001All right, we're live. >> Okay, meeting to order. Do have a quorum. Mary let me know she's not able to join tonight and we'll do the pledge of allegiance. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. >> Okay. See, I don't we do have visitors today. They will be in our discussion session. Good. Um, I believe the next can I get a motion to approve the agenda? >> Second. >> All in favor? Motion passes and we will get into our discussion. Mike, if you can bring in our first search term, which I think is using capital and that's Katherine Rodman. I will go get her. I'm very happy. >> Thank you very
002much. Hello. Feel free to bring a chair. >> Oh, sorry. I'll do that if you want. Sometimes I all the way back makes Candace. >> Well, I'm Kathleen with Uni Capital Enterprises and very excited to be here with you tonight and share with you a bit about our process and answer any questions that you might have. So, I just checked with Superintendent Johnson. It sounds like you've had access to the proposal for a little bit of time. You hopefully had a chance to look through it. Yeah. Um before we get started, would you mind introducing yourselves and telling me how long you've been on the board and Yeah. Um I'll go first. I'm Candace. I um have been on the board for seven, eight years, somewhere around there. Um, and unfortunately my second superintendent search,
003so [laughter] we're sad to lose my butt. >> Yeah. Great. Great. >> Uh, Tim Rogers, I served on the board for six years, then I was off for two, and I just started my fifth year back on. So, uh, I'm in my 11th. Uh, >> need to know anything else? >> No, no, that's terrific. I, you know, probably I'll, assuming we work together, I'll have a chance to learn more about each of you because we do one-on-one interviews with each board member. So, [clears throat] >> and this would also be my second. >> Ah, all right. >> I'm Lacy Risto. I've been on the board probably too long in most people's opinions. Once you are on for a certain point, then it's like, okay, it's time for fresh blood. I probably qualify enough for some
004people. >> Um, three or four, I can't remember. Um, super independent searches. >> Oh my goodness. >> Yeah. Ruby Ruby Price. >> Anyway, >> yeah. No, I Yeah. >> Yeah. I was in Lane County with a lot of your prior superintendent. So, >> Yeah. Yeah. >> It's been great to have >> Superintendent Johnson for as long as you have. >> Yeah. >> My name is Sarah Cox. I'm the fresh one that she's speaking. [laughter] This is my the third year on the board and for superintendent. >> Excellent. Okay. >> I'm Debbie Wilkerson and I it's six years. My name is seven. I'm pleased. >> My Anderson's eight or nine. She tricked me. I thought I was going to be one. [laughter] >> That's how it goes. >> But this church. >> All right. >> I'm
005Marilyn. I'm the board secretary. >> Hi, Marilyn. >> Hi. Nice to meet you. >> She's been here longer than me, so that's [laughter] 50 plus. >> Oh my word. Gosh. And you've seen a lot and you know pretty much everything. >> Yeah. Think a lot of changes for sure. >> Yeah. So I think Yeah. Mike superintendent number nine. >> Number nine. Number nine. >> Well hopefully you'll stick around for number 10. And [clears throat] they'll stick around for a long time. >> I'm here. So >> yeah. Great. Great. I love my job. >> Hey, >> well, uh, as I said, so nice to be here with you all and thank you for taking the time to look at the proposal and, um, to just consider our firm for this really important work. Um, do I
006have a point? >> Yeah, we got a backup. >> Oh, excellent. >> Thank you. And then >> load you up. >> All right. And is the board to see? >> They can. >> Yeah. Okay. Super. because otherwise forward. >> All right. >> Oh, thank you. >> This is your your slideshow here. >> Yeah, >> I just fair enough. Simple and not too many slides. I promise PowerPoint. Would you Is it okay if I sit or would you all right? >> Great. Thank you. Um, so I just really quickly wanted to share a little bit about our firm and the consultants that will be working with Creswell if you select our firm. So, Human Capital Enterprises is a a firm that has done searches throughout the country, hundreds of searches, but we primarily serve the Pacific
007Northwest and we have really deep roots in Oregon. And I personally have very deep roots in Lane County. So, uh the lead on the search would be Christy Perry. And Christiey's native Oregonian. Uh she served 18 years in the superintendent's chair. The first nine of those were in Dallas, Oregon. So, kind of a similarly sized district to Creswell. Um, has a very deep understanding of schools big and small. Um, the last nine years of of Christiey's service, she was superintendent of Salem Kaiser Public Schools. Um she retired a couple years ago and before she retired she was named Oregon superintendent of the year and she also was a finalist for the national superintendent of media position. She in addition to working with human capital enterprises does um mentoring for KOAP and the coalition of Oregon
008school administrators and she uh convenes groups of superintendent. So I um it's Kathleen Rodenord. I am a I'm not a native Oregonian, but I've been here for 40 years having moved here to attend grad school. My husband law school and 40 >> 40. So I feel like >> and I was an Air Force brat. So I moved everywhere and so Oregon's felt like home for a long time. Yeah. So uh 34 years in Oregon public education. uh started in special ed, was a school psych, um special ed director, um building administrator, and then the last 18 years I've spent a superintendent of the Junction City School District. So have um very strong connections in Lane County and also at the state level because um postretirement I did uh three years of mentoring through uh KOS's
009new superintendent academy and I've also done um board superintendent training. Uh I've done program audits for some districts in Oregon and also have done uh supported boards with and districts with strategic planning. Um I've been with human capital enterprises for since early 2020. I started before I retired and I have gosh I don't know dozens and dozens of searches that I've done. Um last year our firm had the the honor of serving as the search firm for both Eugene 4j and then um South Lane. I always want to call it Cottage Grove, but um we did their search last spring. And I think if you had uh any interest, you could certainly check with Tanya, your counterpart there. You probably know Tanya and uh perhaps Pauline Valley, who is the vice chair of um the
010board there. and they've had quite a well and they've had some turnover there um just since we did the surge in the spring. So, she'd probably be a great connection for you. So, um I want to just talk through a couple things with you. I don't want to fully admit it because uh I know you all can can read and you've read the proposal but we just we are different than a typical search firm I suppose and perhaps different from others that you might hear from. Um and I would just say we're really widely known for our attention to detail. um we take the burden off of staff and we carry pretty much every single piece of the process. Um we need a little assistance on the front end uh where particularly when we're doing
011our community engagement when we are doing um focus groups, we need a little help with scheduling and we need a little assistance with pushing out uh a survey that's available to the entire community. And then from there, the only other thing we really ask for help with is just um getting a presence on the website so that your community can stay updated on the on where the process is and how they can get involved potentially in um informing your selection of next superintendent. So that engagement process I just briefly described, focus groups and survey is what allows us to really learn your district very deeply. And that helps us in a couple of different ways. It allows us to understand what is going really well here and that helps us in recruiting extraordinary talent. We're
012able to tell people why Creswell would be a great place to work. Uh it also we we learn about the challenges facing the district because we want people to be aware of that. We want to make sure that we're matching um people who are equipped to deal with those challenges uh should they should they take on your superintendency and we also share information kind of at a high altitude um with the board about what we heard from your community. We use all of that engagement data to write the next superintendent criteria document. It's totally personalized for your district. It's not boilerplate. It's not pick from a list of 40 characteristics that you're looking for. It's literally uh something that we craft in partnership with you to make sure that we're looking for the right person
013um for Creswell at this moment in time. Um so we also are really known for uh exceptional communication with the board. Um we provide frequent updates. We uh routinely um just make sure that we are uh attending to any questions that the board may have. Um we also help the board navigate communication about the search. Sometimes staff members or public um folks from your public will have questions and and we help you navigate that in a way that ensures fairness um and integrity in the process for for applicants. Um yeah, I would say the other thing that's really different um about our firm is from the candidates perspective, people really describe us as being super caring and communicative. um people feel like that's real different than the experience they might have had with other search
014firms and we we build relationships not only with the board uh but also with with uh the people that we recruit for positions. So the last point there, your staff is already working hard enough and we really do um we really do pride ourselves on keeping the burden off your staff and taking responsibility for every aspect of of the process. So I'm okay. I'll talk fast. You guys have a a long night, I'm sure. So just quickly to overview our process um we start in a in a planning meeting a work session with you where we will uh talk through the steps in the process. Um we'll outline a timeline that we ask the board uh to commit to early on. So we feel like that helps um potential applicants plan their lives. they know
015when interviews are going to be held and your community knows various uh stages in the process. Um we establish communication norms so that you all know if you have a question how to get in touch with us and how we'll share information back with you. communication norms um around potential applicants and that we uh take the take the lead on that and uh if you get an inquiry from a prospective applicant, we ask you to send them our way and and we manage that piece in the process. And that's another way that we ensure integrity and fairness is just making sure that there isn't um an opportunity for one person to get a leg up with the board as opposed to to other applicants. Um, so talked a little bit about the engagement piece. That's
016just really probably the most fun part of the work for me is just getting a chance to hear from kids and from students and from parents and community members and from you, the board, uh, and others just what's going well and what what challenges uh, the district's facing. and then really uh understanding exactly what you need in your next superintendent. And some of you who have been through multiple superintendent searches probably understand that at different moments in time you're looking for a different kind of superintendent. Um you're not always Yeah. So we very much uh learn what it is that you need and then we tailor our whole approach uh to to reflecting that. So we will advertise and recruit um to the extent that you desire us to do that. Um advertising we have
017an eblast that goes out to more than 40,000 leaders across the country. Um we have ways if uh it's the board's desire to focus on u an applicant pool that's more regional uh or even Oregon then we will have some recommendations on how best to how best to recruit u qualified folk from Oregon. So that's one of the things we'll talk through um in the process pretty early in the process. um recruiting. I think you probably saw in our proposal we were asked to do both uh present the option for either a comprehensive or a streamline search. Um and one of the differences between the two of them is with the comprehensive surge there's a lot more um I guess energy that goes into recruiting. Uh so that would be one thing you'd want to
018be uh we'd want to be talking about and thinking about um if you are vacasillating between either a comprehensive search or a streamlined search. Um we take care of facilitating the interviews uh all the way through the process. We do a telephone reference check on each of the people that we offer a preliminary interview to in our comprehensive search. It's basically five um interviews. The first one is with the consultants and from there um we come back and we you are provided uh recordings of those interviews along with access to all the application materials and then we help you determine who you'd like to invite to board interviews. So in the comprehensive process that would be uh a first round interview with probably four or five people and then after that you would have um
019we'd have a confidential community panel that would interview your finalists and then the board would interview finalists and then um the comprehensive also builds in opportunities for reverse interviews where your finalists have a chance to talk to um the outgoing superintendent and to some other key people in the district, probably you as well. And uh so that's that's the comprehensive process. And really the streamline process doesn't um it doesn't it includes every component as far as engagement um the preliminary interviews, the support um of the board throughout the interview process. We develop all of the interview questions. We sit side by side with the board in those interviews and help you deliberate. Um we have a really good protocol for um just thinking about um interviews and uh your takeaways from that and then really
020helping a board get to the place where they decide um on the best person for for their superintendency. uh we can assist you in the transition as well. Um we will help you with doing a public announcement once the board has selected their candidate. Um we also can offer services for superintendent board training. I think I mentioned I've done some of that and mentoring uh of the new superintendent if that's something that the board would desire. Um particularly if it's a brand new person who's never sat in the chair before. we've got some some real in-house expertise that uh could be valuable in that respect. Um, so I'm just about done. So in your proposal on page 13, you'll see kind of like a a quick comparison between the comprehensive and the streamlined search that
021we've um provided options for. And as I said, you know, the engagement work is uh that's not something we would ever let go of. And that's an important part of both the comprehensive and the streamline search. Um at the streamline search level, uh the interviews are uh fewer and so the board can elect whether they want the consultants to do the interviews first. You look at the recordings, look at application materials, and then work with you to decide who your finalists are, or we can do a first round board interview so that we skip a preliminary, but there we're there with you during uh that that first round interview and then we assist you in determining who your finalists are and then we support you with um the uh final interviews. The third one that's
022referenced there in the streamlined approach is that confidential community panel. And we find that that is just a really critical way of making sure parents, staff, community, students have a voice in um understanding who who the finalists are and they give the board high level, high value feedback from those interviews. um were clear in that process and throughout the process that this decision belongs solely, you know, on the shoulders of the board. Um it's you're it's one of your most important responsibilities as as a board. So, we make sure that the feedback you get isn't like we prefer this person or that person, but rather it's like here are the things we really found compelling about this person and here's some questions we still have. um for when the board interviews that and okay so
023just super fast um we have unmatched success rate we have never had a failed search we have 98% of those 100 plus superintendents we placed have served a minimum of three years in their district with the exception of one and that is a person who jointly made the decision um with a brand new board that uh they weren't what he was not what they needed um this new board was looking for. So that is literally the only one we've had that hasn't served at least three years and most of them we have some very long tenured uh superintendent that we've we facilitated uh boards hire me. Um, uniquely we are not only experienced superintendent, but we also have HR professionals. Um, our president Hank was uh the HR director of Portland public schools. He's worked
024in other smaller districts, Cammy and so on. Um, another one of our uh consultants is a longtime uh HR director for Northwest Regional ESD. So they bring a different lens uh to this work, you know, different than superintendents do. So we feel like it's really a great complement of skills. Um we handle the work and you focus on the decisions. Um our process is very well articulated. Um we'll make sure that you understand it and we will u make it a seamless experience not only for you but for the candidates. I think I know we find boards um really seeing us as trusted advisors and you know oftentimes in a surge there'll be things that come up and uh whether that is within internally with respect to the process or an applicant or whether it's
025external and the board needs some support for problem solving how to navigate through a challenge that's related to the search and um I would say you could call any board chair, board member on that list that's in our proposal and ask them how their experience was with us and I'm real confident that they would say that, you know, we exceeded their expectations and we really helped guide their decision making in a very um just a very helpful way. And then finally, we uh we don't forget about the candidates in this. You know, these are people that are taking time out of their lives. They're sort of putting themselves out there and um you know, having a lot of hopes uh in their aspiration for your position. And so we make sure that we care for
026them very very carefully and uh we communicate a lot with them. And so we often hear from candidates like, "Wow, even if they don't get the position, you know, they get the courtesy of a really in-depth uh call with us after the process is concluded." And uh apparently that's something that um most other firms don't don't do. So, okay, I feel like I've just gone on and on and I'm sure I talked way too fast. Maybe maybe too much information, maybe not enough. So, I'm wondering what questions do you have? I think you did great. >> Thank you. You talk too fast. We bought a little long. Great. A question. Oh, this chair loose too. >> Careful. >> Um, a question around is there a difference in your searches on what assets you use to
027advertise? >> Yes. And that is something we do in consultation with the board and a lot of it is uh it depends on what how broad a reach the board wants to have. So um you all are members of KOSA I'm assuming. Okay. So, KOSA has a job board and I think uh Superintendent Johnson can probably attest to the fact that um leaders throughout Oregon, not only sitting superintendent, but people who are aspiring to superintendency, that's the place they go to. That's free. That's something that you um have access to by virtue of being a member of KOSA. There are a couple of national level um options and really it it's not super necessary to do that unless you want a national search or unless you're looking for a very specific kind of applicant. There
028are some districts who really it's very important for them to have a bilingual superintendent. And so in that case, we would um target our recruiting efforts uh through ALAS, the um the association of Latino Administrators. Um and I don't know, does that answer your question? Um for the most part, I I guess a more nuanced question, do you does your firm maintain like a confidential list of people that you recruit only for the comprehensive search versus the streamlined? Like are We will recruit for both um for both and we do have just a huge database because we've talked to a lot of really exceptional exceptionally talented people >> and so your network is available under both. >> Absolutely. I should have asked it that way sooner. So, and about 40,000 uh plus people who receive
029and uh receive that email blast from us, what they'll get is an announcement that says Creswell School District in Oregon is looking for their next superintendent. Here are some things about the community that would get people excited to apply. Um, we are very responsive uh to people who reach out with questions about the position and we also make time to talk with every single person who wants to avail themselves of that opportunity and that's where we share with people what we learned through that engagement process about strengths and challenges. >> Thank you. >> You bet. And if we were to choose to want it to be more a smaller search, is there a blast that goes out like of more like not like necessarily local but more Pacific Northwest or regional? >> Yeah, definitely. So,
030you know, the KOSA piece is definitely one that everyone in Oregon is very tuned into. Um Christy and I both have a huge number of connections by virtue of being Oregon superintendents for 18 years and certainly um I think have a good handle on people that are even really local to you all. So feel like we we could uh bring some really quality applicants to to you for your consideration. >> Great. >> Yeah. Thank you. like that. Anything else from answer questions? >> Okay. Well, I so appreciate you giving us this opportunity to talk with you and obviously we'd be honored to help you out and uh just yeah, I wish you luck one way or another. I know that these are going to be good shoes to fill and yeah, >> thank you for
031spending so much. >> Absolutely. My pleasure. My pleasure. I'm coming up the road to Beaverton. I'm meeting with a group of students tomorrow morning. So, we'll drive and talk so fast. No worries. >> Look at that clock. It's an hour off. Don't think you're at 7:30. >> Okay. Thank you. [laughter] >> All right. I don't think >> he didn't say I don't know your proposal said it did. I swear he said someone else's name but maybe maybe he meant separating those out. >> Thanks. I have micro kidding me. Is that your rotating? write it down. Um, so when did we talk about since the format of the meeting changed when >> I guess I don't understand because this is my choice process. When do we talk about like what >> which one we're choosing? >>
032Not which one we're choosing question. What are we looking for that after we choose a company >> and a company? Do we do we have a discussion regarding both choose? >> Yeah. But I think yours was were you asking like what we are looking for in superintendent? >> Yeah. After we take a search firm that's what the latest or the first part of what the latest >> Yeah. new are you uncomfortable or I just process. >> Yeah. Yeah. So after we decide who we're going to go through, that's most of the life for her. That's kind of her step one is um we plan with you. So overall the process, what are we looking for? What's the community looking for? And then that gets ready for a job twisting. And I think she even said
033she does oneonone before to see what you think outside of what the rest. We'll see what is it Vince or someone else. Uh Jennifer is here representing SBA and so whenever you're ready I can go get her now. Okay. Once there's Yeah. Then we can have the rest of the meeting to talk amongst us about which one we would prefer. And that's why we went special session instead of working session is we can vote tonight if we're comfortable. If we're not comfortable, we can vote this. Jennifer district. >> Thank you. Okay, we have my stuff right out there. She works for me. >> Thank you. >> You're welcome. Thank you for having me. I appreciate being here. Um, so I'm going to kind of go through I I know I brought the items along for
034you to follow along. Um, do I need to just kind of >> I can go back and forth across the whole page, but I'm not certain. >> Oh, I have to tell you that. >> Okay, that works really well. Perfect. then I'll go ahead and get started. Uh my name is Jen Nelson. I am uh with OSBA. I'm a board development specialist. I'm also an executive search consultant. Um but before joining OSBA, I was a board clerk for about 20 years. So sat on sidelines. And in my role, I have um supported about 35 different executive searches. Sometimes as the board clerk and then other times as a consultant here with OSBA. So, I've seen lots of different sides of the search process. Um, yeah, that's pretty much the my stories. I mostly have been
035a city recorder and a school board secretary in Carlton. So, um, I just wanted to kind of let you know that I have a lot of different areas. So, I like to support from both sides and try and take some of that pressure off the staff because I know how much, um, searches can take out on staff and the board as well because it's a lot of work. So, just before we get started, I just wanted to kind of let you know a little bit about that. Let's see. So, um, looking at Crestwell, I've kind of done a little digging. Um, I know that Vince has worked with you all before, but I haven't personally gotten to do any board development training with you. So, I wanted to kind of see what you're all about.
036Um, I have a lot of experience working with smaller school districts, and I always love working with them because they have a lot of unique things to offer. And really that's what we do when we're trying to create your search materials and advertising. We work closely with you to really find out what it is that your goals are, what your mission and vision is. And by the end, we become one of your biggest cheerleaders. And we want to make sure that people know all there is to know about your district and that we find the right person for you as well. Um we are of course we've been here for about 75 years and serving in board governance um roles and doing trainings. Um but I think that our executive search skills we've kind of
037only opened up the last uh decade or so. Um so we have experience and we have a lot of people who have had experience with it but that hasn't been our main focus for a long time. It's really about the board governance relationship and the relationship between the board and the superintendent. But we felt that this was a good way to kind of get started in on those leadership teams and helping you with the things that you need to do um by being a part of that process of you selecting your your new leader when that time comes. Um let's see. So we do have a lot of personalized service because we got we've gotten to know you probably from times that we've been with you or gone to events together and things like that.
038So we have a lot of um things that we try and develop that relationship right from the start. And then we have our national recruitment capacity and I'll talk a little bit more about that shortly. So what sets us apart? Well um unlike a lot of other different firms, we don't have a pre-selected list of candidates that we try and um select for you or hand to you. We really put the decision in the hands of the board. Um, we like you to see all of the or all the applicants and candidates right from the start because sometimes if you get to look through the application materials, there may be things that you're specifically looking for that we might miss if we're just the only ones who are looking. We really want you to be
039the ones who are involved in deciding who looks like they would be a good candidate and a good fit for you based on their application materials all the way through to the interviews as well. But we don't let you do that by yourself. We support you along the way with all the communication and setting up resources and tools and rubrics, helping you select questions and also just um kind of being there along the way to train you too in the different elements that it takes because not I don't know how many of you have ever been involved in this executive search since you've served on the board before. Everybody >> everybody but you'll really like the trainee. [laughter] Okay. Okay. Well, that's good to know that you've been through some of it, but some of
040you haven't. So, it can seem really overwhelming and daunting at first, but we have a lot of supplies and tools and trainings that we felt has been helpful along the way to just kind of let you know what is expected of you as you're entering into the role throughout the process. Um because we do all the trainings and we are here after and before uh you select a new superintendent, we want to ensure that that um balanced governance and what you need to do as superintendence and that relationship building between you and the new executive is really foremost. um that idea that the research showing you know the tenure and stability good relationships between superintendent and the boards are really important um for student positive student impact and that's really where we want to make
041sure that we're focusing on and we do continue that throughout even after you've selected um the superintendent and the search is concluded we're still here for those kinds of questions that come up um as I mentioned the relationships are really at the center of the search in our process. Um, we really like the board to direct every direction that we go. Um, we like to support you, but we like you to give us guidance about what you're looking for, what you envision, what you want to ensure continues, um, from the great things that have already started um, and that you're currently working on. Um, especially when you're concentrating on other things like bonds and facility projects and the directions that you want to do uh, for academics. Um, we want to make sure that the
042part of searching um for the next superintendent isn't a burden. And we also want to make sure that you're thinking about and including everybody because that community um seems really important to Creswell and it is to us as well to make sure that we're getting input from all areas. Um so we just want to help you to be the center of that. Our search process is pretty similar to most of the ones we've probably seen. It's not a lot of deviation from the different pro processes and the different steps but a little bit of variation that we have um goes into that planning and developing those qualities and qualifications really seeking out input from students, staff, community members. Um we have an option for focus groups. We do have some surveys that is really also
043talking with the board and determining your needs assessments too and incorporating all of that into the basics of what you need, the qualities and qualifications of what you're looking for that's going to take you where you want to go in your vision and mission. Um, so we really focus quite heavily in the beginning on making sure we truly understand what you're looking for because then that helps us to do that marketing and target those different markets specifically for the kinds of people that you're looking for and what they have to offer as well so we can get them to apply. And then of course after the advertising um part, we also support you with that recruitment and the screening. Um we don't screen the applications by ourselves. We're not gatekeepers. We'd like you to be
044a part of that process as I mentioned before so that you can see the details. There might be something you see within the application materials that really excites you that we might have missed if we were just looking at a blanket thing. So we like you to be a part of that process. We support you and then we provide that screening training for you. And if you do decide to have a screening panel of uh staff or students, um oftentimes it's really nice to bring community members and people into the process for the screening of the actual applications. Um ultimately the board makes the decisions, but it's nice to have that debriefing and that input from others as you decide who you'd like to interview. And the first round of interviews we do um virtually
045and then we do the finalist um interviews are also held in conjunction with a kind of day in the district where they get to come out and do some site visits and meet with key staff and have some community forums. And then of course we help you with the selection process and ultimately part of the P package too is a transition services. So, we do offer those as part of your base fee for um the search process and that six hours of um board development training that we offer and I'll talk a little bit more about that as we get to those individual items. So, I think I already kind of discussed about the planning phase. Um really during that time is when we're doing usually about a two-eek survey. We ask you to put
046put out that we can get some information um from your community and from staff and students and parents um really seeing what they're looking for in the next um superintendent and what they value from the current relationship that they want to continue those kinds of questions. Um then we also help you develop a search calendar. I did kind of put a preliminary search calendar in there based on the meetings that you already have on your second to Wednesday of the month at six o'clock. I really try and work in with meetings you're already having. So, we don't have too many special meetings or additional meetings that we're piling on top of the board um to go through this process because it can get pretty um strenuous if you have too many different ones. So, I
047did provide something to kind of look at. you definitely um would have some input on changing that around so it works best for you, but I wanted to give you an idea of how long it looks and what we're looking at and the different things we have to do. Um that community engagement part, um I talked about the surveys. We also have optional focus groups. We have um really that needs assessment just talking with the board and kind of deciding what it is that you're looking for. And we bring all of this together. We gather pictures. We asked for um different facilities, pictures, pictures of students. Some um some districts have done little videos um saying, "Hey, why you would want to come to Freswell, something like that, and we incorporate all of that into
048the advertising and marketing flyers, as well as those qualities and qualifications that you developed in support with your uh community." Um and really everything that we do from uh screening on is focused around those qualities and qualifications and that's what we use as the basis for um all evaluations for candidates. Now we talk a little bit about our recruitment. We do say that we do a national recruitment with a western US focus. And what that really means is that we have a wide network of state associations that we meet on a regular basis with and a lot of those state associations do executive searches and we collaborate with them on a monthly basis. We also send materials that kind of put everything onto their website. So if people are looking to search and they're like
049in Pennsylvania and they decide they want to come to Oregon, they can go to this national site and then they can automatically be redirected to Oregon as well. We focus on some of the ones that we found because that they're closer in proximity. We found a lot of people in Colorado, California, Washington, um that have really wanted to come to Oregon. Either they've been here before or they're close enough, the relocation seems like it makes sense and they eventually want to be here. So that's why we have that kind of Northwest focused because we're a uh we want to make sure that we're getting people that have different experiences in different areas, but also that feasible too um that they may want to be coming to Oregon. And we have found a lot in those
050areas and that's where we're seeing a lot of our applications. So once we've seen where the applications are coming from, that's where we started directing our marketing. But we also have a really large set of um about 40,000 people on direct email marketing list that we've gathered over the years and as a previous consultant um and that is nationwide and people can join that at any time. Um we also have a great digital communications um department and then we have digital marketing plans that we come up with. We really look at what you're looking for and the qualities you're looking for and we target that audience through the different parameters that we can put into our social media markets. Um I think you talked a little bit about the screening and interviews. Uh we train
051your team and then the board selects the interview candidates. We have the first one. Ever since COVID, we really started doing that first one initially as a virtual component because we found that that's a skill you need to have now that you have to have that virtual component. You need to be able to present yourself virtually. So we like to have both an inerson and a virtual component. So we start off with that virtual one. It's really easy to get people if they are coming from somewhere else to get them on to an interview and at least be able to determine if you'd like to bring them on as a finalist before we start paying for those travel expenses as well. Um, just to give you an idea, I know I get this question a
052lot about how much time the staff or the screeners are going to devote to that screening process. Staff not so much unless they join the screening panel. um because we have a lot of things that we send the communications directly to everyone ourselves. We have an admin on our team as well as um we just kind of work together to make sure that those communications go out so we aren't burdening staff. But as screeners, you would expect to have that one to two hours of training to prepare you for your roles um or your screening panel if you do select one um which sometimes can have students, can have staff, maybe an occasional community member that is heaven involved. Um and then um once we have that all selected, that takes about 30 to 60
053minutes per application usually to screen through and determine your rankings. That's what we've averaged about. Um we teach you how to do it pretty quickly. It's an online platform. We also create rubrics and things for you to work through to make your decisions and then you rank them. So we usually give you about a week to 10 days um to do that once we've completed the screener training. Sometimes we extend it if needed. depends on when the next meeting's going to be that you're selecting for interviews. Um, and then once we have completed the first round of interviews, which we've helped you to develop those questions um, based on what you're looking for and also some of the things that have come up during the screening process, there may be some questions that we want
054to make sure we really target those questions. We help the board to develop them, but you really have strong input on that. Um, we don't provide the questions. We do provide qu question banks and then we help you to select what's best to ask and then we try and be consistent in that first interview and then the finalist interviews get to be a little bit more in depth especially after we find out reference checks and background checks and things like that. might want to put those a little bit clearer in that final phase. And then in the final phase, you have that final interview and that usually is in conjunction with a site visit to the district and that's really where Crestell gets to shine and kind of show what we have to offer in
055person and get to meet with PE staff. I love putting the candidates in front of students because they ask the best questions and it's really fun to see those interactions with the uh potential new superintendent and the students that they'd be serving. Um we we take the heavy lifting on that as far as logistics, but we do have to ask staff a little bit of stuff because we want to make sure that we're not holding those days and those interviews during a time where something big is happening in the community or something big is happening with the school district or staff has a new service day. We want to make sure that everything's in touch, but then once we get those basics, um, we try and help as much as possible to support that process
056for staff so they aren't burdened with that. Um, I do always like to give that tra travel cost breakdown. Um, what we've tried to do because we recognize especially budget constraints with smaller districts and we know what you're facing, we've really tried to combine, as I said, a lot of our items with meetings you're already holding. Um, we have transferred things to do it in ways that we can attend virtually if that's what you choose. Um, but we really like to come out for that day in the district and we're only a couple hours away. So, it's not too far. But I did want to give you an idea with the mileage and the travel time and um, uh, the estimated cost would be about 475 from Salem to here um, per visit. But typically,
057we only need one maybe two days of that if you want to do everything else virtual to save costs. but we're welcome or willing to come out anytime you'd like to have us in person as well. Um, we do have two layers of guarantees. That one-year guarantee is if you hire a superintendent and they leave within one year for any reason that we'll go ahead and wave the base fee, do the next search. Um, there may be some travel costs, there may be some additional marketing, but if we've already done the marketing for you and we don't want to do any substantive changes to the format or the profile or materials, um, then there probably wouldn't be any charge for that either. Um, it has happened on occasion that there are no qualified candidates or
058there's qualified candidates, but it's just not the right fit. So, we end up having a search that's like, uh, we don't have somebody that we really, really want to select. And that has happened on occasion and we would do the same thing or that we would guarantee the next search we would just find the next one for you. We have an interimm list that sometimes we would help you assist you to find a possible interm um while you're waiting to do the next search. But we wouldn't charge anything over than the travel and um any expenses related to that or any additional needs for marketing that we don't already have built. Um, and then of course the transition support, we do have those six hours that I said we do like you to complete that
059before the end within July to December of when the new superintendent comes on. Um, really we like to get that so we can start off on the right foot and make sure that everybody's aware of expectations, roles, responsibilities. Um, and also kind of reviewing that superintendent evaluation criteria and and helping you to develop that if it's going to change in any way whatsoever with the new superintendent because sometimes the superintendents have different things that they're used to doing with evaluations. So, we just really wanted to provide communications protocols, expectations for the new team as you're working together and to support you with that. And of course, we do the same trainings afterwards, but this is included. Um, and then as I said before, that's really just about relationships. Um, that we're really driving the community
060input as well as the boards that we walk with you, support you, but that you're driving everything just to make sure that the next selection for your superintendent is going to fit well for everyone, not just the board, but the community. So, that's kind of Wait, I tried to post. What kind of questions do you have? It's a lot. I tried to put a synopsis of highlights for you as well. >> Didn't have any sit through the uh for you and then presentation at the OSP. >> Oh, you did? >> Yes. >> Oh, yeah. >> Got a lot of answers there. >> We're going to do another webinar. We decided to continue that. We're going to do it on the 18th of December. Um so, if you want to come again and get any other
061questions, we just decided we're going to continue the conversation. It just is really wellreceived. too. >> Good. Good. Love to hear. >> Do you get convinced to do this together? Like if >> it's a great question. So really what we say is that you're getting a lead consultant. We usually based on what their timing or schedule looks out. We try and assign a lead. So we have a point person. We communicate with you and staff and everything, but really you're getting the whole team. So like for example, Vince was unable to come out tonight. So he just called me and said, "Hey, would you mind going out there?" And we just worked on our schedules. We also have another um consultant who works with us and he's more available to he has his own um
062human resources consulting um and then we train him in our ways and we brought him on so he is also an option and then Reggie our department administrative assistant really helps too with any of the background support that we need or if somebody's having trouble getting out to reveal you know late at night before things are due as far as the rankings then he's really there and so am I to make sure that he can walk work through that. So, you're getting the whole team or a small team, but we're pretty mighty. [laughter] Um, but we do assign somebody that we want to be like your point person that you directly contact um and that has a contact with stat on a regular basis. >> Okay. Thank you. >> Questions? >> Okay. Well, thank you
063so much for taking time to drive down here. We very much appreciate. >> I'm glad it worked out. It was a busy day. So, [laughter] >> well, thank you so much for having me. And if any other questions come, just let me know. >> Thank you. >> Mr. Johnson, make sure to discussions. especially in special. >> Yeah, I think we have to for Yeah, we're on YouTube right now. Yeah, I do. >> What's that? Okay. So, um, as you asked earlier, we kind of change from a working session to a special session. I don't think we I think the content would have been the same. We would have reviewed these two proposals, but changing it to a special session allows us to vote if we want to today. And if we were in a working
064session, we couldn't have voted. So, um, we don't have to vote today if people want to think about it or have concerns. Um, the main reason we talked about moving it to a special session to allow us to vote is it keeps us on timeline. If we pick someone today, allows us to get started and we're not waiting another month before the process would start so that it was all to people. Um, I think we can have the same conversations essentially as we said a working session just this allows us to go. So, I'll kind of open it to the group. If anyone has thoughts or preferences, we could start with likes of either group from there. That everybody wants to talk. Yeah. Um I like we're talking about human capital first, right? Um I
065did like a number of things about them that they crafted it specifically to what our desires are for they the recruitment itself are very she sound like they were going to base it on the information they gathered from surveys, focus groups and that they do that for us. Um I also did like that they had HR experience from multiple different districts and areas. sound like they had a pretty big group of people to work for them. And um I thought she was very personable too. Just I just really I enjoyed her presentation. So those are my likes. >> I agree. I agree. >> Okay. How about do we want to talk about OSBA? What we've liked or What about the first we've used them before, right? They're an entity we're used to and engage in
066cases many times. >> Um I think many of us know the process that will probably be I think it looks pretty similar to Boston. I kind of like kind of favor the RSBA just because that's how I found my the process through the well to take some time. >> The question I have this is executive session so we can >> we're not exemption. >> Um we have a young lady in our system but we can't talk about that. I don't think we I think we have to focus on picking these things too. >> Yeah. Yep. >> Okay. >> some point in time or other thing we got to talk about that. >> We do. We do. I think during the actual review of applicants and selection is probably when that's >> when probably when you
067get into an executive session. >> Yeah. >> Um but no, I thought both presentations were really good. thought it was kind of funny when we were in the OSBA session when Vanc needed something answered, he asked her. >> No, that's good to know. >> Uh not I'm glad she came that. >> Yeah, >> they both pretty good presentations. Uh they both have a lot of good points. Um I'm not ready to vote if that's what needs to be said. I'd like to read through these things again and make a decision. But I don't want to wait a month if we >> that's the hard part is we have to either have another s another special session to vote or we have to wait to our next port. >> You have some kind of a say
068a week or two from now have a zoom meeting where we all >> this meeting that's recorded. >> What's that? >> By law has to be >> recorded. We can record a zoom meeting. Okay. I'm just trying to say I mean I'd be happy to come in. I don't know that far away but if somebody intent they could do it by soon but I don't know that I'm ready to make a decision but I guess if I had to say one or the other I think the USBA uh didn't did really well by us the last time. >> Okay. >> But um that's kind of where I'm leaning but that's I'd like to read both the go to proposes. Anyone else? >> Yeah, I'm with Mike on on that. But, uh, resourcewise, both firms seem
069pretty equal. I mean, they both have the the 40,000 uh person email list. >> And, uh, so they they both seem to have the same resources. They they both seem to respect uh staff trying they I think they both could do the job but I think OSBA would be better suited to training us on how to do the the various steps that we need to do. Uh and they have the experience in training boards. Whereas I'm I'm not saying that uh >> I'm not saying that human capital does not because they're both superintendent and they obviously have worked with boards for decades. Uh but [clears throat] but OSBA has more resources in training boards and more experience. And as Mike alluded to, um since I was on since since my one superintendent search led us
070to Mike and that was with OSBA. I do have some favoritism there, but as I tried to lay out though, uh I I do favor OSBA and and and I said why >> I I think they're they're they're just better suited to training and and they may need to walk in these steps. >> Even though Several others have gone through these sets before. Uh it's been a while and and and uh I think they need that. >> Okay. Thank you. >> So that's just where I'm I'm leaning and I I could do a vote, but it probably wouldn't hurt to cut if if we can come back in a week or two. I'm gonna be um I I think there's a difference in how they approach it. So I think with I think the question
071for me comes down to how much control or flexibility do we want as a board? So Human Capital has a pretty structured approach. they're going to do a lot more work for us. So, we're gonna do less. So, I think an evaluation of time of how much we actually have to give because it doesn't move forward unless we do it with OSBA. >> Right. So, human capital, there's six focus groups. I'm looking at the streamline search because I think that we >> in my opinion, I don't think we need a comprehensive. The streamline seemed pretty good if we were going to go in the approach. six focus groups with the flexibility with OSBA. If we wanted to have 10, we could, right? Like we're paying for more of the time or designing the process. Um
072the three interviews is the only thing with human capital where I felt like oh that's probably could be a little bit restrictive if we get two top candidates or if we want to have three community groups at three different times or like with OSBA we have the flexibility to do that. Um, with human capital, it's a little bit more limited, but they're also going to do the screening where we're not spending an hour for each application. That was my nose. That was my no. We sped 30 to 60 minutes of application and he said