do just link it please but that's going to be healthier than trying to bring people together and have long discussions and still convey to you there some priorities I think having not reading comments just I like man's idea I just want to make sure that we're communicating to all the communities either newspaper and parents s that hey this is your chance well here tell us I think what we'll do is call like Lydia or Adam and uh and Appleton Leslie just say what would you advise us to do what message could we send through the newspaper to convey we want input but we're
096moving fast I I would oh you protected a little bit on that yeah I just say put an oh I see you're Danny suggested with parents square a number of dist on that they just they they put that out there and put a link to it and they they as parents please give give us your input you know the board would like your input uh here's a link for in the qualification for the next superintendent that's par is going to get to all of our parents yeah and then number two newspaper is going to get out to more of our season season people in our community kind way to say that thank you people yeah people who don't have children right but are still what we would call pillar of the communi I'll get that
097to you great that's everything I have have more questions thank you Lee for coming on Pleasure it was really fun that uh leave the snow and see 56° 57 de today I live in Grand Rapids by the way oh so it was kind of a treat for me that was it was crazy to me I could believe yeah friend of from Marshall called tell me to suffer and I said I just outside of laa said it's really pretty nice just I'm not we get at least I'll give you the questions you anything else for tonight okay I'll take a motion to Second motion by Danny second and by Eric all those in favor