Special Board Meeting - Superintendent Search - Thursday, June 11, 2026

001Welcome community. This is the special board meeting Superintendent Search on June 11th, 2026 and we are convening at 6:04 p.m. The call to order is 6:04 p.m. Uh please rise for the flag salute. 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. Miss Ellinger, are there any uh announcements? Um just the one that trustee Tang Y other than that no no so trust trustee Tang um is not here today. She will uh not be able to attend but she will be following and re and listening to the recording afterwards. Um any speakers wishing to address the board? >> President Costa or not? >> Okay. Um well with that um we are moving on on

002to the topic of this evening which is BRSSD and human capital enterprises planning session. Uh I'd like to welcome human capital enterprises HCE and we look forward uh to um to getting the the search started and and with that the planning session. So I I give it to you. Give the mic to you. >> Yes. >> Great. Well, thank you so much for having us this evening and we're really excited to get this work started. In fact, we've begun already. So, uh let's see. Kirsten, would you please project uh our agenda for the meeting? Thank you so much. So, we've got introductions on there and I suppose for um folks that might be watching remotely, let's go ahead and do that. My name is Kathleen Roden Nord. I'm a consultant with Human Capital Enterprises. I

003think uh you all have heard my background. I'm from Oregon. I spent 33 years in public education. The last 18 of those I spent as superintendent of a midsize district in the Wamut Valley. So, been doing this work with Hank for a little more than six years now. Time flies. Uh, and uh, just so delighted that you all uh, chose us and I know we're going to we're going to do our very best to make you really happy with that decision. >> And thank you board as well. Uh, Hank here is here. just an honor to be with you. Uh to have the opportunity to serve both your communities, your joint school district. Um and I echo Kathleen's comments. We're excited to get started. Uh big shoes to fill and we're going to do our

004utmost to bring you a great pool of candidates, engage your community, and help you hire somebody extraordinary. >> Great. Okay. Well, let's go ahead and just uh give you give you a little download on where things are right now. And typically at this point in the process, the planning meeting, we wouldn't have a lot to report, but I'm absolutely thrilled to say we are well uh into our engagement work. So, in fact, we have had the opportunity to meet with I want to say six different focus groups today uh as well as each of the four trustees that are present here. So, um, we are learning a lot about the district and what makes Belmont Redwood Shores special. Uh, the reason why people choose to come here to have their children educated. Uh, we're also

005learning about things that it'll be important for the next superintendent to know and be prepared to address. Um we are hearing from uh a a range of stakeholders about what it is they think the board should look for in the next superintendent. And so the work that's underway right now is uh we are moving simultaneously through the planning and uh through the engagement work and I will say that is happening at record uh speed um with no short changing of the the value of the work that's happening and a lot of the reason why we've been able to get this going so quickly is thanks to the efforts of Superintendent Dara and your wonderful uh board secretary, executive assistant, Kirsten. Oh my goodness, I have never had uh focus groups scheduled so quickly and with

006such great um organization. So very very appreciative of that. Um, so we will talk more uh a little bit later in the agenda about which focus groups we've already met with and then we'll also get a sense for whether or not um the board has an interest in us broadening the conversations to any other groups that we haven't had the chance to plan to speak to. So, okay, you'll see that next up uh number three on the agenda is with respect to staff report staff support. And one of the things we um very much commit to is uh minimizing the burden and the asks that we place on your staff. People are super busy. They've got important work that they need to be doing. And so we will do our very best to make sure

007that what we ask is um reasonable and that we allow for enough time uh for people to plan for that. Most of what we need is uh with respect to what's happening right now. So, uh, we need support with organizing the focus groups and certainly have been, uh, happy with how that's been going. We also, um, are looking for support in terms of technology and the website. Uh, we'll talk about that in just a minute. Um, and so I think the the support uh, the time will need more support. Again, Kirsten, just a heads up, and you could probably see it from the timelines, is when we get closer to the end of the process, we'll need a lot of support. We'll need some support in terms of planning for logistics of those final interviews

008and things like that. So, what would you say? Anything else that we want to I am going to talk about that next. Yeah. So um thank you Lan. So with respect to um communication, we wanted to talk a little bit about how we like to work. We want to be really uh clear and on the same page about how we communicate with one another, how we ask you to communicate about the search or not communicate about the specifics of the search to others. Um, so I'll start by saying that Kirsten is the designated point person that you are welcome to reach out to us directly if you have questions or something you want to um to learn more about. And you can also let Kirsten know that you have a question for us and then

009she'll alert us and we'll reach out to you. Okay. Um, so she is going to be helping with some of the flow of information that comes from us. um to you. And so that means she'll be a party to some of the emails that we send out, the things that aren't uh confidential in nature pertaining to particular um aspects of the search. Uh communication and website, we have made a connection with Jerome and with Jacqueline, so your technology director and your communications specialist or consultant. Um, and so we have asked for uh the the tech folks to set up a a link on the website. We call it a superintendent search landing page. So something on your the front page of your website where people can go to see the information that we're sharing tonight.

010And then as the search unfolds, that'll be a place where people can see up-to-date information. There also will ultimately be a link to our human capital enterprises uh website so people can go directly there to access the application portal to get information on how to contact us and so on. Um we communication is obviously very important and so we will be doing a lot of uh making sure that your staff and your families feel well informed. we're going to be looking towards that communication specialist to help make sure that the messaging and the information is being shared uh broadly with constituents uh of your district. So, we have provided Jacqueline with um a sample of some communications that were done in a relatively recent search we did Ashland, Oregon. And so that's a place where

011uh she can go and get a sense for kind of the cadence of when uh things could be shared. And also it was kind of a I think you were talking about this earlier um cool in the sense that board members uh trustees were a part of those communications. So different uh different board members in this case um took responsibility with messages. If you are curious um happy to send you that link and you can kind of explore and see if that's something that you feel would be worthwhile in your community. Otherwise, we have plenty of uh samples for uh written communications that Jacqueline can use to blast out information. So, I will also say one of the things um Okay, so focus groups. Yeah, we're going to talk more about focus groups just in

012a few minutes. Um I do want to say that in addition to the focus groups that have been happening uh today and again tomorrow, we have two more scheduled uh not scheduled yet, we have two more identified for a total of 11 and uh one of those will be a focus group for staff and staff um will be sent a link on Friday. That's tomorrow. I'm trying to get my day straight here. They'll be sent a link so they can apply for a lottery uh spot in one of those focus groups. Um and then we'll be I'll be looking at um those who apply and and creating a balanced uh focus group so that we're not getting, you know, just uh all third grade teachers or all people from one or two schools. We'll do

013our best to distribute so we're hearing voices from across the district. Uh there also will be tomorrow uh uh parent square notification that goes out with a link to the opportunity for parents to apply for a lottery uh that will have a focus group specific to parents. Again, we'll be looking at um balancing that across the district, across um I guess one thing I I want to say also is that we really want to make sure that we're uh inviting voices that might not always be heard. So, uh if there are people who care to share that they either are a member of the BIPO community or they uh have a child who's receiving special education services or is on a 504 plan. oftentimes those are voices that are really important for us to hear.

014So if people care to share that, we'll make note of that and we'll make sure that there's an opportunity for us to hear from them. >> Kathleen, a quick question on on that. How do you is there a note field or how does what does the form look like where they can kind of tell you about that kind of information if they so choose? >> So it's really a bunch of check boxes. So, we've prep-populated the survey so that there's a box for each school that people can indicate that. And then there's another question uh that asks people if they care to share whether they are uh bipok or if they've got a child that's bipok or if they um are a parent of a special ed student. So, uh so that's how we'll review

015the information before assembling the focus group. Yeah. Can we ask questions or is uh will it be in multiple languages? >> I'm sorry. >> Will it be in multiple languages? >> Oh my gosh. I'm sorry. >> Multiple languages. Thank you. English and Spanish. >> Yeah. Um and I apologize. I'm just going to let you guys know I have a hearing issue. So, it's >> it's me, it's not you. >> It's both. >> Okay. Okay. Great. So, again, we'll talk through uh addendum A in just a couple of minutes. um where there are a variety of other groups that we sometimes have uh in for focus groups and y'all can consider whether there are any other groups that you want to bring into this part of the process. So the focus groups and the surveys um

016the information that we obtain there is uh really valuable and we use that to to make sure we're understanding uh the findings that emerge, the things that are really important and that are being said by a lot of people and also maybe not said very often but are really important for us to attend to. Um, so it's going to help inform the next superintendent criteria that the board is going to be developing a little later in our process. Um, it also the conversations we're having, and you know this from us speaking with you, um, are really crucial as we are recruiting. So, we're able to to call people we know u, maybe we don't know them yet, but we're hearing great things about them. will pick up the phone and and get them interested in

017the position um by telling them the things that are going great here and by getting them excited about the opportunity to to apply for the position. Um okay, what would you say? Anything else? I'm going to talk a little bit later about Well, you can see under >> Can I just ask one uh question? >> Yeah. >> Um how many people for these two focus groups? How many people? And I assume it's like maybe 45 minutes or so. It depends on how many people, right? >> 40 minutes. These two um the the staff by lottery and the parent by lottery will be virtual because I won't be on site by the time we get them scheduled. >> 40 minutes. We have um a cap typically of six. Um, and we do that so that we

018can dig in a little bit more deeply and we're not just like hearing surface level from many people and we have the chance to just um really follow up on things that we hear that we need to learn more about. >> Okay. Any other questions? Okay. Well, you probably saw this agenda and probably thought like, "Oh my gosh, are we going to get out of here before 10:00?" Mhm. >> And yes, we will. I I do want to just uh tell you that the next item, the timeline of activities is where we are going to spend um probably a lot most of our time uh this evening. And uh you haven't seen this yet. So I want to give you just a minute. You you will have in front of you two different draft timelines.

019timeline one is the expedited timeline and then time so the expedited timeline has the search concluding by early September and timeline two is uh kind of a a more uh I'm not going to say leisurely pace but a little more time at each of the stops along the way uh and concluding about midocctober. So to just uh for a moment share the the pros I suppose of the expedited expedited timeline is that it would allow for um you to get your new superintendent seated more quickly near the beginning of the school year. Um and uh and there'll be ample time to to give do attention to every step in the process even though it's more expedited. Yes. Just one thing. Um, you're gonna don't look at the specific dates and be like, "Oh, I'm out

020of town that day." Like, we're not up to that point. So, look in general at the at the calendar overall. Yeah. >> But not too worried about specific dates. >> We're not going to talk dates until uh we have more clarity about which of the two approaches you'd like us to take. Okay. Thank you. That was that was good. Um with respect to the second um the second option, the second timeline, it allows for more time at each stage, but it's not necessarily we don't necessarily need as much time as what we're building in here, particularly because the engagement work, so much of that is going to be done uh quickly here. I do want to point out that let's let's go to a timeline and let me just kind of walk you through the

021milestones. So, one of the first things you'll see is that uh consultant trustee conversations most of those have already happened. So, that's fabulous. Uh we're having the planning meeting now. So, we're going to be moving out of the planning phase after this evening. Um, we are working through the focus group meetings and that online survey will have a close uh pretty quickly June 23rd. Although we're not really looking at dates, but uh we will have the information we need uh to be able to then move into uh developing the next superintendent criteria. Um, so that is that is a place where the board uh will want to really dig in and look at those uh criteria that we draft and make sure that we've um captured everything that we haven't included anything that doesn't really

022feel like uh it aligns with what you'll be looking for. I don't think that's ever really happened that we've been we've taken anything out. Um, and actually we I don't know that we often have to add things either, but um that'll be a place where we really need you to be thinking and um just reflecting on what you're hearing and what you've shared with us about what you're looking for. Um after that, we will open the application portal. Um, we will do we Hank will do a blast out to our network of more than 40,000 people to say, "Here's this remarkable opportunity. Um, let's tell you a little bit about Belmont Redwood Shores, uh, and why you should want to come work here." Uh, and then we begin picking up the phone. We also begin

023getting emails from people who've received that blast, um, who are interested in hearing more. And I think one of the things um we really value are those conversations with people. We don't um just direct them back to the website and ask them to figure it out themselves. We're really interested in making sure that they understand uh a lot about the the opportunity and that we start to learn about them. And so we're collecting information through those conversations and it helps inform later in the process um who uh who is we're going to be asking uh in for a preliminary interview with the consultants. So we do those things um via Zoom. You know, we're we're talking with people from all over the country in some cases. And so that's a great way to do it.

024We will record those preliminary interviews for you and that will be um looking at those interviews will be part of your work uh a little bit later in the process. We also do a a telephone reference check on each of the people we do a preliminary interview with. I think we would anticipate doing uh prelim with six to eight candidates. And so when we come to you uh at that point where it says board reviews applicant materials um you will have access to all of the application materials that have been submitted. You'll see a link to the video interview that we've conducted. You'll have the transcript from the reference check we did. Um and so you'll get a clear sense of who uh your applicants are. you can look at all of the applications that

025come in or you and we'll talk more about the process pieces of each of these steps as we get there. But just kind of to get an overall sense um it's it is a heavy lift I think is what I heard Kirsten say for the board because you're going to have all this information that's really important for you to consider. And so we we think that you should set aside between the time that you have access to the time before we come together and you're identifying who you want to interview should probably set aside 8 to 12 hours to go through all of that information. Okay. So going back to the two options for the timeline, timeline one, you have um basically a week. Timeline two, the board would have more time with those materials.

026I think a week is fairly typical. You know, a week to 10 days is kind of it seems to be sufficient um for folks. Yeah. So, stop me if at any point I leave anything out. Okay. Okay. So, um one of the things also I'm just going to circle back. You probably see uh in parentheses under presentation and approval of BRSSD's next superintendent criteria. um that would be in an open session. We would expect that perhaps it would be a special meeting as opposed to one of your um regular business meetings. And then we um are going to be interested in knowing whether you want us uh to to go through that work with you virtually or whether you want us in person. So no need to decide that right now. But that's um there

027there will be some decision points around that at various steps in the process. Okay. So, let's move back. You've already um kind of been given a heads up that you're going to have to spend some time considering some really important information from that. We're going to ask you to come together in close session um because this is going to be, you know, highly confidential information. Um, and we want you to be able to to discuss um, you know, very fully and very openly with one another about the applications you've reviewed and to come to a decision about who it is you want to invite in for uh, a round one or um, a first round interview semi finalists. um you most likely would end up with five I think at most six people that would

028come in for an interview. Um >> I'm going to just jump in and clarify where you are on the So right now you're talk Kathleen's talking about the presentation of slate of candidates. >> So that's after you've had your eight or 10 hours which is the row above board reviews applicant materials then we come together >> you come together and we that's we call that the slate meeting or the presentation of slate of candidates. So that >> thank you. Yep. >> Yeah. No, that's great. And again, you know, happy to work through that with you virtually or in person, whatever you feel would be most most helpful. Um, from there, you will have identified those, you know, four or five or six people you'd like to have come in for a uh or you'd like

029to have them virtually for a first round interview. Um, and we again, those need to be in close session. uh and there you know it's a statutory exemption for uh for being able to do that in something other than an open session. Uh we this is going to also be an ask of your time because it will either be a long full day that uh will be required to go through those interviews or uh sometimes people prefer to break those up over two days and still be a pretty big you know block of time. Okay. So, uh, so we just covered the B board's first round interviews and then, um, the next thing you'll see is optional virtual confidential community panels. And I think we talked with most of you in our individual meetings today

030about what that is. And um, after after you've conducted those first round interviews, you're going to have conversation. and we're going to debrief with you and you're going to decide who you want to invite into your finalist round. So once you've determined who those finalists are, um there are times uh where boards want to have uh to have some different voices uh share what they are seeing and hearing from your finalists. And so that's the confidential community interview panel. It's uh 12 people. they spend uh a great deal of time with your with your finalists and um they it's confidential. I just really want to emphasize that people sign a confidentiality affidavit. Um, we really stress that probably ad nauseium, but it's something that is important for people when they're applying for the position to

031know um that the search is going to be one where their name won't be revealed unless and until they're the person who the board uh has uh successfully arrived at a contract uh with. So, uh, so getting back to the panel, it's often, uh, a reflection of your community. Um, there typically will be a couple of staff members. It might be one classified, one certificated, one administrator. Uh, and there often are a couple of parents. There may be people um maybe in this case someone from your foundation who it's important for them to kind of get a connection with your potential finalists. Uh sometimes elected officials. Uh in some places we have students also sit on the confidential community panels and they are amazing and uh do a great job. In this case with um

032y'all being a K8 district, you know, seventh and eighth graders, uh eighth graders in particular have done that with us before. Um on occasion there'll be elected officials, uh there might be uh business leaders, there could be people from nonprofits that you partner with, there could be representatives from various affinity groups. So, um the the ability to create a panel that's a reflection of who you feel like you need to hear from. Um it's it's flexible. Um and it's also one of those things that while some of the positions are designated like you know that you've only got, you know, one chief of police or one executive director of your foundation and they're going to have a seat at the table. Beyond that, it's an opportunity for you to say to your community, um, we're

033going to be inviting in superintendent finalists and, uh, if you have an interest in engaging in this work, there's there's another lottery kind of a thing that happens. Um, so that again is a full day commitment from the part on the part of those folks that are serving on a panel. We do those virtually because it's quite possible that you'll have people um maybe who aren't really close here and so don't want to ask them to incur the the travel time and the expense of um participating in person on that. So >> may I interrupt for a second? Yes, please. >> No, but please finish your thought. >> No, please. >> Just want to get a better sense of what what this community panel. So >> I understand it's a kind of a representation of

034>> community the finalist interviewers four to six or whoever the f how many finalists at this stage >> two three or four probably two or three >> okay >> sometimes one >> yeah sometimes boards just know that's the person they want to really >> um so they so they've come in they haven't had their I see they haven't had their final interview Correct. >> So the purpose is not to kind of tell the community to kind of quiz them. What can you go over like can you go over what an example panel looks like? >> Yeah. >> And then also a followup would be >> where have you where have you seen this done under what things has it been successful? What things has it honestly been an absolute flop? >> Uh it'd be interesting

035to know. >> Yeah, never a flop. >> Okay, good. And I think any board member who has seen the feedback that comes out of the community panel would say it's very value added. So in our proposal, one of the documents that Hank attached, I think it was the third one, was actual feedback from a community panel that a board got on their finalists. And so, you know, there might be times when search firms like do this big town hall or open house or people can and then the board gets feedback based on just very limited opportunity um for their constituents to interact. And it's, you know, it's a place where sometimes um implicit bias can come in uh to the feedback that a board gets. And this uh the process we use does not provide

036for that because we are very structured. We're very specific about what kind of feedback they're uh our panelists are clear that they're not going to be um giving you a rank ordering. They're not going to tell you who they think you should hire. There's they're strictly going to be saying here are the things uh here are the places where we heard or we saw this person really align with what we know the board is looking for. here are the places where you as a board who then will see the finalists after reviewing this uh feedback. You you might want to probe on this or you might want to get more information about that because we still don't know. So, it's it helps shape your interview with your finalists as well because you just know what

037questions still need to be asked. >> Yeah. >> Jackie, >> what trustee >> why is this uh like optional on our list? because it wasn't part of our base contract. And in some instances, um there have been boards who say, you know, we feel like we have a really good understanding of what our community wants and we don't and we know that they trust us to just make the decision and uh and so they don't have a panel. And in other places they say, you know, it's um we've gotten feedback from our constituents that they don't feel like they've had a voice in some things and it's going to be important for us to demonstrate that they do. And uh so I mean it doesn't have to be a panel. It could be two or

038whatever you decide would be of most value. There is an additional cost. It's a big body of work. Um you know there's a big training component. We're organizing uh the scheduling. We're writing the interview questions. We're facilitating the debrief and the feedback that comes back to you. So, people have the opportunity to debrief as a group and that's the kind of feedback you saw um attached to the proposal and they'll also be given a survey that they can do individually. So, they can, you know, they can share things maybe they didn't have a chance to share with the whole group, but you'll see that from them as well. >> I I was just going to add one piece if I may, and I think I might have said this in the pitch too. there there

039seems to be maybe a little bit of a cultural by culture I mean state specific sort of sense around um engaging community in the finalist stage of the process. So when we do searches in the Pacific Northwest almost always is there a community panel and sometimes boards are like 12 people aren't enough we need three community panels. um in our California searches, which you know, we haven't done as many California searches, but in our California searches so far, there has not been uh the request for a community panel. And I think that's because in California, other than in some of the large large districts, there's typically more of a culture around it's a board decision, the board's involved, and there's kind of a community understanding of that. So, that might be also a little bit

040to sort of think about. Um but we are believers in it. We think when boards have had this kind of information, it's been really helpful. And we haven't had like as Kathleen said, no flops. I mean, we've never had a bad experience with a community panel. >> Can I ask about numbers or is that >> what's the cost? >> $2,200 per panel. >> Hi. Sorry. >> And the and the panel is 12. >> Yes. Yeah. Other questions? >> Be more while I'm unmuted. Keep >> going. Yeah, sure. >> You you were talking about um conf confidentiality. Yes. And I say, look, I'm just going to scroll back a little bit. I see that you do reference calls before you even present people to us. Is that like practice for your field or practice for your

041company? It's our practice that we want you to have information not just from us but we want to bring you information from someone who's worked closely with this person. >> At this point it is um uh the applicant has identified someone that we can call at that stage in the process. >> Later we'll talk about you know deeper reference checking uh that happens with your finalists and um that's different. people don't choose or self-identify who who you all are going to be talking with or who we're going to be talking with on your behalf. >> Yeah. Okay. You bet. >> Other questions? >> So, let me just say that in the addendum for the focus group, we did add on um item number just so just so you know, like when they're talking about elected

042officials and community leaders, >> we are adding them. We have added them on as a focus group. >> Yeah. >> So, just to let you know because I know that the some of the mentions of the panel constituents could be these members, but they're going to have an opportunity um whether we choose that panel or not, they're going to have an opportunity as part of the focus group. >> Yeah. $90. $90 for each focus group after 10. So, I I took it. Okay. >> No, no, not at all. Um, so we do, as I said, those panels virtually, they happen, you know, three or sometimes 4 days before you actually meet the finalists. And that's to uh afford people the opportunity if they have to travel far that they've got time to sit and do

043the virtual interview and then they are able to be here in person with you all for their final interview. Uh let's see. So not a decision you have to make right now and it's also not a decision that every trustee um has to be a part of this. But we have found uh the boards that we work with by and large find great value in doing the the deeper reference check calls themselves. And then as part of our process where we're um leading you through uh discussing your your finalists um you report out to your colleagues. We're posting those transcripts of the calls that you've made and um then we're also asking you when we're debriefing what you know what were some things you heard in that reference call that you think it's important for

044your your colleagues to understand or to hear. um you know there's great value in it and sometimes people just don't have that kind of time. Um we make it as uh we make it as easy as possible as we can for trustees by um making sure that you've got the contact information in advance asking um the finalist to make sure that they've been in touch with people so that they're expecting a call or a text from you. Um, and we found that it goes really smoothly and yeah, so again, not something you have to decide today, but do want to give you a heads up that that's an opportunity for you to really roll up your sleeves and kind of get involved at that level. Yeah. Uh so now we're at your final interviews and

045uh very much presuming I think most people would agree that you have the person there in front of you. It just kind of gives the opportunity for a different kind of interaction depending upon the number of finalists that you have. Um it's we ask that you set aside two full days. Uh where if you have four finalists, uh we would do two uh on one day, two on the next, and that second day um would be a longer day because you'd be doing your overall deliberations or perhaps we'd have to schedule deliberations for um yet another time after those two days. Uh again, long days, but it goes by really fast and uh at least for for us and I think for probably not for finalists sometimes, but definitely for the board and the trustees.

046Yeah. Uh so then we want you to be aware um that there's kind of a there's some downtime between those final interviews and when you actually get to the point where you're um announcing your new superintendent after you've approved their contract. And what's happening in the interim is uh you'll have designated probably two trustees that will take the lead on negotiating the contract on behalf of the board. Um, and we also strongly recommend that you uh that you have us on your behalf arrange for a comprehensive background check um on each of your finalists because you don't want something we've never had like a dealbreaking something emerge um through that comprehensive background check. I should back up and say one of the things we ask in the preliminary interview is um not on camera, but

047we ask people to let us know if there's anything in their past that we should be aware of that could potentially come up and so we want to know about that now. It's not necessarily going to take them out of the running, but you know, we don't want to find out um as a surprise later in the process. Background checks are taking, I don't know, a week to two weeks to get back. So that's why you see that pause there, too. Um, and then you'll have what we hope is just a single item uh special board meeting that can be very celebratory. That's going to be the first time that your community, your staff uh hears the name of the person you've hired and that's the only name uh that they'll hear. They won't know

048who else uh was involved uh as applicants up until that point. Um, and so that's the timeline. We're I I mean August 31st, we're kind of squeaking in uh there on timeline one. Uh I know you start school just before that, but uh that feels like probably the you know to give everything uh the time it needs. That's as early as we can get there. So, if you want to take a moment and look at timeline 2 as well and just kind of reflect on the places where um we've extended the time um you know we've extended the time for engagement the focus groups we would have the survey open for longer you know the fact that we've got to do this uh that we are doing this uh engagement work in the summer I

049don't know that having more time is going to be as important as you getting uh getting those voices heard. Now, um it would also allow for a slightly longer recruitment window. Having said that, on timeline one, the recruitment window lines up pretty nicely with a time when um a lot of superintendents are more available to interview, are more available to get in invested in the process um because that's often a time when they take a little time off. Um now with respect to timeline two, it is um moving uh moving that recruiting period into August. So that's getting closer to if you have someone who's uh got an employment contract somewhere else, they're already they're engaged in working um for their current employer. And yeah, uh let's see. You would have a bit more time

050to review those application materials. Everything else in terms of the need for uh the blocks of time are the same. You know, the the full day or the two full days for the first round and then the two long full days for the finals. >> Yeah. >> Can I ask a question real quick? >> Sorry. Um, and apologies if if this was said and I just missed it, but um, for the online survey, is that just how they apply for their lottery or is that a separate >> Great question. So, that's the reason why we're sending them out on two separate days. So, what goes out tomorrow is a link to a lottery uh, application so they can participate in a focus group. On Monday, a link to the survey will go out to everybody.

051Everyone is welcome even if they participated in a focus group to complete the survey. I would anticipate you know we should probably get a hundred maybe 200 maybe more responses. Um and uh we assure people that they're sharing uh their their same thoughts as what we ask focus groups to share with us. So the questions that you heard that we ask the focus groups, those are the questions that appear on the survey. >> That's great. Is there language along with the survey that lets the community know that it's similarly >> Yes. Yeah. In fact, I think the um the communication that the superintendent set out last week to tell people that there'd be opportunities for engagement. Um I believe it's specified in there that it's the same questions that are asked of the focus groups.

052Yeah, you bet. >> Does that data go to So So that's going to be part of the process already, right? The online survey. >> Yes. >> And is that a window that's that's left open for a while? >> It is. You know, generally we find that people who are going to do it are going to do it pretty quickly. And uh if it looks like um we aren't getting the level of response that we had hoped for, we'll ask uh we'll ask that a reminder go out and say the survey window's closing in two days. We really want to hear from you. I do want to speak to um the information that we get from the surveys. uh we hold that we need to be able to uh tell people that they're uh invited to

053share their thoughts without concern for someone knowing you know who said what and so on. So similar to what we say in our focus groups um we take that information and we synthesize it and we uh use that to say you know what are those key findings. Um, we also, it's not just about how many times uh somebody said what that rises to the top. It's also if we see something in those responses that might be a low frequency response, but it's coming from a corner of your district or your community that doesn't often get a voice. And so we want to make sure that we um we elevate that and and make sure that you get that information in a way that's not um personally identifiable, but that you have a heads up like,

054okay, here's what some people are saying um you know is something that they'd love to have the next superintendent attend to or what have you. Okay, >> that that sounded like the online survey is it's the same questions to the focus group that's in front of you, but perhaps it's anonymous, but there's demographic questions as well. Like, do you know who you're hearing from? >> Yeah. So, the only thing we know, the only things we know, um, is kind of what the person's connection to the district is. Are they a staff member? >> Are they a parent? Are they a community member? Then if they're a parent, uh, you know, which which school does their child go to? They can select multiple options if they're in multiple schools. >> Um, same thing for staff. We

055ask, you know, just we want to we want to see if there are any trends. Um, >> so the the lottery to be a focus. >> Oh my gosh. So the survey it the survey itself, we don't ask demographic information. Okay. Yes, please. >> So, the survey itself, we don't ask demographic. That's correct. But we do ask role within the district. So, we can look at classified, we can look at students, we can look at administrators, and we do know whether they responded to the Spanish language survey or the English language survey. So, we do have that. >> And then Kathleen was talking about, do you want to talk about the other or >> not? The focus group lottery form. We do have more information there. Yeah. Clear. >> Yeah. >> Thank you. >> And

056when would that is that so tomorrow or whenever or hopefully tomorrow the the links go out inviting them for the focus group? >> Yes. >> When when is there like uh does it depend on us to get that up on the website the the link to the online survey? >> So that will go out on Monday. We've got the links ready. Um, we've already alerted district staff and uh that that needs to get pushed out via parent square on the website staff emails. We talked to uh association leaders today to say if you have a personal emails for your members and uh you're concerned that people aren't necessarily going to check their district email. Um please, you know, send forward this so that we get the maximum number of responses. And what number um you

057know to get it robust right be kind of statistically relevant. What number tends to to yield robust data? What if you were to put a for our district size versus like okay we really feel like we need to send a reminder out because what what what are the numbers that you would feel very happy about that this was a successful >> online survey? I'd say for a district your size, I mean, I would be thrilled if we got 200 responses, right? >> I'd be okay if we got something more in the neighborhood of 100. I feel like that's representative. Now, you're going to hear be hearing from people who are motivated >> to to share their thoughts. So, um and it's really hard to uh to get people to respond if they're just disengaged. Um

058but we hope that we're hearing from a representative sample. >> Um I'm not is it is it pro should we should I comment on the timeline or should I my trustees around another focus group consideration? What would you >> stay with the timeline? >> Let's let's do the timeline first and then we do the >> Yes, let's do that. So, however you'd like to facilitate that. >> Yeah. So, I mean, I I I think Thank you very much for presenting us with both. Um, if it seems like the work on your part on draft one, I think like you mentioned the the points are just a compression of of our time um and staff time, but as we've se they've been amazing to and and insensitive to the fact that we're trying to do an

059expedited search and so really we've kind of condensed it. And I think LA even when we were talking, trustee Bruno had mentioned do we need even this time to even start the ball rolling. So I think if my fellow trustees feel like from our end, you know, the days that we've been assigned are doable and we just kind of like got to get it done. My only question is the recruitment window and determining. So it looks like time draft one is about 3.5 weeks maybe three and four day and then the recruitment window on draft two is four weeks and so I'm wondering but maybe extra time doesn't like you mentioned doesn't really do us any good. It's a kind of like you extend but you're not really extending for value. So I guess um

060when would we know or what would you need to see by when for you to say you know what this recruitment window is we're getting quality candidates and and we don't we feel like we have a good sample of talent to showcase to show that trustees versus >> it's a little slow the period and I think we really need to make a recommendation to extend the window. >> Yeah. So, one of the things um that we will do is whichever time lane you choose, we're going to stick with that because we need to be able to give applicants the certainty that >> when it closes, it closes. When uh they should be setting aside time for a potential preliminary interview that they know that's not going to change. Um so, we really do hold hard

061and fast to that. What I will say is that a three and a half week window for recruiting, it's it's on us. I mean, it just means that we're going to be making more calls in a shorter period of time, but it's more than adequate. Um, and as I said, the way it lines up here, that recruitment window is a period of time where I think we should catch people at a good time to be have time to apply, have time to do research, and yeah. anything you want to add to that? >> I'll just say that oftentimes candidates, particularly the most serious candidates, will apply toward the end of the recruitment period. They're doing all their homework. They're watching board meetings. They're getting they're triplechecking. there. So, even if we're 2 weeks into a

0623WE recruitment and we only have, you know, whatever, seven or eight applicants, that's that's not necessarily worrisome because we might very well have been on the phone with lots of people who we know are applying. So, um anyway, but just to echo, we we would want you to choose the timeline and work that timeline. And we are confident that either timeline you pick, you're going to have you're going to have talent. >> Yeah, >> I really appreciate the um insight into the dates for the longer timeline because I definitely was not even thinking about like, oh, school's going to start and then maybe people aren't as available. So, I think um draft one for me makes sense so that we give people the time they need to, you know, focus on this and not have

063to be worried about starting a school year and then also doing this at the same time. >> That's a great point. I I like timeline one. Um I think we you know have to wherever we are in the in the country doing we just come together and make sure that things get done. >> Oh you got two um I was actually leaning toward timeline two um and um for a few reasons. um one is um I think it's very expedited and it's uh amazing and thank you also for giving us the two uh you know very detailed options um I was leaning toward timeline 2 um including for even though um you know you guys have done a lot of um the focus groups already and um you know it seems like maybe the board

064is interested in doing the um community panel. Um I still just really feel and I and I appreciate the plans for the survey um as well. I feel like a lot of the community is this is not on their radar and um although they may appreciate if we're able to find a superintendent very quickly um I am concerned about us being so far ahead in the process um before the school year starts again. I do recognize that that is better for the candidates. Um but also I think too um you know just for and I circled some certain things like I I do like the survey being open for a longer period of time but I understand that that may not actually get more results. Um I think uh the recruitment window being open for

065a similar amount of time but just shift it a little bit. I I like it for the uh the second timeline. And then also too, I think um uh for myself personally, and I know definitely we could, you know, not the specific days, um but I was just looking at my calendar in general. Um I am a parent in the district. Um you know, school starts August 12th. Um, so we're looking at different close sessions of full days. Um, and then the following week as well, we tend to have regular board meetings and retreats at that time as well, which we could also try to reschedu or or try to combine. Um, but um I'm I'm leaning towards uh I prefer the the uh slightly longer timeline. >> Could I ask a question just like

066for your opinion? Um do you know like I understand what you're saying about the community not tracking this and I I hear that loud and clear. I'm wondering like what can we do though? You know what I mean? like do you think giving the community just more time equals then they'll hear about it and want to participate or you know what I mean like >> if we go down the longer timeline and then I guess we wouldn't know either way like if we're getting more or not but um do you have a sense April or trustee Northrup of like anything that we or the you know people putting out the communications could do to to help with the the community piece? >> Yeah, I guess great great question. Thank you. I mean, I think even

067just the, you know, and of of course um we know that word of mouth, you know, people people in the area have heard about it already. Um but just just that recruitment window extending into August 16th, right, with the first day of school being August 12th, right? Then parents are talking maybe they may they could be like, "Oh, they're still looking for a superintendent." Oh, and then it's it's just broadening our uh our reach for who we're bringing into the conversation. Um I just that's one of the things, but I would like to hear from Trusty Bruno too on preference for timeline. >> Did you feel like you answer did you read your answer? I think so. Yeah. Thank you, Trusty Northrup. >> Um, Before I answer, I have a few additional questions. >> Sure.

068>> Um, do both timelines cost the same? I I actually not that into money. I'm just curious. >> Yeah, absolutely. Yep. >> No difference on our part. And then are they I heard you clearly say that like whatever one we pick you would do your best to hold to. But in some of the same questions I think I'm hearing and I would have is is if either we recognized or perhaps you recognized low uptake from either candidates or community >> are they and I hear you saying you adhere to it but also are they flex in a moment you might say hey I want a few more candidates. Would that happen or the one we're picking is the one that we're >> Do you get what I'm asking? >> Like like could the >> Yeah,

069please. >> Would the timeline change or is that what you're saying? >> Yeah. Like say we do the community panel and you're like wow like not many people respond to that. Let's try that again. But that would extend the timeline or >> Yeah. So I would say our we have a high value in being super clear, transparent with our candidates of here's what to expect in the process. >> And so >> I like that. That's another way of saying probably not so flexible once the timeline has been established. Now, in the event, and this won't happen in the event that you get to a point in the process and you're like, >> we don't feel good about these candidates. Well, then yes, we're like, all right, well, let's restart. Let's reboot. Let's we will absolutely

070be with you till you finish this process, no matter how long it takes. But it won't that won't happen. >> Um, but we do want to commit to times. I'll just if I can just say a little bit more. hear from other searches and candidates who are other searches that it's a constantly moving target >> to the point that it's exhausting and sometimes people walk away from the process. They're like, I don't want to play by these rules. Like I'm a busy person and you told me the interview was on August 5th. Now you're telling me it's August 12th. You told me I was supposed to prepare this, but now you're telling me never mind. Like we hear that and we are not that firm. >> For sure. >> Um, thank you for saying that.

071And I I think that's part of my I'm I'm torn between the two because I' i've lived that. But I think about just I want great candidates. I want options. And um I do think that recruitment window is the realest thing I've heard in a sense that I think after July 26th, you lose the possibility to have people's attention who are starting up a school year. That's that's from lived experience and you guys are being gracious about it and you're not moving your head about it. But I I think I think they're um again I I stopped checking my email a little bit honest. And uh um yeah, so I think I understand I think we all agree that that more people's opportunities to weigh in is hugely important and maybe has been proven more

072so in the last year. I think we can all agree with that and I we we all said it I'm sure that I would love to feel like our community had as many opportunities to see the emails, voice their input, respond to the survey like I heard you say like sending reminders like like part of me is thinking right there being like matter of fact send it and then I'll say it on Monday and go ahead and send a reminder on Wednesday, right? Like I I really do think I I think I think I would clearly state actually that more time has never worked. Yeah, >> I think more reminders has um um or constantly is the window closes and then attention rises. That's the only things I've seen. So, I don't think two more

073weeks has ever helped and and that maybe that's any community. Um but I do think the pain like did you see it? Did you see it? Did you see it? Or the thing of like this is your last chance. >> Um yeah, I do that recruitment window is is is big. Um, I was curious about or maybe you answered already, but the for timeline two, like that recruitment window is the only space that you've made it longer, but like I see it it ends six weeks later. Yeah. >> I feel like I have my eyes on three weeks that you added and like I don't see where the others are. like you gave you moved the recruitment window back and made it four days longer and you gave us an extra week to review applicants

074and then I think I I don't really see where the other three weeks are. >> Yeah. It's just basically more time at each stage and more time in between like the interviews. >> Yeah. And so to the point of, you know, if you guys have a ton of meetings scheduled within that same window of time, it might be helpful for you to not have so many of our uh search activities happening in a more compressed time. >> So yeah, >> I'll if I can just add one piece on that. So if you one place where you will see it that maybe we haven't surfaced is that if you look at timeline one you do see a very condensed um uh semi- finalist to finalist piece of work. You'll notice you have 4 days potentially only

075to do reference calls. >> So you will feel you will feel an intensity there. If you do go with timeline one, I'm I'm secretly hoping that you'll choose like August 13th for the first round and August 21st for the second just to build in a little bit more time for that in between. So you will feel it there a little bit. We're still totally confident that we can do that, but you from a board perspective will feel a lot of intensity in that 8 or 10 day period. That's why I um as I was reading it and thinking between the two and listening to Trusty Northup is I think like I said like I I agree with her recruitment window timing to get ideally the most attention of the best candidates and then I see

076space there to stretch it but again I'm not asking to flex but I was like September 10th again I'm not saying change a thing but like I see where that does look intense as a >> yeah so >> personally and professionally but again it's not about me But uh and I think my will is high to I do want input and I really really like the idea of having somebody in place for their sake while also again agreeing wondering like would they be on board. But the fact is also like in the focus groups no matter how many people are paying attention we're not actually going to have bigger focus groups. It'll still be a limited number of people no matter what. So again, I like my attention then goes to that online survey to

077be like, "Please, please, please give her input and then follow along." But no matter how many people are paying attention, it's still only going to be six attempt focus per focus group time, the four focus groups, even if 400 or 800 are paying attention. >> So done. Go ahead. >> Thank you. Um just um uh thank you for all the your points. Um and you know uh just another thing to add in um with the timeline number one uh as you mentioned the uh first round interviews and the final interviews are in a short time period. Um they are also generally for people who are in this area going to be the first two weeks of school as well. Um so you know again presuming that we're mostly looking for people who are currently working

078in education. Um, that's another thing that's making me think the timeline too because again, if you're, you know, if you're in a in a leadership position in another district and you're not ready to tell your district that you're looking yet, I just wonder how they're going to be uh how it's going to work for them for um, you know, trying to be doing first round interviews and then final interviews in the first two or three weeks of Whereas with the um the second timeline, sorry I lost where it is. But right, it's stretched out. You can be more like, oh yeah, I you know, I need I need this day and then I need a day in two weeks, too. And I I need personal days. >> Can I make a comment before? >> Is

079it about >> It is. >> I just don't want to move off of the topic. It's not about me doing anything but okay wasn't going to move off topic. Okay. Um so I appreciate the community aspect. Some of these additional time for milestones is not around letting is not around community engagement. And I would say that we got anecdotally a very interesting email that said basically from one parent member that said, "Thanks uh thanks for for letting us know all this stuff, but honestly, it's like what do parents have to add? Uh you know, what do the community members have to add? It's I think the decision should be left up to educational leaders and everything like that." And while I was kind of jo his was like we trust you the essence was not

080that we can't that not that a parent or community member can't contribute of course they are and we want them to I think reading between the lines it was at some point you know gather the input and I hope it's it's meaningful to you but at the end of the day as you were saying we the majority is putting the trust in the board to make a decision and and trusting us to involve the the approp appropriate people to give us input into this process of which is the community. Please let us know if you do not feel we have enough community um opportunity but I think we are doing I know we are coming out of some of the latest events with sensitivity and I don't want to not discount that because that's that's

081very relevant but I think for this particular search we have done a good job to date of communicating and I do agree with trusty Bruno that I feel like the ones the online survey is an amazing opportunity for more people who did not get selected. I mean, I tried to get into these the World Cup tickets and I got denied on every random draw and I've entered. I had a Visa card, you know, all the and nothing. So, I would have loved to have a little survey. I'm going to give them a FIFA piece of my mind. But the point is the survey opens it up to more of an opportunity than you would if you're not randomly selected to be part of the focus group. And I think the reminders are key. I know

082when I get it thing even if it's important until I get that reminder I'm probably putting it aside and with well intentions. So I think we definitely there's opportunity there. Um I think the difference though between October and August is very large. If if if it had been like midepptember um and and you had elongated a few things >> uh that that would make sense. And again, we're seeing just two versions. Um, but I think it's pretty dramatic. I would just So, I I I feel that we can do a a very good job. And I think for me, what I've heard from seeing people out and about anecdotally, uh, they have, community members have said, are we going to have a superintendent in time for the beginning of the school year? And my response

083is, we will not rush the process. We are making sure that we are doing a thorough and review, but I think the community is basically like do your thing. Of course, we understand you're going to do a thorough review, but be ideal to get to know our superintendent at the beginning or close to the school year without, you know, jumping into things. There was one final point I just wanted to raise to the board is that the intram superintendent um that that is still to be ne negotiated but basically uh looking at you know 49.5 days. So, you know, again, that should not be a driving factor in our decision-m, but to your point, I think you bring a perspective about the the window and when candidates might want to interview and when they're going

084to be maybe solely focused on a search and I think uh so again, that's just something for us to think about as we as we deliberate and come to a vote. um is can I go first? Okay. So, yeah. So, now that we've heard, you know, I think it's like both of them have kind of that piece of like, okay, so in one it's like you're going to miss out on people who don't, you know, the recruitment window is going to be when they're starting school, but then if we go with the shorter one, then the interview is when they're going to be starting school. So, I'm wondering, and David, you kind of alluded, is there room to adjust one of these now to either lengthen August 31st to maybe September 20 something or shorten

085October 19 to maybe like September 20 something. >> So, sort of an option, a blend of the two. Yeah. Tell me where you would hope to have that time added to timeline one. >> Yeah, so I think that having a little separation between first round and second round at the at the beginning of school would be beneficial there. um >> for yeah I think for >> I mean I think for a lot of people I think um for us probably but also I think for candidates as well um like as April mentioned you know if you you have to you're not ready to say that like hey I'm putting my hat in the ring somewhere else but now you have to request like several days in pretty close succession off right at the beginning of

086the school year could be raising flag red flags, you know. I I don't know. It just seems like if we could have a little separation there, I think would be helpful. >> Yeah. I mean, most definitely. But, uh, I I do want to say the people that you're talking about, um, who are going to have to be asking for time off, as long as they know when that is, whether it's end of August or middle of September or beginning of October, they're going to want this job and they're going to um, they're going to make that happen. They're going to know what the date is. They're going to plan towards that. And at that point when someone becomes a finalist, they need to be letting, you know, their current their current board know. They need

087to be letting uh if they're not in a superintendent seat, they need to be letting their direct supervisor know. So that's going to happen at some point. And whether that happens, you know, August 10th versus September 15th, I don't know that more time is really going to change that. In fact, it may present challenges on their end to get a replacement after things have already started going. But we can most definitely um morph this, you know, so it's uh kind of a blend of the two if that's something that you feel strongly about. Yeah. >> Sorry, I was waiting. I wasn't >> No, that's okay. I tend to trail on and I want to answer the same question that you just asked and I feel like I'm I'm pitching it to you, but I think

088it also maybe responds to some dates you were specifically saying, but in when we first went through this, you mentioned the um the board review timeline and how that whatever how many hours we need to give to it, how that might benefit. So again, I'm ignoring the exact dates kind of, but if I added five days right there hypothetically in that August 1st to 9th and I pushed that back five more days, that now makes if if everything stayed the same, first round interviews are now the second week of school. So people have had time to talk and people who are again obviously fully acknowledging that they might be leaving where they're working, but their focus for that at least one week is popping confetti or doing whatever they do for that first week of

089school. And then if everything stayed intact, we're now starting at whatever that date is that Monday that's now the second week. >> Um all the same things. And then my other not that they even individual days. I agree with you when you're like even with the number of weeks if they know. I think at this point in this proposal like they know they've committed to it. They're hoping for it. So, they're still fully committed to like rah rah, but they're also like I'd be fully okay if I didn't see you again, right? We acknowledge that. Um, it sounded like we haven't voted on or whatever, but it seemed like we were interested in uh the community panel >> and when I look at that timeline, like those dates literally overlap right now when I look

090at it. And so maybe there's space there for >> one or two more if I cared about the exact days. But now I'm looking at >> September 6th or 8th or something. But it it frees up that first week as a thing if we're thinking about that even for both candidate and parent and community. There's a time that we can say to them that like we knew you're paying attention now >> because you arrive to school and you listen to the first day. I don't know that yeah I feel like I'm over pitching it but that like it does it scratches some it is for me >> to like and and acknowledge what you said of when I think of my 8 to 10 hours I've been pretty transparent in general my attention is here

091and I'm committed >> but 8 to 10 hours at that time for me as well feels a little tough. >> Okay. >> Right. >> Yeah. And I think um also just keeping in mind that like we have a regular board meeting as well that like it and I know you said not to look at the actual dates, but I >> we're going to have to do it at some point actual dates, but like you need to be in the final interviews from 8:30 a.m. to 6:30 p.m. Then we're going to start our board meeting >> after that. >> No, no, no, no. That wouldn't be a date that we Yeah. Oh, both of you like uh you're direct question, right? Like if if I hear you saying like the one or two even three weeks

092when they're kind of on this path doesn't matter that much. But when you hear like that space there like that that cause in the experience you have in running a timeline looking at it like this like if we're not saying October 19th but we are saying September 6th through 15th does that cause you any concern? >> Not at all. >> Yeah. >> I mean that's certainly a possibility to kind of come to a place that's between timeline one and timeline two. I quite honestly will have to look at my calendar because there are obviously a few things that I have um that would prohibit me from being here, but there there aren't many. So, I guess I'm wondering how it doesn't feel like that's something we're going to be able to nail down right now.

093You all have a another board meeting next week. Mhm. >> Um would it be possible for me to spend some time trying to work up a new calendar that's uh somewhere between the two so that you can uh act to approve it at your next board meeting? I mean we need to do this soon but we also don't want to rush it and yeah >> can I can I get so yes I think we could also maybe is this the type of thing that we can dis discuss and share calendars like offline and kind of synthesize it offline or in between in the interest of of the schedule >> yeah that's what I'm wondering It's not formally anything share information. I guess I'm just wondering if we if we all come back together at our

094regular board meeting. I just don't want another week to go by. If what we're saying is if what we're saying if from what I'm hearing is we like draft one, but we we might need to add some days here and there to bring it into a little bit into September, but we're basically love the blueprint of draft one. I think is that kind of where where we are? I I'll I'll even more clearly say and again I wasn't trying to pick on date specifically but I think I maybe even we prefer draft one specifically as it goes through July 1. Right? So if the idea was like what could you begin? The answer would be all of that and then sitting down with your calendar and thinking about if there's space to add room at

095the board reviews or something like that, right? But but like I think between the two when I think about something that preliminary interviews being ending at July 31st or ending at August 23rd I believe we're clearly on on draft one. >> Right. So you're saying that that where and where would you like trust where would you where and maybe we can go through it now. We can just take a quick second because it's worthwhile. We have that where would you like to see the extra days? Um, is there any task item, any action item where you would like to see extra days? >> Board review of applicant materials and then >> and how many days do you feel like that would >> again I'm trying to I'm not I'm speaking into the microphone because I'm

096off mute. I'm not speaking for myself. I think when I was hearing other things is what that allows I imagine without knowing your calendars is it pushes the first round of interviews off of the first week of school. >> Okay. So, so you're kind of going off of >> and gives us more time to >> review. So, so the so, so the I'm trying to just cle So, the fir it's more around so it's it's around board reviews, applicant material, just more time, >> right? Like a maybe plus one, plus two, who knows? But then really the a good driving point is not to have the first round interviews the first week of school for us. >> Again, that's what I thought I heard. I'm I'm I'm >> Is that can is that kind of

097what people when I say people I'm fellow trustees. >> Excuse me. Um yeah, I think I I think I would be um I I um I love the timeline number one. I think I would be fine with um with going with that. Um and just if if um we'd be interested in having the first round interviews, possibly not the first week of school. >> So what would you say next? Second weekly. >> Sure. And then um and then having more space until the final round more space between the first more the the board's first round interviews close session and then the board's final interviews close session. Right now we have that being right six days apart. I would love for that to be 12 days apart. So it so if we had kept under timeline

098one we could go with uh hang suggestion of August 13th and 21st which would give I don't know how many quote business days that is but that is certainly eight days uh right if I did my math eight days um if we if we ex if we somehow extended it another opportunity that Miss Ellinger reminded me of was that August 27th is a study session and so that's already on the calendar and we to repurpose that um maybe for this opportunity and that's August 27th. >> 27th, I'm sorry. Okay. >> Is that correct, Zelander? >> Yeah. So, that could dovetail. Well, but again, I want to make sure that it's it's in our interest because as we've said, candidates will make time. They're excited. They don't want to have any they they will call in

099sick if they need I mean people make time when they're excited and this is a f and they know they're in the final round. Yeah. >> So I'm just trying to say like the extra time it if it helps with review by us >> so that we have the time to review and make sure that we and I and I am all for that. Right. We need our review time. So, I'm just trying to say that if August 27th, that gives six days more into the mix where where that could be distributed to help ease um the the tension, but I don't know if we need to give it for the candidates themselves. I think we do it because it maybe makes more sense for our just overall timeline. >> Yeah. I think one thing

100that um >> especially like so in between first round and second round we have to do the reference checks. Yeah. >> So, giving ourselves a couple of extra there would be >> incredibly helpful because that's also like >> so that August 27th looks really good to be able to >> and it I think I meant what I said and or we all want more community input but like >> okay >> attention is perhaps the highest because of the first day of there's a moment like hey FYI >> maybe when you figure out >> here's the work that happened this summer >> that is the >> like the Kansas City didn't know because that's where their attention is the highest they're getting notes from parent square things like that Right. >> I mean, honestly, for pre

101to be selfish, presentation of slate of candidates, August 10th or 11th, those are the two days before school starts, I might I could August 11th would be fine. I'd make sure I was available, but you know, I'm back east. So, it's like, but I wouldn't let that delay. I mean, it's not a per it would we would I would certainly make sure it happened, but I think I think it seems like then we're saying there's a an interest in the bottom half, but we really are excited to really get that recruitment window. It seems like we definitely want to stick with that. We don't feel like we need to make that longer and then we just need to give ourselves a few more days to for the review process and just realistic. I'm I'm for

102that. I'm sorry. >> Yeah. Yeah. Yeah. I'm just >> Are you sure? >> Yeah. I'm thinking >> so what if and Kathleen I'm going to jump in so Kathleen can look at her own calendar because she'll be leading that part of the process. What if we take timeline one right now and we're not married to the dates, but it's sort of our guide. And what if we walk through it and just get dates on the calendar? >> Yeah, >> let's try and do that. And I think you already started us just >> start. >> Um, do you want to take back over you? >> Did you have something? >> I'll just start Yeah, I was going to actually ask that. >> Let's find that and you could do those. >> And I think you're probably

103on the earlier side. >> I was actually going to ask that because even with out of state candidates and I thank you because I did forget to ask where are we falling in with August 12th, that's our first day of school. Where do we fall in with out ofasters and whatever else >> to Oregon and Washington? And I don't I don't profess to know um the East Coast or >> East Coast is about September 5th usually. >> Yeah. Typically >> after Labor Day >> schools north of here will start after Labor Day, but I know this year because of when Labor Day is falling, people are starting the week before, but it's not August 12th. It's, you know, it's more like uh the last week in August. So, can can we just share >> Yeah.

104>> what we're thinking at this point? And so, what if we moved the first round interviews to the dates that we've identified for the final interviews? So, first round interviews would happen the 19th, 20th, and 21st. And then the final interviews wouldn't occur until September 9th, 10th, and 11th. >> So I think one wrinkle is that our regular board meeting is on August 20th. >> Okay. We don't have to use all three of those days. It's choose two of the three. >> Okay. >> Um and sometimes actually boards like to have a day or two in between their interview days just for various reasons. So that might kind of force it to be the 19th and 21st. Uh >> um why so so with the 19th, 2021, you're shifting it a week. Why is there

105then the final interview is being shifted so much? Is that because they give more reference check time and stuff? >> To give you more time for reference checking and uh Labor Day is >> right. >> Yeah. Okay. So then what was the proposal? >> Uh so for this for the final round September 9th, 10th, 11th, some combination of two days there. >> We do also have a board meeting on September 10th. >> So maybe it would be the same model where it's, you know, >> no, >> Thursday. We have our meetings on Thursday, once a month >> for the most part. Oh, no. >> Okay. >> So, that would that would have you doing your interviews on uh Wednesday. >> Yeah. >> So, sorry I'm I don't need to be up to if we if

106we >> one thing I haven't thrown us. We're also happy to do it on weekends if that works better for you guys to do it on a Saturday and sometimes out of state candidates prefer that because then they just have one travel day and we >> if we do the 19th 20 and the 21st for first round >> uh >> and the final interviews shifts from the 1920 21st to that following week the week of the August 24th is that a is that a conflict with you your personal like >> but that doesn't give us a lot of time for the reference checks and stuff, >> but it gives us it's it gives us an extra five days somewhere in the >> Well, >> what do you mean three? >> No. So, if the the

107the new dates for the first round are moving to the 19th, 20th, and 21st, right? So, if we we say, "Okay, we're we're on the clock on August 19th, >> and then we use >> August the following week. >> Well, what about the um >> Yeah, >> if we wanted to do the community panel, we would need a day to do that and then we would need time for the reference." So, like, >> are we community panel? >> I mean, I don't think I I am. Okay. >> Okay. So then, so then we're on the 9th, 10th, and 11th of September. >> Okay. So then we're on your guidance is the 9th, 10th, or 11th of September for those final rounds. >> Is that that's what you were saying for final round? >> Sure. I

108mean, we typically Yeah. I >> tell me, no, >> did did you just come to a consensus around the 9, 10th, and 11th as final or or >> I mean, I don't think we we decided that it's final. I think we just need to make sure that we're not just looking at first round and second round and we're looking at the other items in between first round. >> But what if we what if we start at the top? Actually, if I could do that and lead us through I think that might >> my brain works just in terms of that and going backwards is a little bit harder. Can we do that? >> Yeah. Whatever. Yeah. >> Um okay. So let's let's go all the way to the top if we can. Um other than

109the first two rows that we've already done, right? um and the focus group meetings and the online survey window, those those don't really impact board trustee schedules. So the first date that we need to clarify that we actually are meeting >> is the presentation and approval of the next superintendent criteria. This would be a special meeting, right, Kathleen? >> Yes. >> Ideally on the 29th or the 30th is one of those dates a date that you could all be at. >> I can't do June 30th personally, but I can do the 29th. >> You could do the 29th day. >> Monday. Yeah. >> Okay. I will just say we do have the district advisory committee meeting on the 29th. >> We we are just regular people on it. It can be done without it. >>

110Okay. >> And that's usually a kind of a a work sessiony kind of a thing. >> I mean that's my >> No, >> never mind. Disregard what I just said. Study session. >> Yeah. >> Do we call it a study session here? >> Here. Yeah. >> I can do either, but I'll be virtual. that I can do either, but I'll be virtual for either if that >> virtual is fine. I mean, the important thing is that everyone can participate. >> I'm out of pocket for the 30th virtual and otherwise, but I can >> Can we um I I may not be able to, but um uh I think also we uh if we have four out of five people, I'm totally fine with that. And sorry. And along those lines, um uh I um I

111think it would be great if we can um say what we're going to, you know, what our what our timeline we're adopting is. Um but I am uh cognizant of our other trustee not being part of the conversation. So, if this isn't something that we have to do in public, then I would say I would be very comfortable saying we would like timeline one, but with a little bit of spacing at the interviews and then we also give uh trustee uh Tang a chance to weigh in on her availability as well. So a calendar poll maybe of everyone with some dates that we identify and then you all determine I mean that's not that's more logistical right that's not like >> conducting business >> I mean it's been I'm getting a lot of value out

112of this and this could >> okay >> this could be tentative for trusty you know tank to then chime in but we can do this we can do this calendar in the yeah so let's do Okay. But we're going to need to get this done like ASAP. >> Thursday. >> Is there is there broad level things that we can still do as a as the four of us that would be helpful? >> You mean separate from the timeline? >> No. >> Yeah. We have a we've got some other agenda items. >> I'm sorry. Can we do you not think that we can do a few things timeline now? Well, I do think that if we're going to pick specific dates and then we all agree and then Trusty Tang is like, "Well, I can't do

113any of those." Then we're back at the drawing board. >> I didn't know we were going for specific dates, I thought we were kind of just saying like the justification for like 9th, 10th, and 11th versus something. >> We we typically would expect at a planning meeting to come out with a calendar and because we're whether we we're one or two, we're either way, we're on an expedited schedule. But it's a fair point. We really need all five trustees certainly to be present at the interviews. And so you rais a good point. >> So let's I think what we should do then and also in the interest of time tonight because we've got some other agenda items and you want to go home at some point. >> Yeah. >> Is figure out and let's maybe

114not talk anymore about specific dates but figure out how are we going to get this resolved >> in short order. Do you want is there a >> superintendent? What are your opin What's your opinion? Perhaps there's an opportunity and I can provide that Friday update. >> Right. >> We get a quick >> Okay. >> And I'll try to identify like more than like three days. Maybe I can identify four days in a given week. So that would afford a little more flexibility for you. Okay. So I can do that. um if you'll take it and then follow up and see which dates everyone can land on. >> Can I can we kind of um just come to some clarity around um one of the the the optional so they know to build it in or

115not build it in the confidential community panel. Do we feel like Oh, I'm sorry. You have no you're going to hit that. I know you're going to hit uh adding I would like to make a proposal to add another focus group. >> Let's go back to our main agenda. both on. >> Yeah. >> Can I say one more thing about that? >> Okay. Thank you. >> I I would say one more thing about the calendar just because it didn't we didn't say it when we're going through the dates and I realize you have a plan so don't respond to me but uh the week before Labor Day if people are available would work on the timeline you suggested. It just it didn't come out. So I just want you to think on that. You don't

116have to respond but that like the first, second, third, right? >> Mhm. Okay. So, let's move on and let's turn. Yeah. And this is all okay and we're going to get there. And it's important that we get um get affirmation from your fifth trustee. So, that's great. And I I've got a lot of flexibility this summer. So, and this fall. All right. Uh so, let's turn towards the focus group. uh the list of focus groups and I'll tell you which ones we've already covered. Here we go. Okay. So, we have the recommended ones. You'll see um in the contract you had 10. And so, uh superintendent's cabinet has been uh is one of the focus groups. Building administrators, superintendent I'll be talking with tomorrow. uh met with certificated leadership this morning, classified leadership, district office

117employees. Tomorrow is PTA leadership and school force. We are sending out that lottery uh invitation for those next two groups, parents by lottery and staff by lottery. Um the 11th group is the service organization, community leaders, elected officials that took place today. Okay. So now what the question is is as you look at that list of optional are there are there groups there or perhaps they're not even on this list that it would be critically important for us to hear from. So, when I look at this, I'm thinking um Spanish-sp speakaking parents um based on some feedback and obviously we're you say we're going to do some um surveys and make sure that they're in languages. So, I'm wondering I think that'd be really really helpful, but I also wonder if we get enough from

118the uh online survey and maybe the parents, but I guess this would be a I'm I would be concerned that that Spanish- speaking parents who really are, you know, that is their first and most comfortable language probably would not be participating in a focus group if I think they would do the survey. So I'm wondering though is is this an additional good value ad to if we get enough if you can segment that in the survey and know who kind of answered in in Spanish then maybe that would suffice but I also you know in the interest of time and also other things but I do think that would be a really maybe a good group to really >> make sure that we capture. >> Yeah. What do you what is it? >> Can you

119do the focus group in Spanish? >> We have capacity on our team >> virtually. >> Yeah, virtually to do that. >> And what we find in some districts is that that population of parents is often most comfortable uh having it facil facilitated by someone that they already know. So I don't know if you have a a liaison uh family liaison uh for your Spanish speaking parents or anything like that. Each site has a ELAC, right? Like we have seven groups, >> right? Like in the sense of like having the person who they know, we have a person at most sites that works with our families that they're all comfortable with and one of those people could could support this thing. >> So that could also be an option. um I could work with your staff

120person be there uh kind of guiding uh and having them translate and then having them collect the information. So >> but this would be by Zoom this >> Yes. Correct. Yeah. And but if it's if your families like to come in and be together more if you have someone in person who can facilitate that with my participation ver virtually um that could work as well. So >> I don't know if we have the staff availability. >> We we would certainly work on that. >> Okay. >> I mean I think in person probably um would be I I mean do you have for Spanish speaking P >> it would have to be virtual if it'sual person. Yeah. >> Your person would have to be virtual but like the hybrid version could happen. Is it right? Is

121that what I heard you say? If with your >> if they came in and you were >> Yes. answering. >> I I mean like the participants would they they be virtual. >> It would be one or the other, >> right? So they could be in person group or if they could you could call them together. You could, you know, sometimes it's they've got another family engagement kind of activity happening and we could do it then. But >> in person tends to be better with, you know, I would assume versus virtual. I think once you have the group, you can leave it up to them, right? Like >> I would propose >> and as I'm looking at the ones that already have recommended is >> if if we're talking about I'm proposing for us to think

122about this, not saying it happen, but but like ELAC leadership to me would be a similar group of people who >> can speak for those families in the same way that you have PTA leadership. So you're not saying all parents in but these people who speak for parents. I would I would I would propose that that group those people what I'm thinking of a few of the sites do know the family's experiences. >> That's right. So creating an so sorry so creating an ELAC group instead of >> that's again >> because then they would have the pulse that's not a that's a great idea. >> Yeah. >> Okay. Make sure I'm understanding. >> We'll work together for you to identify a time and then your person would do the outreach to gather the people together

123and >> also hire on translators. We have access I would just say if it's not someone that they know, then I think we're just as well going with our person and doing it virtually. So >> Jackie, sorry I thought that you were saying instead of doing Spanish speaking parents, you were talking about doing ELAC leadership focus group. >> That is what I'm saying. Yes. >> Yeah. So instead of doing the families, Trusty Bruno is proposing to do ELAC leadership. >> And I and I actually think that's okay because ELAC those those representatives really work with the families at each school site where they exist >> very intimately. And I think that they actually we probably get more representation probably of of their needs or their desires. >> Okay. So not the Spanish speaking parents but

124rather the >> the leadership. >> Okay. which is parents actually, right? Not necessarily. Not necessarily. Okay. >> Going to be a very similar group. >> Okay. >> It'll be a very Yeah. >> And virtual will be okay with that. >> English or in Spanish? >> Most most of our meetings are done in English. Um however um Spanish translation is important. We did hear that uh during our community meetings. So, I think we can do some kind of a hybrid. Um, I'm I'm not sure that virtual or in person makes a difference. >> Are the focus groups um are the meetings recorded? You said you said transcripts or something like that. Is that >> Oh, not for focus groups. Gotcha. >> Okay. Yeah, we we did hear again uh the if I'm thinking back to the

125community events, we heard from folks um that are that specifically the survey we sent at that time was not translated and that was um a concern. So, we might be resolving this just by having the survey translated. And if they're taking the survey in Spanish, they're able to self-identify as wanting to participate in a focus group virtually in Spanish. >> The reason I'm making this proposal, and again, I'm responding to you not defending that my proposal is good. We can shoot it down. But um I agree with that completely and I think a translated survey gives the families right to speak and then there's these people who meet about those families experience and those people being part of a focus group is what I think would be valuable not necessarily whether it was in English

126or Spanish but the people who work for those families whether it be in education or lunch services or or academics is that's the work they do >> and that's why that's why I'm proposing not about the language. >> Okay. And that can be in English. Is that what I'm understanding? Okay. >> Right. Great. >> Right. They all speak English. Is that what you're saying? >> Do you I'm sorry. >> We're hi. >> for the most part I I um >> or your person can do >> there are members of our community that would prefer interaction in Spanish like full stop. >> I fully support I Anyway, >> um question and s suggestion. Um, did you say that for any additional focus group we would like to do as long as it's virtual that is only

127$90? I would love to have an ELAC focused focus group and also still try to do outreach to people who are more comfortable speaking in Spanish. And maybe that is a um that would not be virtual and that would be a separate thing that maybe we could ask uh uh a liaison from the district to assist with. But I think I think we can as long as you guys have the capacity, we can add more focus groups and we don't have to debate exactly who can be invited to this focus group because I think we could add another one. Okay. So, it will mean that the district is going to need to um solicit people to participate in those groups, right? Because we don't have the capacity to send out a a separate lottery form

128or something like that. So, um it will rely on your outreach to both of those groups. I'm going to say rather than having you all um see if you have staff available, let's let's go ahead and just do it virtually with our staff, the Spanish speaking group as well. >> Because otherwise I just feel like it's going to take some of our again I'm not thinking about specific people all are invited but there are a decent chunk of our Spanish speaking that actually live further away. So in person is just as much of a burden as it >> Yeah, that's fine. I I like Trusty Northrup's idea. I don't know what the high overlap is. We can certainly investigate and if there's just high overlap um then then we >> pick one or the other.

129But I like both. Maybe both will yield different impressions. I do feel like probably the ELAC representatives will have been with these families >> for for a year or so. But yeah, I mean one or two it doesn't matter. We can see how much overlap there is. >> Okay. So, we would add two uh two more focus groups. >> Okay. A Spanish and an ELAC leadership. >> Mhm. >> Okay. Great. >> Any others? Otherwise, let's let's move on. We got other stuff. >> Just curious um opinions on the board about the student focus group. Any any like how do you guys feel about that? Exactly. I was I think they're on vacation and we were pretty young district. I think um there's maybe space depending on I think we said yes on the on the

130community panel maybe at that point. Um, but a group of 12 that were pairing down to six, uh, I I respect our students and I want to hope that they trust us as much parents do. Maybe more. >> I agree. I think, uh, they can trust us. >> I agree. I just didn't want it to get like, you know, lost in the shuffle. >> Okay. So, two more focus groups and now let's move on uh to the last part that I'm going to cover, which is communication, logistics, and norms. And uh this is where we really need to make sure that we're clear about uh what what we want to agree on and that is we're your search consultants and starting tonight we want you to refer people to us. So if someone approaches you

131says I've got somebody um or I know this person or I don't want this person stop them say thanks so much but we've hired uh these consultants and I'm going to give you their contact information and then you are more than welcome to you know to reach out to them. Okay. So uh similarly you might find uh someone who's interested in the position might contact you directly. Might be someone you know uh or someone who knows that you know a friend of theirs or something like that. If you get a contact like that again thanks so much for reaching out. we're going to put you in touch with our search consultants and they'll be happy to, you know, to hear your thoughts about uh someone that they should be recruiting. Uh in terms of communication

132with us between us, when we have a communication, we're going to send to you an email. We're gonna address that to President CS and we're going to be BCC seeing the rest BC seeing the rest of the trustees um so that there isn't uh an in inadvertent reply all. Okay. So we want everyone to have the same information. We're just going to structure it that way. You are welcome to reach out to us as individual trustees. uh if you have a question, you have something that you want us to be aware of or you want to to offer uh to us and we will respond to you and again we will BCC the rest of the trustees so everyone else is getting the same information at the same time. So any kind of um any

133kind of in-person contact conversational send them to us. any emails you get from other parties about the about the position, send them to us. And then in terms of you uh when you want to reach out to us, we're here for you and you can do that. If it's something that would benefit everyone uh getting the same information, we'll make sure that they're also on the you all are also on the reply. And again, when we send out information, it'll say resident cost in the two line and you all will get it as a BCC. >> Do you have any general guidance around when because I've already gotten one that I haven't replied to, but a community member who wants to talk to a trustee. It's certainly not uncommon. We we we welcome that, right,

134when appropriate. um who and one of the agenda was like superintendent search. No idea more than that. But you know I would think the guideline now that the link would be coming out on the survey is you know thank you for for for willing to like wanting to meet with with me. This is the best process to capture your thoughts. >> Yes. Agreed. Yeah. That would be the thing to do is to >> funnel them into what we've already organized. >> Yes. Thank you. Okay. I was just going to ask um what if the survey window is closed and then they come and then you just say like I'm sorry the survey window is closed and >> no people can still offer they won't be able to complete the survey but certainly entertain uh outreach

135from whomever. >> Yeah. Okay. >> It's not that they are limited to you know connecting with us to offer names or something within that survey window. Well, you mentioned us reaching out to you. We should always send to all three of you. >> If I reach out with a question, should I always send it out to all three of you? >> You can you can just send it to me with the exception of and I'll let you guys know when this is. There'll be a time when I'm um off the grid just a few days right around the 4th of July. So, Lannne will Thank you. Lan will be the person who will be on on deck to get your questions answered quickly. >> Other questions about communication or is that do does that is

136that reasonable? Do we have everyone's commitment that you'll not engage in conversations with? >> Uh definitely. I just um was uh looking for more information on the third bullet point of board emails regarding candidacy advocacy. >> What could you tell us more about that? >> Yeah, so you may get an email from a patron who says, "I uh lived in this other district. They had an excellent superintendent. I really want you to think about them. Um I want to put them in touch with you to have coffee. >> Thanks very much. We've got a search firm. I'm going to pass this information on to them. here's their contact information for you to reach out to them. >> Thank you. >> Yeah. >> And it if if it's not already obvious, like it protects you as

137much as Right. You don't want to be in a position where you're doing that and then you're either accused of being unfair to other candidates that didn't have facetime with you or a candidate thinks that because they met with you, they deserve an interview because you had such a great conversation. So, it's really the safest way is to just >> Yeah. gently. People seem to typically understand. >> Oh, yeah. >> Yeah. Yeah. Thank you. Can I turn it over to you now? >> We're at the halfway point of the agenda now. Oh, I'm >> sorry. We're not >> just where we said we would. >> We did. We did. >> Um, no, the next I I Kathleen was very kind and gave me the the the quicker section. So, um, >> so let's go through

138a few more things, team. Um, the first item is about internal candidates. So, we at this point have no idea who the candidates are going to be. don't know if there would be an internal. So this is this is in the abstract. We're not talking about individuals. We're talking about the abstract notion of an internal candidate. It is 99% of the time the case that a board would agree that any candidate, whether internal or external, is held to the same standard and goes through the exact same process as all external candidates. And it's always easier to talk about now at the beginning of the process so that we can all agree. But recognize what that means. That means that if a candidate who's internal advances, it's because they merit advancing. It's not because courtesy interviews

139>> um or friends or any of that stuff. So that everybody knows. And I I already see people nodding, but I am going to ask one more time. If you nod, if you agree, there is the 1% of the time that boards say no, let's try something new. But are you in agreement that every candidate internal, external, go through the same process is held? Jackie? Yes. >> Oh, yes. Okay. Good, good, good. Yes. >> Okay. Thank you. Sorry, I just didn't see you nodding, so I thought maybe you were holding out for the one >> a roll call vote. I was like, "Oh, wow." >> Thank you. >> Um, okay. Parameters of candidate identification. So we've we've already been talking I think with a presumption and I just want to confirm that this is presumption

140is accurate that you are engaging in a confidential process that candidates names will not be publicly disseminated at any point in the process until you have your one person that you vote on. Great. That was that's our expectation. That's what we were thinking. But now we're being official. How do you refer to them then as candidate A, B, C, D? Like how do you do it? >> In our close session, we'll refer by name and outside of close session, we won't refer to them at all. Right. Yeah. So, in the close session, you will certainly use their names, but the Yep. Trusty, >> sorry. Are there um have you worked with any districts where and and you know, just please let me know if this is would be outside the norm where the finalist names

141were announced. I mean that does happen in some searches. Um but we have found that if people know that their name potentially could be revealed, there are people who are less likely to apply. And so we feel like it limits the the applicant pool. >> Thank you. That >> Okay, good. Are we good? We're all good with that. That Okay, great. Um I'm going to hold off on nine and just go to 10 if I can, which is future agenda items because it's possible that one or two might actually get resolved right now. But I want to walk through um see how fast we're moving through the agenda now. >> Yeah, because Hank's did taken the leader. >> Not at all. You gave Stop. So um the next superintendent criteria. No. Is that a bullet

142point just for me to talk about what that is? just that that is coming next that that is uh that'll be the focus of your attention very shortly >> and I think I want to I want to assume that it's reasonably clear but why not since it's on the agenda just take a minute to just be really clear what it is but at this point I think you're all I sense you're all getting it. So, we have the focus groups which we've talked about. We have the survey that we've talked about. Um, we have the conversations with the trustees. Um, and with our superintendent, um, and most importantly with >> our executive secretary. Um, all of that input we get and we crunch it and we look at it and we come back to you

143with a draft document called the next superintendent criteria. That's what that is. And that is your next big step once no actually your next step is to establish the timeline. >> But the step after that is that we come to you with this document. It is the community. We we say this is the board. This is what the community is saying that they want you to focus on in the superintendent and we also believe that you are the electeds. So it's got to be your document. So typically boards want to be informed by their community. But you ought not accept it exactly wholesale because there are five elected trustees who are actually the decision makers and and so we would expect you to tweak it a little bit um or maybe a lot. So that's

144your next step in the process. Once that is approved by you then we are ready to go out full scale recruiting and letting folks know here's what the trustees are expecting of the next superintendent. finalized timeline. I don't think I need to talk about. We've spent a lot of time talking about that. We're going to figure that out really soon and get that get that there >> for sure. >> Um salary range for the next superintendent. So, that is actually I I know I think I'm going to turn that back over to you if I may because I think you're closer to this work and I know the superintendent has been instrumental in helping. So we we need to have uh the salary range identified at the same time that we go out with the

145posting because that sometimes is a question people have. And um Superintendent Dara has uh graciously agreed that he will serve as the person who provides the board with comparator information. Um, often times boards want to consider, okay, well, what are other superintendents in similar districts making um, other districts of the same size in our region? And so, he'll come back to you with information about uh, what compensation uh, superintendents and other districts are currently getting. It'll be a limited number. It'll be a half a dozen, maybe nine or 10. And then you can look at that and um probably what you'll be looking at I guess maybe you'll be looking at uh next school year's salary information as opposed to the past because sometimes we you know you'll want to build in an increase if

146you're looking at data that's a year old right because people will have gotten an increase. Um, I think the important thing is to set a range to allow for uh to allow for compensation that would be in line with someone's experience if you're getting someone who hasn't been a superintendent before and to be attractive enough that at this point in the year and the you know where you are in the search, you want it to be attractive enough that people will look at it even if um they're in a sitting superintendency. Um and it'll be it'll be a factor that people consider. Um anything else you want to say on that? >> Uh I'll just add that um uh President CS had reached out to CBO Matsumoto to start that work. Um I came in

147on the coattails of of some of that work and uh we have that available. Yeah, it's this year's uh salary but the next step uh is included as well. So you just do not calculate >> are we um so we maybe mentioned the neck the during the regular board meeting close session that would be presented is that is that correct superintendent or is that the appropriate or are we going to kind of >> so we'll facilitate um during the next superintendent criteria review we'll ask you to establish that range in that meeting just by consensus you don't have to have it as an action item in a board meeting. Okay, >> I'm going to defer to you in terms of how you share that information and what people do with that prior to that meeting

148where it's >> discussed. I can share it in tomorrow's uh board update if that makes sense for everybody. >> Yeah. Great. So that that that led to my question of just when I saw that originally when you passed it around, I didn't know what when you uh needed that by if there was and I guess that'll depend on our finalized timeline, but also because it impacts posting, but when you know just to make sure that we get you that range by the time you need it. >> Yes. And so that is when we meet for the uh for your approval of the next superintendent criteria. >> Okay. Yeah. Yeah. >> So that is when you get you need this salary range. >> Yes. >> Um typically how I've seen salary ranges that are like up

149to 80 to 90,000 between minimum between the the beginning and the end or the minimum and the maximum >> and I've seen them more compact. What does you do you have any experience in terms of it? Does it matter that >> I think it I think it does matter. Um because you you don't want to be so low that you're just getting anybody applying. Um and you also want to give yourself room that you don't have to come in with the top. So, I think typically in a district this size, we would be looking at a range that's, you know, 35 to $50,000 maybe would be 35 to $45,000 between the low and the high. >> 35 to 45 is >> Yeah. 35 to 50. Yeah. And again, you may have some thoughts about that

150when you see the data. Yeah. Okay. >> Thank you. >> Yeah. >> Back to me. >> Yeah. Back to you. Just because I don't want this meeting to end, I'm going to insert a invisible bullet point right after I'm salary range, which is the advertising budget. So, um, we've talked about the fact that we we do a lot of calling. We do our network of networks. We Kathleen mentioned our eblast that goes out to 40,000. Those are there's no cost for those. Um, we do think that there's some value in also traditional advertising. uh the superintendent has availed your HR department to post on the the California sites which are basically AXA and Edjoin and EDCAL. So HR we'll work with HR to take care of that. Um I'm going to make a proposal right

151now. If this meets with the board's approval, let's just nod. If it seems like it needs to be a larger conversation, let's put this on also the agenda for the next superintendent criterion salary. So, I'm going to recommend a $1,400 budget, which includes um NABSI, which is the National Alliance of Black uh Superintendent and Educators, ALAS, which is the Association of Latino Administrators and Superintendent, Kappell, which is the California Association of Asian and Pacifica Leaders in Education, and AASA, which is the National Superintendent Association. That all comes to 1464. By far the largest amount of that is AASA 18849. The others are reasonably or considerably less. Um, if you're comfortable with the 1464, including a national, let's go with that. If you feel like you don't want that, I would say I see a couple

152thumbs up. or do you want to have a conversation about this which I would say let's table this to it. Can you just broadly give with the the base what how many um people are you reaching with the ones that you're that's part of that versus the incremental? >> I think I think the value >> I think the value in the ones that Hank recommended is they are specifically going to be reaching administrators of color or >> Right. >> Yeah. >> What do we think? >> Are we good with the >> Yep. Okay. Awesome. >> Perfect. Thank you. And we we take care of that. We bill you only at cost so your HR department doesn't have to do that. >> Can I ask just a question out of curiosity? Is there not a women's

153>> group to national one in Oregon? We had an a a female leaders group that was statewide. I don't I'm not aware of a national organization. >> I think somebody needs to start one. >> Yeah, for sure. There there are a couple of I can think of two women's leadership and education organizations, but I am not aware of a job board on either of those websites. >> I will check that tonight. >> Thank you, >> Hank. Did did we get the Association of Cal California School Administrators as well? >> AXA. >> Yes. >> Although I might have called them AXA when I meant >> AXA, right? Yeah. >> Yeah. Yeah. >> So, your HR department is going to do that. Yep. Yep. >> Yeah. >> Thank you. >> We really appreciate. >> Yeah. >> Uh,

154okay. Couple more things. So, um, the residency requirement is is not so common anymore, but it wasn't so many decades ago when school districts might insist that the next superintendent live within the jurisdiction. Um, and some districts still do. uh in the Bay Area doesn't seem to be the case because really the cost of living is sometimes so prohibitive that you would lose candidates if you insisted they live in your jurisdiction. Um but I want to put that out there. Sometimes boards do say they don't have to live in our jurisdiction, but we need them to not be more than an hour away or not be more than 40 miles away. And so, um, is this a conversation that the board would like to engage in at a meeting or do you feel like it's

155not really such a big deal? >> We are redoing the district office so they could camp out. We could like, >> you know, then they could be right there all the time. >> Um, I I I would be interested in us exploring something like a Bay Area residency requirement. Um, I definitely would not think we'd want to limit it beyond that, but there there have been uh stories in the news of people who are um not in education, but in other things uh where they, you know, do their job here for 3 days a week, but they don't actually have a residence here and they have a residence like out of state. Um, so I think um, you know, again, the cost of living is is is prohibitive, but I think we we need someone

156to be a California resident with a with a mailing address in the Bay Area, >> physical address in the Bay Area >> or Yes. Or willing to >> I was going to say, what if a what if a candidate is out of state then but >> but willing but are willing to relocate. Yeah, >> that that would be an expectation. >> Yeah. >> Not that they're currently, but that that would be an expectation of the role. Okay. California. >> Well, no. I mean, no, we don't want somebody flying up personally. We don't want somebody flying up from LA Monday through Friday and then going back on the weekend. I think >> they they they need to my view is they need to be part of our community and our district and and and have a

157presence in the area. The Bay Area is fine. I mean, I don't know where that how far geographically that extends, but >> certainly Northern Cal I mean >> Bay Area. Yeah. >> Okay. >> Quick question. I think I already know the answer, but just, you know, it's my first time. Um, for candidates that are willing to relocate, I mean, they pay for their relocation, right? That's not actually when you get to the point where you've identified your loan finalist and you're entering into contract negotiations. If you've got someone from out of state, it's quite possible that the board would uh entertain some kind of relocation stipen to help defay those costs because it is super expensive. >> Oh yeah, I know. >> Yeah. Yeah, I know you do. You've moved a lot. >> Um >>

158is that like do we have ballparks on that? I >> I mean you it's your decision. I yeah >> we I don't think there would be an expectation that you would fully reimburse someone for all the costs of a travel and >> real estate fees and all that stuff but I think between 10 and 15,000 is not an unreasonable but it's really I mean you get to set the decision >> and we'll see the posting on how you're putting the language especially around the residency requirements because I want to make sure like when we >> say Bay Area you know, I wouldn't want it to not include maybe some areas within commute reasonability. >> So, we wouldn't put it on the posting, but we definitely address that in our recruiting conversations. >> Uh, and it's

159often a question people have, you know, is there a residency requirement? >> Yeah. >> Okay. We uh for finalist interviews um if we are moving with someone from out of state we we put the cost of bringing them right. >> Absolutely. Yeah. Yeah. Yeah. >> Okay. A couple just a couple more things. So this next one is really gets to the question that um chair president CS asked before which is about the format for semi-final and final interviews. Um given that you have established that you have a confidential process really this question is about whether you want a confidential panel which is what we had talked about earlier and there've been some conversation. So do you want to make time for that conversation right now? >> Yeah. >> Okay. >> Because we'll build it into

160the timeline if it's something you want and we'll completely take that line out if it is not. >> So >> I I I'm for it. I think we should do the the panel. >> I second. >> Well, okay. So the only caveat that because I I think there's value to it um is is putting my f fiscal stewardship hat on to provide the angle is if I'm my rough math would be like this would be a 7% 8% of the total cont the total contract that would go for this one item. Am I >> It would it would be an additional cost. Correct. >> Yeah. It's representing about seven to eight% of their of their >> Could you remind us how much it would cost to do the community panel? >> 20200. Yeah. >> So,

161I'm just saying that that all of these are nice to haves. There's a reason why it's optional and why some districts want it and some don't. And I'm not I'm not debating the value of it. I'm just wondering is there enough of what playing devil's advocate? Is there enough of what we have, the activity levels that we have going on, the outreach that we have going on? Do we do we still want this? Um, again, I I I can see both. I'm just trying to, you know, it's kind of like a bloated budget. You know, it's like you don't you want to I'm just trying to be is there meaningful value in this um in the scope of all the activity that we're doing. That's what I'm just presenting. >> Yeah. No, I think that's

162a good point. I think we should consider and think it through. In my opinion, I think this kind of covers for people who maybe weren't paying attention closely to the opportunities to participate in the front end and then can maybe you know give those people the nice warm and fuzzy feeling that they were able to have some kind of a >> but this is not just input. This is like this could be really beneficial to us. Oh, I know. >> In terms of in ter No, but I'm saying like this is the final they're going to meet the candidates, >> right? >> Yeah. Okay. >> So, I mean, we would want to make sure that the panel was we got a really robust kind of viewpoint from them. Yeah. >> Sorry. Um, I think too

163it's it's um it's helping set up the next superintendent for success >> because right uh if if the community panel interviews four people and we do pick one of those people right where we wouldn't announce it until the certain time and right and then but then right everybody who was on the community panel would be would be able to say to their friends and colleagues I met the new superintendent. He or she is going to be amazing. And so you're already building that you're helping that superintendent be successful by having them have that first um contact with community members on a way that's not going to jeopardize them hopefully in their current jobs. um it gets the community involved and then as I said I think it for example which I shared um is when

164I was on a um a panel for a principal interview when I was not on the board when I was just a parent and I was on a principal interview bo uh panel um that helped me with then having a good relationship with the principal when the principal was hired like I interview I was part of the interview team for four candidates. We made a recommendation. We were we were we were not the deciders. We made a recommendation. It went to the superintendent and the board. They decided to hire somebody. But then when I went to go meet that principal, I'd already we'd already met. >> What if what if what if what if most of the panel wanted a candidate that did not get selected? Do you still think that that's going to be

165wellreceived? We structure the feedback uh that we are getting from them in such a way that there isn't an opportunity for them to say we think you should choose this person versus that person and we specifically instruct them and get their agreement that they're not going to go out and say well that wasn't my first choice or I think we had better or anything like that. they are, you know, they understand their role. They understand you're the decision makers and yeah, >> any final discussion before we >> No, Jack, >> I'll say a few seconds. Uh, on reading it, my my my gut says yes, and then on hearing you two talk about it, um, we had primarily uh Pacific Northwest, uh, sounds like seems impactful. Um, I like the idea of someone besides the

166board getting to speak to, connect with, hear from before we put something out as a just a general idea no matter whether they speak about it or not. Um, and I think that as an outsider, I would appreciate knowing that it existed. So, I think focus groups just something kind of really early, right? Like like next week they're going to say, "Here's what we want and then it goes dark for a while." I think having that that touch point to our community to a any community I think I like the idea of um I I do think that like you know like it's a it's a decent chunk of money. Uh but I I believe your recommendation and don't think you're redoing your kitchen with it when you're dividing it three plus ways. I don't

167think it does much. So, um, and and I also imagine that what I'm getting is $2,200 worth of value out of our community feedback. And what I liked in whatever page I had said it is, um, we're using the word community. And sometimes I hear that thinking about like the people I live next to, but I looked at this timeline wondering if administrators, district staff, uh, uh, people like that would actually have a voice in the process. And until this, I don't see it. So like without this here I don't see where they would again outside of the focus group. So I want to be clear it is there but there's an opportunity in there for like I really do wonder how the people who work for you feel about you and this gives me

168an opportunity somebody who will work for that role hopefully to be part of that panel and I think that >> there are districts that build in uh an opportunity for cabinet for example to >> it's it's different than a community panel their feedback might be different um >> but the panel is made up of a variety of stakeholders >> typical >> yeah Yeah. >> Right. Like is it is it typically a a a variety of stakeholders or is it like primarily parents or is it like >> Oh, it's a variety. >> Yeah. >> So they'll I mean >> that part scratches >> you can say we want one of the 12 to be an administrator and they're there to kind of represent >> you know. >> Okay. So I don't think this I don't know

169if this is necessarily a voting process but let's go. >> Right. But let's let's go with So you're you're you're for it. You're yes. >> Yes. >> Okay. It's fine. I'm here. >> Great. Thanks. I'll build it in on the revised timeline. >> You bet. >> Super. >> Yeah. >> Uh, so last piece is um I think it's mostly a reminder of kind of the reference check, background check process. So you've already heard when candidates apply, they will indicate the application. You'll notice whe said earlier in the process. It's not right. So those tend to be very favorable. Not always, believe it or not, but they tend to be more favorable. Those are folks who the candidate has. The next stage of the process with respect to reference is that particip as many as we

170We have one board at one point when you identify and then check in criminal records and civil records and various county recommend finalists risk. >> And how much are those do you remember? >> Okay. >> Yeah. I mean per candidate. >> 175 per candidate. >> Yeah. But it is incredibly comprehensive and you will >> Is there an agency that does it for you on your >> Yeah. This tied into all the databases, FBI, whatever it Okay. >> Um, okay. Those I'm turning it back over to >> Oh gosh. I think we've been through the entirety of the agenda. We didn't quite accomplish the timeline, but I think we'll do that in short order. And uh before we close, anything any question that we haven't answered? Any anything you need to know more about? Yeah. Um

171and I totally totally appreciate all of the all of the uh work you guys are going to do and everything you're going to do to help uh help us find um candidates. Um is there a possibility of uh you know in in uh links to resumes or something where um just we uh we have the opportunity to consider every candidate and if that ends up being a hundred people then I will regret my request but >> yes. Yeah. So, um, prior to that slate meeting, that's when you'll have that block of time, whether it's 7 days or 12 days or whatever we land on where you will have access to all the applications. So, not just the people we conducted those preliminary checks on, uh, preliminary interviews and and telephone reference checks, but and and

172you may say, "Hey, this person looked interesting to me. Tell me you're thinking about why." And then we'll say, well, we did a Google search, you know, in the first five pages, uh, something popped up that was concerning and so they didn't pass out. Or, you know, >> when you're making your recommendations, do you what kind of information like to that point? Do you kind of give us you give us like your rationale for how come they made that select group of f of first round candidates? You know, we can I mean, some boards like to come to that themselves. Others ask us to come in and say, "Which do you see as the strongest?" And then we will often say, we'll kind of give an overview. We won't necessarily like interject a lot of

173our opinion in it, but we'll say this person presents as an experienced this or they have expertise in that or you know they had an exceptionally strong uh letter of recommendation or so we'll kind of share that level. Yeah, I think the more level the more I mean for me I think that's the value of a of your expertise and your search firm and just seeing so many hundreds of candidates that on paper I might be looking at something that I might be swayed by or and I can still be swayed by it but I would really value your kind of a glance at what you think. I mean that's my personal but I feel like that's the the value. >> Yeah. So, and a conversation you might want to have before we get to

174that is um >> so if there are 10 candidates, there are sometimes as Kathleen was I think alluding to like that we actually tier those 10 candidates. >> Oh, you okay? >> We could >> or we could not. It's kind of what you would prefer. Um but certainly any candidate that didn't make the top 10, you say, "Well, what's your rationale?" We're going to give you our rationale. And despite that, it's your search. So it is not impossible that a board could say hey what about this candidate you didn't interview or you didn't recommend and if that is one of your top candidates then we pause everybody goes and looks at that application and it's it's not typical but it has happened now twice where a board has decided to advance a candidate who was

175not part of our recommended team and we're we're fine with that because it's your search it's your search >> great I want to make sure I'm hearing it right. Uh so when I say preliminary interviews and and reference calls, you're only doing that on candidates that you think are worth a reference call. So you're not actually doing reference call on every candidate that you give to us to review. And so some level I could just by basis of the absence of reference call. I would know how you felt about that one without looking at ranking necessarily. That's >> I just I could assume that by absence of reference call you're just like all right, they didn't think this one necessarily was worth that. It's all very visual. It's in columns. You'll be able >> that

176applied. And >> this one advanced. >> Yep. >> There we go. Uh yeah, if we're saying it, I think I would prefer to to do to review material without your ranking. >> Okay. >> I say that. >> So what >> and then I want to hear it at the slate of candidates session. I would love to hear your rankings then just to pat myself on the back or or be humbled. Yeah. >> So, just to clarify, we still would have um a delineated which 10 or eight or whatever we do prelims on, you would know who that was and that you could find a video and a Okay. Okay. Well, anything else for the good of the order? Just thank you all so much for your time. >> I have 35 minutes. Do you want

177to do anything? >> Well, that's up to >> I have the room. >> You've got us as long as you need us, but >> No, we're good. >> Imagine you have lives you're eager to get back to. >> So much so. >> Thank you. >> Oh, absolutely. And it was wonderful to spend time with you. >> Thanks for all your hard work to date. >> Yeah, of course. Yeah, it's been a pleasure. Just a favor. I think we'll probably uh talk between now and early morning. Uh if you can just check email in the morning to kind of look at next steps and maybe weigh in on a proposed timeline. >> So I will give that to you tomorrow when we meet and if you could then take it from there and get agreement around

178specific dates. >> Perfect. All right. Perfect. Check your email a few times tomorrow if you can and I'll text you as well. >> Great. >> Okay. Thank you. >> Um All right. Thank you. >> Thank you. >> So I mean that's it, right? Do we have any think we can adjourn. Okay, we can adjourn. uh 8:33