001compared to last year. >> There you go. >> All right. Good evening everybody. Welcome to our uh special work session on February 5th, 2026. Um, I have for roll call. I have all um active board members in attendance. That's myself, Holly, Heather, Sean, Chris, and Brena, as well as uh Dr. Clinger here. And we've got some IT support as well and Sarah. >> That's it. >> We do have a meeting agenda for this work session. It's a pretty brief one. >> Entertain a motion. I'd move to approve the meeting gen agenda as effective. >> Second. >> I've been moved by Holly, second by Sean to approve the meeting agenda. >> All those in favor? >> I. Any opposed? >> All right. Uh, so we have one really agenda item tonight and that's a board applicant
002screening. So uh following David Ligotic's resignation >> uh we had we opened up applications for the uh vacant board position. Uh by policy we appoint that position until the next available election which will be May. >> May. >> Mhm. >> Yeah. >> Uh May not Yeah. Not May. May 27th. >> Yeah. Okay. We're doing okay. Um, we received 12 applications and so, uh, we had intended to interview the whole field. I guess I'll give the board the rundown. Uh, up until last week, we were planning to interview the whole field, but as we started to put that over a calendar, that was going to be pretty difficult. And so, what we're doing tonight is we we've uh adopted a rubric. Um, we're presenting that to you. Uh, and there were three questions on the applications
003that our candidates responded to. What our goal tonight is to um narrow the field down to three to five folks that we can interview them next Thursday. And so um what we have is all of those applications. Uh, I'd like to allocate about 20 minutes, 20 to 25 minutes for us to individually go over the applications, use that rubric, and kind of score out candidates as we see them >> and then we'll have 20 minutes or so to uh to convene and talk through it and narrow the field. Does that work? >> Okay. So, I will distribute these and then we will just silently be working through it. Uh do you does anybody want to explain the rubric or should we walk through that together? >> Yeah, let's have a session. >> Yeah, maybe public.
004>> Yeah, that's a good good point, Sean. No, we're not in executive session, but uh we have um when we get to the discussion part, I can remind folks, but we've given the applicants >> Sarah randomized them for us and we've just got letters. That's how we'll discuss them. So if you need to make a note so that you're discussing the right person >> letters are in the upper upper corner >> and Sarah do you mind? Yes, we have pins and loses. >> So, if you look at this this top grouping that has um the uh the general screening rubric, it has >> the uh sort of how to grade them out. Um some some key key ideas, how to grade them out. And then you have your actual score here. And that'll help guide
005our discussion coming out of the 20 minutes. So, I'm going to actually put us on the clock >> and I'm going to say we've got till 6:30 p.m. to screen these individually. If you get done before then, please just put the pencil down in your head on the desk and that will >> the teacher just I'm not going to do I think I'm just going to refresh it again. But just >> we don't need to have it closed. It's not exactly. >> Yeah. I just got my computer on like what am I supposed to be doing? So >> go through the applicants. >> Okay. >> You're gonna score on this rubric. >> Yeah. >> Or this little like master sheet >> based off of this rubric. >> Okay. >> The goal is to guide the
006discussion so that we can >> the rubric. There's my schedule. Okay. I'm not taking manufactured out of here. Yeah, just lean me or elbow me or something, >> right? But I'm also trying to think through like are writing as well, right? >> It's up to you. Do I put SC next? >> I was just clarifying in case you're interested. Yeah, we're at 6:12. So, 18 minutes. That's a weird time check, but >> 18 more minutes. We have the time check >> 10 minutes. 12 11 minutes. >> Okay. >> Yeah, it's ambitious. >> I don't want to look at the clock right now. Let's go. We pass those fours down to you, Blake. >> Yeah, Sarah. >> Sean. Hey, everybody. Sean's done. He's that kid. >> Clap for today. I do understand more. >> Well, I
007kind of do this. >> That's fair. >> That's great. It's I really There's only one person I know. >> Yes, but nothing. Nice. Check for four minutes. How's everybody doing? >> Three left. >> Okay. One minute. Oh, >> and I am hustling. >> Me, too. How are you doing? >> One thing I've done in my position is just deal with your gut and >> I get to read them all first. I know. Read that. >> Let's go. Um >> I'm prepared to move it to 9 minutes, >> but fair warning that will cut our conversation to 15 minutes >> if we do that. So That might be helpful. Okay. Question. We're down to one. You're >> probably doing better than I'm on my last one. >> Well, I'm definitely not. So, you're right. This is
008one of the most important things that hang Okay. Am I totally am I totally mine? I'll put it in. >> Are you trying to I'm trying to I was trying to like right order. Yeah. We're not all so candidates. >> Well, what you do is you put in the final stories and then add the total. >> So, you do a formula to add the total >> or percentage >> or no or percentage or whatever and then then you would rank by lowest to highest. Yeah, the one I was looking at said to do an average. >> Yes. >> Typically what we've done in the past is we add up all because that's what I'm doing here. So like I would add up all the applicant a scores >> and then divide up by you six
009board members and then that would be the final score for >> that. I can fine that's probably valid is what I'm saying. You just add them all up. >> It's the same thing. Averaging and adding them all up is going to each give you an average. between the numbers if you divide it by seven. Yeah. >> I mean, it's the same, right? That's >> I'm just saying the final score is what you probably need to focus on, not necessarily the A and the B and the C, but >> yeah. >> So, you add all the >> Yeah. >> And then you rank it >> highest to lowest. >> So, the most points to the lowest points. >> Yes. bouncing producing my formula. >> Yeah. I'm sorry. I'm almost done working. >> No, that's not bad.
010>> Good job. party or something recently or >> um I am on Sunday. >> Oh coming up. >> Yes Sunday we get done 90 minutes before um it's for the celebration of life. Yeah, 100 views. >> That's awesome. >> Almost finished. >> Okay, we got two minutes before we're in crash time. Brena >> and working. I'm so sorry. I don't know how you guys are so quick. This is why I wasn't great in school. I don't know. Heather, where where will it be? >> The red on Salmon Street and is a big huge huge place. I haven't been there, but I've heard of >> I know where it's at. Yeah. >> Yeah. Salmon Street. Yeah, they could >> people do expecting that. Okay. I'm honoring six people and who's one of the honorary I'm going
011to try to preempt part of our conversation. So, um, not preempt try to get my disclaimers out of the way. So >> the uh as we look at these, what we wanted to do was have a rubric that gives us context for our conversation and that's how to narrow to that three to five that we're going to interview. Um what I was working through with Sarah is that I could see real quickly like there's some that evaluated candidates within three total points and some evaluated them within like almost the whole 15 total points. And when you do that, you can't just take the average. No. Yeah. >> Because otherwise it's it it awaits it poorly and we've gone through this plenty uh in the past. So what I'd encourage you to do is start looking
012at your sheet and look at who are you ranked, you know, almost just numerically who who your top >> Okay. And maybe that's what we'll start with is what our part two and then um >> and I have to work from >> top three. The problem with the top threes, not everyone's gonna have the same top two. And so when you get six people with different top twos, it >> doesn't narrow down the whole >> Okay. Maybe >> sometimes in your fling that will end up being a natural break. >> Yeah. And and so like when we do reverse hiring, we do something similar to this and then I let them know, hey, here's the top whatever you choose. Yeah. >> And then have a discussion from there as opposed to probably ask, okay, well,
013I've got my top two. She's got her top. >> Yeah. >> Because it could be so wide. If I will I'll be forthright and say that the difficulty of this is that we we did ask three questions and I'm grateful for that in our application but not with the intention of this. You know the thought was turn out. >> Yeah. We had >> expected a lot of coverage for a for a posting. So >> I think the one I got was 12 15 week >> 11 years when you interviewed all >> still there. I'm just wondering where all these people were last year, >> right? >> So many uncontested races. >> Applying for a board is different than running for a board. Some people are willing to do >> well they will have to. I
014mean that's the next step to stay on the board. They'll have to >> from my perspective I wasn't sorry but I would apply it like okay I'll try it. >> Yeah. >> I was trying to do it quickly. >> No you're good. >> Here we go. So that goes back. All right. So here's what I would like is um >> Sean it's going to be splitting hairs >> but I would like to hear just top three candidates in order. And remember, we're using the >> sub three. Okay. >> Making sure >> he might change his mind. >> And this is for ease of conversation. If you happen to be a person that remembers names over codes, just remember that our conversation is >> I almost said we should just redact the name so that I
015can't mess up. >> Um, okay. So, let's just kind of go around the room. Sean, you're the first one done. Who were your top three? >> Okay, so um my three was split between two people. However, I will choose one over the other just narrow down three. >> Um so my uh number one was uh applicant I lots of experience in community, lots of experience with kids. Uh served on uh boards, dealt with budgets and finance. Uh >> yeah. How about what is your two? >> Two is E. Similar to I and three was L. >> Okay. Heather. >> Um. Okay. One is A, two is I, and three is K. >> Right. Uh Paulie. >> Um one is I, two is H, and three is F. >> Say F S F S F S
016F S F S F S F S F S F S F S. >> Yeah. And that is my type. >> That wasn't his name. That was F as in just >> um my number one was A. Number two was F. Number three was C. A f. >> Oh my goodness. You and I have the same initials. So my coding just prepared to offer yours or should I go? Okay. Mine went F, H, and I. Not necessarily in that order. Let me think about that. >> Yeah. >> And uh Sarah, >> not say my three was split between >> L and F. Since F seems to be the consistent theme, I'll just >> I'll switch switch it, you know, to keep things. >> What was that? So that >> So I I had L is
017three and F tied with L. >> So I'm just going to >> LF. Yeah, >> one line were tied. So I'm just going to give them that work. >> So F, G, and I. Julian. Well, I think there >> was like wondering if I should start. >> I think there's a tie for the site. >> H. >> Okay. So, yeah. So, right now we've got uh within the totals, and this is not to mean this is where we're going, but candidates F and I each appeared five times in our >> So, it appeared on five of our lists. Um H and A appeared twice on our lists. Uh >> I thought I heard A three times. I just showed it as twice. You >> twice. Yeah. >> A was >> four on mine. >> Um
018>> A >> if we tied for >> um and we got a little bit of time. If we go to fourth now, I'd like to hear kind of fourth candidate. Who's that fourth person for you? So Sean, yours is L. >> Mine is L. Yeah. >> Okay. Heather. or anybody I can write it down as soon >> be. Can you come back and do the look at the name? Look at the thing because I have area for >> um Yes. >> Okay. >> And I have a three-way tie, but one of them is candidate A. Sean was >> his fourth was >> Lisp and Brena. Did you have one? Yeah, I just I was trying to look real quick at the the two, but I did you say you guys >> I had the Brena
019was lay a four. >> Yeah, I think I think we're getting there. It depends how folks feel about it, but let's talk about it. Um, so with that then I have in my rough literally back of napkin math. >> Oh, we would have last time >> same as last time, but then A has four. So we'd have F and I and A at four. So, are we anticipating that we would engage three people? Is that what we're kind of getting it down to? >> Three to five. >> Yeah. And then uh >> H. So I guess the question is if if u expediting this >> I think that's fairly >> if if we took um F I A and H just going to go through this way. Sean, you would have two of your top
020four candidates in the interview pool. Heather, you would have three of your top four. Holly would have a sweep. >> Chris would have two. >> Brena would have two and I would have I'd have us two. So I I want to make sure that's uh No, I'm not trying to guide this situation. So, um guess kind of look at your card and then as you meaning I I I think that's a marker, but I'm not saying that that's decisive. And so, um, every single one of our number one candidates would be in that interview pool. >> Pretty good. >> Yeah. Good. >> Is that Are we Are we satisfied with that? >> Okay. How do is there anybody, Chris? How you feeling? >> I'm feeling pretty good. Um, I got my my one and two
021in here, so I'm feeling I'm feeling positive about it. I I had to tell you how skeptical it was going to work. >> Yeah. >> You know, sometimes you just >> you just got to work. You just got >> You just got to walk in with me. And >> here's what I would say just uh in case I don't know if anybody's listening. >> I could sh Good to see you. >> Top four. Um >> um >> what I would say is I >> F I A and H are the candidates. >> And I A >> Oh yeah, I could have said it in order and then >> and uh you know, we had a little bit of a conversation maybe you picked up along the way if since this is record for posterity. I'm
022I'm sure the rest of the board feels the same way. It's it's amazing the level of people who are willing to serve and There there are episodes in our state where there have been vacant board positions that were just left vacant because nobody was willing and here we have 12 great candidates to start. >> Um okay so plan from here Sarah will coordinate with the four candidates that we've um do we need to identify them publicly here? >> There's no >> I think we should react to them first and make sure that it's a yes. >> Okay. So Sarah will work on that coordination. Uh the the current plan is to interview next Thursday and we will work on those times sometime between 5 and 8:00 p.m. is the last interview block. Uh we're going
023to try to do it in um what we say 20 20 minute interviews >> 10 minute break. uh what I would encourage because we haven't had a a real long conversation about what questions we want to ask, but we want those to be consistent and so um >> what questions did you ask initially to get >> Oh, these responses a couple of the candidates put in there. It was uh >> it was the ones that personal history. Okay. >> Yeah, there should be a sheet in here that has >> public service history outlined it really well. >> Um >> I mean what they got? >> Yeah. >> Brief history public service the issues facing the district. >> Oh right the main. So, what what Sarah's going to communicate with these candidates though, and because we
024I know this because we had prepped it last week for all the candidates, but uh >> we're going to point them to Oregon Revised Statute so they understand the obligations by law and board policy um within the invitation to apply. Uh they're going to understand their interviews are subject to public meeting laws. So, we're going to make sure all of that's front and center. But there's another request that we're putting in there, and this is just a a request I'm making because of history that we've had for you is um we're telling them that they're not to contact other board members prior to that interview. We're not going to feed them questions. We're going to try to give all candidates the same questions at the same time. And I think we're aiming for 24 hours
025in advance. Mhm. >> So, uh, Paulie and I have a little less than a week to compile those questions. So, what I'd ask is board submit through Sarah like the key things that you'd like to flesh out and I promise you we'll try to craft those into appropriate questions to make sure we can distill what's important to you in that interview. Other 20 minutes, please be um mindful of that. The reason why uh it's it's really evident when a when a applicant or when a person that you're interviewing came in completely do and it skews the whole field and it's not an equitable way of doing business. And so um we're trying to make this as equitable as possible for everybody who's interviewing and keep the keep our biases clean. So, >> so what we're
026getting to Sarah are our >> your own questions. >> Our question what we want to be incorporated in interview >> and Holly and I will take those and try to craft them into a set that >> values those who do you think that what number >> I think in 20 minutes I think we can cover four or five questions. >> And will you be leading them along so they don't spend too much time in one area? Usually I have a time I do a time check like so it's like hey we're at this point you have this much time. So So what what I think is helpful for me >> is if we tell a candidate up front we'll have four questions. We will ask you the four questions. You have 20 minutes to answer
027four questions. It's up to them. If they want to spend 20 minutes on the first one that's them. I'm not going to cut them off. >> And they'll have the interview questions a day in advance. Give them to them 24. And they will also have it printed out on the table where I said refer to that. >> Although there we were a little bit different. We said you've got you know sort amount of time. Some people didn't finish their questions. They didn't have to cut out anything. >> Yeah. Exactly. >> Um so that way it's kind of on them. >> Okay. >> To make sure that they're paying attention and it doesn't put it on us to have to be the kind the time check is you've got 20 minutes. However you want to use
028that 20 is up to you the candidate. >> Yeah. >> Does that make sense? Okay. >> And what we can do is uh you know if we're providing the questions in advance then it would be difficult to do. I was going to suggest that we could maybe start our work session earlier than that to make sure we all see the questions beforehand but uh I I'll think about I'll think through how to strategize that. Um I don't know that we can do that but we will anyway get your questions through to Sarah and particularly like what points you're going to be looking for and then we'll work out a >> we could look at so if we're doing 20 minute either half hour increments for and there's only four if you're talking five to eight
029>> we should have time to you want to start like have the board have a preview for start the first one >> I want to be able to provide the questions to them 24 hours in advance so that >> what's the thought process behind providing the questions because I can see one argument they'll be prepared sustained and the other argument is we'll get there from the heart answered. >> The challenge is because it's a public meeting three candidates could be watching the first candidate and so we're trying to figure out how to do that. >> Okay. >> Otherwise some will have >> could have interviews. Okay. Got it. >> Trying to make it as possible. what the process we were going to do to try to select that candidate casino. I think the when we
030did the superintendent hiring, our consultant worked us through what called the deli technique where you're really just comparing candidate A to candidate B, candidate B to candidate C and A and you and you go through and that really helped us get to a to a certain consensus of top. Yeah. So, we're going to I would propose doing that. Um, and I think again that'll help make it an equitable deal. So, all right. Please provide these back to Sarah. >> Which which on the back? I'll take a picture of my notes. >> I guess it doesn't have names. >> We talked a selection, then having >> ending the meeting, then reaching you reaching out to be sure they wanted they accept and then um taking action at the March business meeting. >> Yeah. the appointment being
031in March. >> So that even means the person will be select >> should have time for discussion after the interview. >> Yeah. Okay. >> Yeah. It on your calendar be thinking till 9:00 because the idea is we'll interview and then we can have discussion. >> Okay. >> But all that will be in public. >> Okay. So uh hand these off to Sarah probably these for good measure unless you have like >> What do you think we do you think we need them? Um, >> they didn't have names. So, >> yeah, they didn't have names, so >> Okay. >> Yeah. >> All right, then. I'm gonna um >> I mean, we've been in meeting the whole time. Future board agenda topics. Uh, we will It's 7 o'clock, so we're going to close us. Uh, this meeting
032will be right out there in zero minutes and we are journalist. and will be.