001the special meeting of the governing board of the cave creek unified school district number 93 today is monday july 2020 roll call uh the five members of the um governing board are present item 1.3 formal adoption of the agenda okay um item 1.3 formal adoption of the agenda i'd like to move that we adopt the agenda as amended i'd like it to go um after the pledge of course i'd like to move item 3.1 ahead of item 3 point or ahead of item 2.2 so it'd be 2.1 3.1 2.2 3.2 so i'd like to i moved that we adopted as amended okay so moved is that janet i'm sorry janet yes um do i have a second second rich okay so this is to adopt the agenda as emitted as 2.1 3.1 2.2 3.2 member
002rich all right i'm in i member hatcher i remember busby i remember brown hey um if you join me in the pledge of allegiance as we always do do at your own pace i pledge allegiance to the flag of the united states of america america and to the republic foreign um catherine before we start could i ask that everybody turn their mic off when they're not talking so that there's not like uh oh all the movement yeah all the vapor sounds okay everyone mute yourselves especially um 2.1 and 2.2 are going to be presentations so they can probably be muted for a while um item 2.1 asba superintendent transitions presentation presented by myself and mr steve hyland asba executive search and senior policy consultant sorry guys i gotta move some stuff um i'm actually just
003introducing this mr hyland is going to do the presentation he is from asba arizona school board association and he is an executive search and senior policy consultant and he is going to give us an overview um on the search process for superintendent and have any questions so this is a this is a question and answer it's not a voting this is a presentation so mr hyland we're ready for you i think can we see him mr hyland you're muted just so you know hey uh mark you have my video turned off no sir we see your screen you haven't shared anything yet oh okay i was looking for i all i have on my screen for me is an s so i was just looking for me so you start your video that's a good
004thing okay well good afternoon i appreciate the opportunity to uh to work with you this afternoon uh as catherine said there are a couple of things we want to share with you the first uh order of business is really a powerpoint that i believe you received in your packet i don't know if you've had a chance to go over it yet but it looks like this okay is that up on my screen mark yes sir okay thank you so the intent of the of the powerpoint is just to give you an overview of what this is all about in terms of the superintendent of search it's not it's not a overly complex process but it is an intense process and it um taxes a board quite honestly because you're poised in a position now where
005you need to make a very important decision and that is what is the leadership administrative wise in terms of the superintendent going to be in the future and that's a tough tough place to be especially if you've had a superintendent in place for quite a while as you have moving to a new person to be the leadership so to speak of the administration in the district and to report directly to you and work with you is a is a awesome challenge but um one of the things that we've done at aspa is to try to make this as simple as possible by guiding you and by using asb if you choose to use this what you're doing is you're putting the burden on us to make it right the burden on you is always the
006decision making so with that uh our first slide very simply uh ask a question it's a pretest and if you've looked at slide three you already know the answer to this but the question is of all of these things and this is only nine examples what out of this list do you have to place as a necessary requirement for your superintendent anyone want to join in on that one i cheated and saw the fingerprint card that's okay you want to give everybody the answer then catherine it's a fingerprint card with all these things you know earn doctorate degree understanding of public school budgets background in public school curriculum exceptional community those are all great things but the law is real simple ars 15503 said superintendents principles head teachers psychologists terms of employment that's the title
007a1 very simply says employment a superintendent a principal or vote if the governing board employs a superintendent governing board shall determine the qualifications of the superintendent by action at a public meeting so when you look at the list of things all those things are good but the only thing they have to have is a valid fingerprint card number nine uh and why is this the case uh it didn't used to be the law used to be a little more definitive in regards to the superintendent and the position but uh five six years ago uh our allegedly our legislators uh talked through this and said you know really if a person can run a big organization if they have their own business they've got experience they ought to be able to run a district so let's
008just turn it over to the board of each district make it a local control thing let them decide um so one of the things that uh you will do during this process in particular uh to the position itself is you'll have to have that discussion what is it you're looking for what are the basics of the position and the person that you want uh what are they going to look like what are they going to bring to the table is it an effort yeah it certainly is an effort because i will tell you the first three items on this in terms of questions that may come up you don't have an answer that can tell you that you're on the right track yet if you're bored collectively and individually ready i know i haven't met
009with you but i know if i met with each of you individually and i ask you specific questions you wouldn't have the same answers uh and this isn't something that you have to have an absolute definitive answer for upfront because this is a project that grows through time and things change which you think today may be not what you think tomorrow but our effort is to work in a collective individual fashion challenge our direction challenge our thoughts and move forward um are we all on the same page right now no you're not even though i haven't met with you as i said i know you're not on the same page uh and which direction is best for the district i don't know with the exception pick the right person when i say you don't know
010that you i know you're not on the same page it's because no district board is at this point it's a process it takes time and effort to work through and it's a growing process who's out there to help us well aspa is if you choose to work with us how do we know we're on the correct path we know that our program works for boards but it also needs to move with boards and every board has a different reflection of where they need to head so our path may change it's not a straight line from a to b here we're going to be looking at a number of different options as we move through this and as we do your thoughts may change is where we want to head and where you as a board
011want to go so it's a it's a moving target where do we find the best person well our recommendation is that that you always should advertise nationwide get as many people to apply as possible give yourselves as much room as you can to make the right decision the last thing we want to do is back you into a corner and there's a number of ways we can do that without realizing it and it's part of our job at asp to make sure you don't back yourself into a corner with us when do we make the decision well we'll have a timeline uh that we would work with and we'll establish that timeline with the idea that it moves also because you do not make a decision until you're ready to make a decision that's imperative
012just because the calendar says we're going to make a decision on november 1st of 2020 that's great but if you're not ready you don't make a decision and as we move through this i will make sure to tell you if i feel like you're moving too fast or you're making a decision without all the necessary parts and pieces together the timeline we're going to go over that in a little while but if you do a full search it's a 12-14 week process maybe even 16 depending on components that you would choose you want to do why is it a formal process well formal because we want to get it right and also fair labor practices and making sure that you are transparent in the work you do and making sure that we communicate with your
013community and make sure that everything is done right all the eyes are dotted and t's are crossed uh is there a cost yes if you work with aspa or any any agent that helps with these types of services there is a there is a cost we'll get to that a little bit with that in mind instead of pulling against each other and against the system as these two folks here are we want to make it a process where we pull together and there's certain roles and responsibilities that i would have and that you will have we need to talk about that there's a timeline as a position profile we've talked about we have to talk about salaries and benefits to a point of course that will be worked out in the end with your attorney
014when you write a contract but we have to have a basic idea of salary in regards that to get started with advertising recruiting that remains our responsibility screening applicants we would do a pre-screening but you will do the primary screening and one of the things that that we do that's different than some other search agents is sometimes you'll hear an external search agency well we've got 86 candidates we're going to bring you the top ten um we bring you everyone who applies uh because we're not going to narrow the field down on by our judgment now that said i will provide you my thoughts regarding each candidate but you'll make the decision which candidates best fit your needs with that in mind there's also interview preparation there's different types of interviews that can be done
015we need to be prepared for we need to be ready we don't go in there cold we have a direction we have some specific idea what we're looking for and you need to feel comfortable with that process when we get to the interviewing candidates what's going to be the participation level of your community there's several ways to do that which we'll talk about along the way decision making as i mentioned is all yours contract negotiations uh are yours with your attorney and it's important to have your attorney involved right from the start on this um and in the transition plan the transition plan is how are you going to go from the superintendent you have now to a new superintendent and with that in mind it's important to remember that you have a certain comfort
016level with your current superintendent she's been there quite a while you all know her you kind of all know where she's going to go with something and she knows how you're going to work with something that's not going to be true with the new person coming in it's a growing process you have to learn who each other is and it takes time so one of the things and if you go with us as part of the transition plan we offer an opportunity to meet with our trainers to work with them to work with the board to work with the new superintendent to have that transition plan in place roles goals responsibility communication those are all things that you need to speak to during that transition plan the roles and responsibilities going back to that in
017terms of uh asb i'm not going to read all these things to you but we we basically do all the background work we get all the answers from you we get all the information we need from you and then we set a course to get it advertised release the position we said of course to uh get the applications in we we are the ones that people communicate uh even from your community it's important to remember that uh we should speak with one voice and we believe that should come from asba at this point for one primary reason if nothing else and that is sometimes uh you'll get especially in uh the community you know folks people see in the market people see at the store they'll start talking to you and you don't want to
018be back to a new corner um so it's best if you refer everything to us it's good to listen to folks but you want to be careful not to commit to folks because you don't know where you're headed until you get there and then is most important on this because there's a degree of confidentiality with each of the applicants we're dealing with their lives we're dealing with a professional career and we need to be confidential in terms of working with their folders and files and it working with their their interviews so there's a number of things that asp is responsible to guide the pro in guiding the process just like the roles and responsibilities of the district uh you'll need to provide that information that i need to seek the right person you'll need to
019be present in all the board meetings um this question comes up once once in a while yeah i missed the um i missed the interviews but i can still be part of the decision making right well that's a board decision aspa says if you haven't been there for the interviews how can you make a good decision we would say that's not a good idea but that's a question for each board and sometimes somebody has for a very legitimate reason miss a meeting but we would suggest if interviews everybody needs to be there and especially when it comes to decision making everybody needs to be there so being present open meeting law is another important aspect of this uh you'll find that if you work with me in regards to your search i'm very sticky when
020it comes to that if if i see anything that's happening that infringes on open meeting all i'll advise you because we don't want somebody to come back and challenge the board later um one thing that i know that i know your hr director is present today one thing that's important for the board or for the district member is you do you go through all the hiring process you do your your i9 verification and such we will do background checks of the finalists and we will do personal checks along the way especially if we don't know a person that is is applying with that in mind again there are stages now i mentioned it's a 12 14 16 week process pardon me that's if you do a full search some boards ask us simply to advertise
021for them and they'll do everything else we don't suggest that's a great idea but a lot of a few districts have decided they want to do that we can do modify our search uh to not do everything for you or we can guide the whole process and as it says there that takes 12-14 weeks so what do you advertise for well this is just one example in a position profile the reason i bring this up is because uh it's real easy to start talking about all the little different parts and pieces that you want with your new superintendent but our our response is always keep it simple because if you advertise for a person that's been a superintendent in arizona in a like-sized district and has 12 years experience in that position and has a
022phd you've just backed yourself into an interesting corner because because once you advertise for a particular person you can't change the rules in that regard as you move forward that's one thing you can't change you've got to stick with what you advertise for so our recommendation is that you go with items that don't back you too far into that corner that you leave it wide open get as many applicants as you have and then the process of screening to see what experience they have to see what education they have to see what they've done in their past that then narrows the process and that gives you a better opportunity to make a better decision from our perspective also salary range i mentioned that earlier i'm sure you know that we do an annual salary survey
023in that our salary survey and this one shows uh 2019 we've got a 2020 and we'll be going out in september to get the 2021 survey but our recommendation is you come up with a range that you're gonna say you're gonna offer the superintendent between x and y and that's something you'll have to have discussion on i don't know what your current superintendent makes but i do know what like superintendents and like districts make in helping you know in maricopa county and in all of arizona for a like-sized district so those comparatives i will have ready for you and provide that information but you need to make that decision uh we'll advertise through our national network we've got about 80 different universities and colleges across the country we advertise with we have a lot of
024sister organizations across the uh country uh all the way from washington to florida uh and we talk regularly and share information we advertise with them we'll be sending uh your file to them asking them to put it on their web page as we do other uh states around the country so we can make this as big as possible and get as many people we also obviously uh work with our internal universities and organizations like asbo and of course the arizona department of education with that we when we screen applicants again i mentioned i will bring every applicant to you every applicant that's filled fulfill the process uh sometimes we'll have somebody looking a file and begin a profile but never finish the application process so anyone who's finished the application process be that 10 20
025or 30 will bring all those files to you generally what i bring though is an a and b stack if you have said that the person that you want has to have a phd and i have out of 25 they have 10 that have phds and 10 that don't i will tell you this is the a stack because they have the phd this is the b stack because they don't so i will go through that i will also do some background work and see if there's anything interesting i find and once a while i do um might find something that is not complimentary to a person well you're going to know that that may be a decision maker for you if i find something that isn't like i say complimentary uh so we'll screen it
026and then we'll bring it all to you and you'll make some decisions from that point in the interview preparation um we suggest you do a minimum of two interviews the first interview we suggest is pretty much you get to know the person um maybe that it's you know basic one hour 12 questions type of thing talking back and forth and then reviewing it to the board of who who provided the best um you know responses to our questions but then when we look at a a second interview we look at a little divergent approach maybe we do some other types of interviews maybe where we do some role playing uh where i challenge them with a you know pretty significant question maybe we have them prepare a powerpoint ahead of time related to something that's
027important in the district um the process can change there and should because it needs to be more aggressive more taxing and give you a better reflection plus the length of time we should spend in that second interview should be greater so we have more time to explore with that person each of the people that you interview a second time um more about who they are the candidate interviews um need to be relatively intense uh in both instances first or second and if you want to go to a third interview again as i said earlier you don't make a decision until you're ready so if you finish your first interview and let's say you've narrowed it down to seven people and then in after that first interview you narrow it down to about four people and
028say well these are our finalists and then you give you interview those finalists you say you know we don't have enough information well that's where the timeline is flexible maybe we start a third opportunity for an interview we need to keep it flexible and move as we move forward community participation generally i see districts like to use our online survey we have an online survey that asked community uh i think it's 11 different basic questions where they can respond to things like what do you think they should bring to the table related to leadership what do you think they should bring to the table in management what should their past history be where should they what should they have done in the past should they have curriculum and instruction experience should they have budget experience
029and they get to make comments under each question so if they if they want to say something about budget experience they can just type in whatever they wish um and then also the last two questions are what do you think are important things for the district to to uh look at regarding this person voting in a negative fashion in a more positive fashion um how many people will respond to this it depends it's up to the district to use your um pr director whoever does your pr work to get the word out ptso booster clubs community leadership uh parents district-wide the more input you get better off you are because you get more feeling for what your community is thinking i've seen some of these surveys go as few as 200 150 participants and i've
030seen them go up over 6 000 uh in the community your size i'd expect something more in the neighborhood of about 400 but that gives you 400 voices and having that survey before you do the interviews gives you a better reflection uh on what your community is looking for also a community forum is often something that uh boards want to do now that's that's possibly going to be difficult as you move forward because of the corona issue about bringing big groups together that may not be something that you can do however i worked with the district in march of this year after the march and april after you know the closures and all the things began to occur and we did a community survey or we did a community meeting online i had two candidates
031one from alaska and one from where was it alaska and washington i believe it was and they were online just like we are today in a zoom meeting and i interviewed them and they had a chance to uh to answer questions and the community was watching this live the other thing the district did is they recorded it put it on our website so people could see it after the fact and then they had an opportunity for people to submit a written statement uh based on what they saw what they heard and how the candidates you know were perceived in that forum now hopefully we'll be to a position later on this fall where we don't have to do that but i think it bears uh understanding that if we are uh not beyond today uh
032may be an opportunity maybe something that has to be considered uh decision making all of this all the big decisions are yours uh and i will i will advise you you know the things i'm going to be doing um and i do make some minor decisions you know on the little things but you're going to make all the big decisions and i will rely on you to do that and then negotiating contracts as i said between you and your attorney my suggestion at this point is your board policy says that your governing board president has the opportunity to be in contact with your attorney i suggested if you decide to move forward with this and choose aspa to work on this that that call should be made sooner than later so at least your attorney
033knows where you're headed uh he has i think your attorney's rob haws if you're not mistaken uh he has no re nothing really to do at this point but he does does need an understanding that we're moving forward in uh in the process and to be ready when it comes negotiation time and in the transition plan i already mentioned we suspect that it's wise to do this early we say within the first six months better to do that early because the sooner you can start that process the better now we as part of a contract we say we have one three-hour training but that's one already built in to the cost of the process the search process if you want to go beyond that then you would work with our team of trainers and maybe
034set up quarterly meetings or something along the way so that you have a good foundation with your new superintendent as you move forward with all that said questions what question did i have a question but i think you answered it um we talked about determining a salary range you would bring to us like the i mean i know we can see the the survey that's been done but you'd bring us like like-sized district um salary ranges so we would know what a general idea of what range to set in addition to what we currently have as a as a superintendent salary scale yes in fact uh if you if you decide you're going to use um i'm going to use it one of the first things i will do is put together some drafts i'll
035put together a draft uh the most important one at this point is the draft of the advertising document and on that draft i will actually put a salary range that but i say draft in big letters because i will put a number of things in that uh initial advertising document but it's your job to decide what you want because all of what i put in can come out or all of what i put in can stay and you or you can manipulate a half a dozen things but you have to have a starting point and if i just give you a blank sheet it's going to take a long time uh if i give you a projected direction then you can challenge it and come through that challenging discussion you can come up with something
036that you like so that that not only holds true for the uh salary range but everything i put down you can look at it and say no we don't want that we want this okay steve this is beth hatcher can you hear me yes i can okay on page the fourth bullet point um it talks about being able to provide you with three additional questions for the position um okay additional so where do the first sets of questions come from do you all have a template that you'll show us and then we add to that or how does that work yes and what you're looking at is the next presentation am i correct uh i'm looking at page 11 of the uh powerpoint that you just went through that the the it's called superintendent transitions
037roles and responsibilities for the district your page uh your page 11 is different than my page 11. oh you know why because it's um right here hey yeah um we have a we have a standard application form okay but we want to customize it uh to help you so we asked you to and and i would work with you in regards to this this would be part of the next meeting actually the first meeting of the search process um i would work with you to come up with ideas that you have of things that are important to you i'll give you an example i worked with the district about seven years ago that um was a smaller district a unified school district but it was surrounded by bigger districts and those bigger districts had more
038programs and more opportunities for academic achievement and also sports athletics and club opportunities so what had happened over time is this district had lost almost a third of their student population in high school to these just two districts that surrounded them because they were bigger and they offered more and it was a nice draw to say hey you want to you want to come to a larger athletic football team you want to have a better opportunity in student government you want to have more clubs you know for this academic area say it's the language club they just led the district in a sense and took about a third of their students so the question that they wanted on their uh application was to describe what had occurred and then to simply say as our new
039superintendent what would you do to keep our current student population in high school and to try to draw students back from other groups because yeah oh you lose a third of your high school students what did you just move you just lost a third of your adm and a 30. budget for that high school so that was important to him so i would i would ask you as a group at the next meeting to talk about what are the one two or three most important things to you and then we would ask the candidates or i should see the applicants to write 350 words whatever you come whatever it is that's important to you that you write would say here's your question in 350 words tell us your action plan tell us your philosophy whatever
040the question demanded we'd ask them to respond the important part of that is that we have in a very intense application process it's about winds up being about 18 pages because we ask for a lot of information and that's all good and i will go through all of that ahead of time and tell you where the anomalies may be but if you've got specific questions on that application that's an important thing for each board member to read and talk about and decide who really answered the question or who just threw information on on the uh on the application trying to come up with what they thought you wanted but maybe they're not speaking their their real voice maybe they're trying to speak what you they think you want and you can tell that um when
041you look at these so that's where that comes from okay thank you also on that page on the second column the next to the last bullet point securing all necessary documents um do you all tell us the documents that you need or tell hr the documents that you're looking for because how would we know yeah those aren't for me those those are handled by your hr person i know you have a new hr person i think she's online with us today and that's part of the i9 process that's part of just making sure that you've got your fingerprint cards and your all your information necessary to make an effective hire so that's a responsibility the district not the board and that falls on your hr director okay thank you you have any other questions i
042do have a few questions um you had mentioned that you just finished working with a a district in march did i hear that correctly um i finished uh yeah the last ones i finished were march april and i think they went into may um are you able to share with us what districts you've worked with recently what districts i've worked in recently yes um in fact i think i think on the next presentation um i believe those are all listed let me let me pull that up and share that screen with you okay um that's not going to get to you let me try that again we do have them they're on that last uh last page yeah it's the next presentation the last page and for some reason um i'm not able to pull
043that up i should be pulling that right up but it's not [Music] the sheet that i'm looking at for 19 through 20 is humboldt mojave paige payson sierra vista wickenburg and winslow yeah those are the ones that i worked with last year and then you can see i think i've got the last 10 years up there eight or ten years are on that sheet okay um you mentioned that you just finished up with the district which one of those districts was the one that the last one i finished with was let me look at the list so i can remind myself uh the last one that i finished with was humble payson finished before humble uh so humble was the last one that i finished this year i think that was either the last part
044of it was either april or the first part of may um but i think i then i think about i think it was april that we finished okay um you have referenced that you put together various advertising documents are we able to see samples of what some of these documents have so that we can see content and what exactly it might possibly look like absolutely in fact if you if you decide today that you want to ask me to work uh with you on this tomorrow i will be sending out to um your district to forward your district administrative assistant to forward to all board members uh a variety of different things that apply to the search and it's basically homework for the board to be ready for the next search meeting and one of
045those things that i will provide is examples from other districts and examples of things that you could be looking at uh for instance even though it's quite a ways out one of the things you have to decide on for interviews is what kind of questions you're going to ask i will send you as part of that packet i'll send you a whole list of about 85 or so ideas for questions not that any of them are good for you but they may be and some districts use a number of them and some districts say well that was good at least get my mind going but here's what we want to ask so you'd have a whole packet of things to look at before the first meeting to kind of get your mindset uh as to
046what you as an individual think is important so yeah you will have uh have that information in front of you um so we're not able to see samples of any of this prior to making a decision oh i mean yes it is you know there's an opportunity to make a decision tonight um but sure i can send that i can send anything to you uh that you'd like to look at ahead of time if uh if that's your choice okay it would be helpful to see the kind of documents that you're talking about because you know if we commit to something we're basically committing sight unseen and we have no idea really what the scope of any of these documents are that you have referenced um you you've also uh mentioned a community interview just
047exactly who are you identifying as community okay community when we speak of community we're speaking of the the the full breadth of community including internal and external community members internal stakeholders i should say an external stakeholder the internal stakeholders are your staff all levels of your staff external or all members of your community uh if you put out a uh a question uh what we call our e-survey as i spoke to earlier then you are suggesting you send it to everybody you get as many people responding as possible if you do a community meeting it's not an interview it's a opportunity for the uh applicants generally finalists who get it down to the you know the finalists uh to answer questions uh submitted by the community and respond hopefully in person but again if that
048can't be done it may have to be done depending on the covalent problem might have to be done online uh as we're working here so that's that's why when i say community that's who i mean now with these surveys do you have specific surveys for whichever segment of the community we're talking about because the staff or teacher community has a different focus than the garden variety community member yeah absolutely they do but no we have one survey it does not identify the person but it identifies are they responding as a staff member are they responding as a community member are they responding as a student but no it all comes back in one uh report that comes back to us and it's presented to the board with again we don't take anything out of it
049it's all there unless somebody uses language that is inappropriate and then we will take that out or unless somebody makes an attack on it could be a board member the current superintendent if it's not uh appropriate from our perspective due to something like that or they challenge a particular student could be named or something those things we we take out but everything you get and you'll you and your district the size it is probably get a 30 40 page report um now you know you've already mentioned with the coronavirus or the covid19 our district has had a multitude of surveys go out since this pandemic started sending out another survey is just another another survey so how are you prepared to draw a specific attention to another soup another survey coming out asking the stakeholders
050in our community to provide once again some more information how how do you keep it from just becoming bad so to speak background noise and you know it's because this is a big deal to hire a superintendent and input is very important and i'm very interested in how how you are going to heighten the awareness and the importance and and really motivate whoever you're sending this survey to to get them to respond i think i answered that a little bit ago that's not something i would do that's a district responsibility because you know your district better you know how you communicate with them already whether it's facebook whether uh how you get your surveys out whether it is word of mouth you know the you know the people to contact as a district so we
051we're not we're not providing the contact information for anyone you'll just provide a survey and tell us to send it out to whoever we want to send it out to no you put it on your website you advertise that it's on your website they fill it up they access your website fill it out and then we collect all the data on rm and the report then is generated and comes back to the board contact between teachers and parents contact between principals and leadership groups in each school and community principals and staff members that's all an important part of this if the high school has a large booster club for the band or something those principals that work in your schools know those people you know district you know leadership in your community you know you
052have club memberships or you have other opportunities in terms of your community where you know people and getting that word out hey we've got a survey here we want to collect as much information as possible is something that has to be generated from the district level because we would not have those types of contacts from asba to your community so it has to be a district driven process if you decide to use it at all okay so from what i've kind of gathered from your presentation this survey comes out sometime after you've already initiated a search for a superintendent that i understand that correctly it can come out at any time that the board chooses to uh our suggestion is that it comes out and is completed and the report is back to the board
053before you do your screening because it gives you an idea where the community is before you start making those important decisions so your ties up front and at the time you advertise then you have that out on online okay i'm i'm a little that that kind of presents a little a little interest that's very interesting to me because you've made a point to identify that community the community input is important and the of course the superintendent is the hiring of the superintendent is the responsibility of the board and it's important for the board as a whole to be doing our due diligence and very thorough because the decision that we make will have long-term impacts on the community or on the school district with that said if we are asking our community for input as
054far as what any stakeholder group identifies as something important uh with regards to characteristics skill sets etc for a superintendent it seems that that survey should be going out much earlier in the process so that as we are identifying the skills that we're looking for in a superintendent that can be incorporated into the initial postings for for the opening you know that that comes down again to decision making and if the board decides that that's the approach the uh that the board wants to take that is truly part of the timeline that um the board would determine um okay you know generally speaking in our district our governing board does not generate surveys it's the school district itself it is the staff of the school district and so if the school district staff whoever that
055might be is responsible for any portion of the survey is there a confidence confidentiality issue no no you mean and what i'm hearing you say is confidentiality in terms of who is returning these um well either who is returning you've said that it's on our it would be on our website and the responses go directly to your office but as far as who said who it's being sent to it's blind and who and who it's not being sent to no you're not sending it to anyone uh you're simply posting the opportunity so they whoever wants to they access it by just accessing a link on your web page that takes them to the survey once they finish the survey they submit it the information then is up is information that is collected in a central
056location we don't know who uh sent it in but we have all the responses that then a report has generated are we able to get a a a sample of an actual survey that was sent out to some some entity yeah that would be part again of what if you decide to use this that's something i'll send out so you've got it in hand so you can look at it so again these are all any of the information examples of anything we're only able to see it only after we commit no if you decide that you want to see some of these things ahead of time that's just like the any information that you want to see up front if you want to wait to make a decision that really is the direction of the
057board how many people specifically do you have on your staff working on the recruitment and executive searches well uh i'm be i'm primary uh chris thomas is our legal counsel and he helps with any legal questions that may come up um the uh i have an administrative assistant and we have a person terry um tracy benson who's charged with the leadership training so she falls into the uh process also especially when we get to the training component and the onboarding primarily uh it's me and then i rely on those people uh to help me along the way with the things i need so who is the one that's responsible for generating for instance advertising materials for this position that'd be me steve get all that information that i needed from the board steve uh going
058back to the questions if i recall i think you said uh there are approximately 85 questions uh something like that i'm assuming that in this business um i'm going to use the term headhunter for just so we all understand that what the position entails that head hunters across the country probably have fairly standard questions and then each district uh tailors questions based on the specific needs of the district is that right or wrong no that's absolutely correct the question document i mentioned to you is about 80 some odd questions long and it's divided into categories like management leadership and different experiences um right so so they would do you tailor it to what you want and so like in another industry these would be sort of industry standard questions and then we tailor yeah yeah
059you're speaking if you're speaking to the interview am i correct yes and yes yes yeah the interview and i guess like i mentioned earlier uh some boards use uh some of the questions we present and some boards say that that helped us it made us think but here's what we really want right yeah so sometimes the board will make up you know for the first interview 12 13 14 of their own questions that are specific to them because if they're not if they're not specific to you in terms of what you want to know they're not valuable exactly yeah thank you any other questions okay then i'll move on to item 3.1 approval of asp oh sorry yes can i interrupt for a moment please before we do that um that uh other document that
060um you have in front of you um has information on it that may we haven't covered and may be something that um part we've covered but maybe something that there's questions on and that's the one that you have that's titled um let me get back to it executive search services superintendent search profile project um you had a chance to look at that i assume i want to make sure that i've answered any questions that may be related to of this document so i would throw that back to you is there anything that you saw in that second document i sent that may be a question uh well we were going to have you present the second document after we decided to use you or not arden we were going to have you go over the
061second document after we voted whether or not to approve you as our our search agent oh okay but but by the second document you're you said it's called uh superintendent search service profile projected cost is that what you're referring to that one yeah it's the word document um the i'm i'm sorry i can't bring it up for some reason it just says it has a header this is aspa it's got superintendent search service profile bridge project uh yeah uh yes so i'm speaking to you we did receive that and um yes it describes your services that you would offer one of the important one of the important aspects of that document although some of it is information we've already covered but one of the important aspects of it is the cost of this and there
062is a cost um and i think let me get to it i believe i put 9 400 inclusive and i'll explain why that number is what it is you've dealt with procurement before with your uh purchasing department and um there's a threshold the threshold is ten thousand dollars once you hit ten thousand dollars on a purchase you must be competitive with your uh uh decision making and ask at least three different uh organizations to provide a cost so uh i put it at 9 400 inclusive of all the things listed uh in this document which include um getting started with the meeting where we make all the decisions about what you're looking to off a timeline get get kind of our our message sent do all the advertising then do the screening then do two
063interviews then do the onboarding that's that's 30 seconds bringing the you know 15 or 13 weeks into to view so i put down 9 400 for that that is an absolute cost unless you want other things um unless you're not satisfied with what we've written in this document to show you what the process is so i think that's important uh to realize the other thing that's important is to look to understand that these meetings that we're talking about are not you know 30 minutes here and there there's a lot of work to be done in the first meeting the projected timing is four hours as you can see their day one meeting i've had them last eight hours depends on the board it depends on the questions it depends on the direction that the board
064wants to take that gets us kicked off the second meeting is the screening meeting uh generally projected it's going to be a six-hour meeting interviews are going to be full days i've had my interviews go eight hours i've had interviews still 12 hours it is a long process and it's in a it's a taxing process here by the end of the day you're tired uh if you choose as some districts have to interview more than um the number of people that you can adequately do in one day it may be that your interviews uh initial interviews are stretch over two days it could be that your second interview stretches over two days a lot of that depends on the decisions you make as a board and the direction you give as to how you want
065the interview scheduled how you want it to be presented to the applicants and how many applicants you're interviewing at any given time so i just wanted to make sure that that was an understanding before we moved on that this is not a simple process it is a not rocket science but it does take time and it is taxing on the board and by the end of the interview process on a whatever day you might do it whether you use us or not you'll feel like you've been through quite a day steve i this is janet busby again i i have a question based on the information you just shared um regarding you how the fees that you were identifying if we have four you know whatever this the i done this 9 400 how many
066interview dates does that include that the interviews that includes four um okay that includes four meetings and encouraged two interviews okay so if you needed another go ahead and in the example that you just gave where if we have a long day of interviews and decide that we want to break it up into another day okay so now we're beyond our two days of interviews that was worked into this estimate how much are you charging for additional days if you if you have let's say that on the first interview you have um six people you want to interview my response is you can do six people in a day but that's pretty tough if you wanted to break that over three today and three tomorrow i'm not going to add another day when i would
067add another day is if you get through two interviews of an initial interview and a final interview and then you want a third interview process that's when that extra interview would kick in and what the document indicates here uh it'll be 500 extra which should put you in 9 900. you're saying dave it would be round so after the second round of interviews do you want to do a third round yeah i'm not going to if we have to meet monday and tuesday evening to do round one we're going to count that as one meeting so any of the additional meetings would be an additional 500 per meeting that is correct okay so going into it we don't really know exactly how much this is going to cost us well we have a general idea
068well but it's an unknown as far as what kind of applicants how many there are and how it all plays out so it is very much and on we don't know what the bottom line price tag is going to be it might be 9 400 it might be 14 000 if we cross over the 10 000 dollar threshold then do we have issues that we didn't go out and and do it correctly through procurement you could and then something that you had brought up earlier when you were asked about prior uh year superintendent searches of the seven that was noted were any of those done in what i would consider the mid-school year time frame which is what we'd be going into right now all of those were a july first start so interviews and
069the processes started i would say january february initial conversations like these november december okay thank you any other questions okay let's go to item 3.1 approval of asba is the board search agent for new district superintendent so we'll review discuss and may consider approval of asba as the board search agent for our new superintendent and direct the board president and district administrative assist administrative staff to assist aspa during the search process uh the governing board the recommendation is to approve asba as the board search agent for a new district superintendent so moved second rich discussion uh yes i i be well um before i vote i want to say that it it's important to me given this dynamics in our state in particular with the legislature funding problems we have that we that asba has
070that inside knowledge and i mean that in a good way because they've worked with the legislature um in trying to enact legislation that's positive for education as a whole in the state of arizona so to me that is something that's unique to them as opposed to an agency that may be out of state and i know that there are some any other questions or comments i do have a comment um you know this is a very very very important task that we're embarking on and it is very important that this board does complete due diligence and not make any hasty decisions because the decisions that this board makes will have lasting impacts on the school district you know it's important that you know things like our teacher community our student community the greater community at
071large are all all taken into consideration and um while you know the presentation that we've been that steve provided indicated that he's worked with a number of districts you know all of those districts are are small districts they are um not our neighboring districts they're not our neighborhood they're not around us i've contacted all of our surrounding districts and most of the districts in maricopa county who have had a new superintendent put in place in the last four years and by and large they've all used an outside service not when i say outside something other than asda and i'm not saying that we need to well if pv use ray and associates we need to go there or if scottsdale was using mcpherson and jacobson we need to go there what i'm saying is that
072we really need to do our homework we as a board try to make sure we do our due diligence with everything else that we have to vote on we do our due diligence when we are looking at the budget when we're looking at curriculum this is the one and only choice that's being presented to us and we would be really remiss in our responsibility if we just say okay let's sign up i mean asba may be presenting the best that there is but we have no way of knowing and if we can't definitively say yes without question this is absolutely the best opportunity and the best service that we can absolutely have for our superintendent search if we can't say that then we're remiss and our responsibilities and if any of you can say oh
073yes this is the best one we can't because we haven't looked at any other options that anybody else could present to us well for one mesa is larger than we are gilbert is larger than we are they were 2017-18 well peoria is larger than we are i i understand that mcpherson and jacobson also uh did a superintendent search for liberty which only has about 3 500 students um they've also done searches for uh larger districts and smaller districts so it you know to to pigeonhole an outside surge firm is only an entity that's you know focused on very large school districts it that's that's incorrect i mean we haven't gone out and done our homework and i think that's your right to vote the way you want to then if you don't want to use
074the aspa then we vote no i'm not i'm not saying that i don't want to use them but you're asking us to vote on something and we have nothing to compare it to well you clearly checked other districts so you did compare well all i did is i went to see what other districts have done just as a point of reference which brought up the question okay well if these other districts are using any one of these other possibilities well then why is that why why is it that they chose to do that we don't know what services anybody else could offer we don't know how they structure their program and so we're sitting here being asked to vote on one and only we haven't been given a choice there has been no due diligence
075done and that's we have a responsibility to do our homework and we haven't any other comments or questions yes jim go ahead i just had a clarifying question uh since it was a sticking point how many rounds of interviews or is included in that 9400 price and what is the average number of rounds that has been the asba's history when it comes to finding a superintendent there are jim there there's two built into that cost an initial interview and then a finalist interview the majority of districts we have worked with work within those two and have been able to make a decision sometimes it goes on to three i've never seen it go beyond that okay thank you um i just wanted to say that i did do my own research and there's a group
076in nebraska that i looked at and i looked at what they had posted in detail because they had uh they had scottsdale and um maybe peoria i can't remember there were three of them um and uh so when i compare what i saw asba looks very very comprehensive to me um and so i i just wanted to add that since the topic of due diligence came up well what you were i'm assuming beth you were looking at the website for the nebraska firm yeah what do they have sales was 36 000 what what any of these search companies have posted is extremely general information it is the presentation that asb has just provided us with has provided more information than any of these organizations are going to put on their website which is what i
077would expect because they're not posting information to be a presentation it's basic general information to pique a possible customer's interest and where where i'm struggling with all of this where where is our due diligence and all of this where have we done a comparison where how can we say this is absolutely better we've done all of our homework when we've only looked at detail on entity i mean asba may be they may be the the gold standard but we don't know that because we haven't asked anybody else to give us a presentation i don't think there'd be any harm in us you know looking at some of these other companies and see if there is something there and that's not to say that we wouldn't come back and select aspa to help us with our
078superintendent search but i think it gives us a chance to compare different companies and maybe different uh processes to see if there's something there that we might like or might like to use um you know you you go out and you you look for a house you don't necessarily buy the first house you look at you look at different houses but you may come back to that first house so i don't see where looking at other options and giving us a chance to compare and see what's best for ccusd is i don't think that's such a bad thing hey any other questions or comments all right we have a motion to approve asba as our search could i amend the motion well you can but we have to vote on your amendment what do you
079want to mend it tim i would like to make well actually no wait um because member hatcher um presented the motion member rich seconded we would have to have her approval to amend the motion i'm good with the motion as it stands okay so the motion as it stands is to approve asba is our agent remember brown no remember busby no remember hatcher i i'm an i member rich all right item 2.2 review of agenda items to be addressed at the first search meeting for a new superintendent um presented by myself but again mr mr hyland will actually do the presentation okay thank you um the first search meeting uh includes a number of items that need to be talked about the first item that needs to be talked about and you need to review
080is the agreement itself the agreement has been sent to the district i was asked to provide it so that your district's attorney could look at it um the first seven or eight pages have to do with legal boilerpoint language um that's for uh you know to keep you safe and uh safe and it's something your attorney has um we've worked with uh i believe i mentioned earlier i think your attorney is rob haas we've worked with rob quite a bit in different areas in the past i've known rob for about 30 years if he has any questions related to the uh the document then uh i'm sure he'd give me let me ask a real quick before you go on are are you talking about the attorney that we've been using it's from it's jennifer
081mcclellan are you talking about within that state law firm would this be a different would we be using a different person within that law firm oh you could it's up to you okay it depends on your association with the firm i think rob is the lead attorney in education law for your uh law firm so i just bring his name up in regards to that we've worked with all the others also okay um that's that's one of the first things we'd have to talk about and go through uh part of that uh establishes an appendix and that appendix uh there's three different uh phases to it the first phase has to do with the expectations of what you want us to do and what your responsibilities are also but when we go through that they're
082very close to what i presented today but that's where we start talking about is there anything in there you don't want so to speak and is there anything you would like to add that you maybe uh thought about and that works both ways from your perspective and from our perspective so we'd have to work through that uh then we also talked about um the timeline and we would set a a basic timeline um you saw earlier it takes about 14 weeks sometimes longer sometimes a little shorter but we'd have to establish a timeline for this um that timeline can float but we know that going into it and then then we also establish that has in it the price tag which would be the 9 400 uh unless you want to go lesser uh and
083do things uh through your hr department that we would normally do then the price tag could come down but the 9400 represents what we call a comprehensive search that's one of the first things we're going to do um once we have that done then we need to talk about the advertising document itself and that would be one of the things that i will send over tomorrow a draft and when you see it as a board member don't look at it in terms of uh this is what they're saying we need to do look at it in terms of this is what they have presented me so that i can fill in the blanks and i can change uh with the board what has been written to be more reflective of the district because you know
084your district much better than i and you know what you're looking at or for much better than i but i will send you of that i'll extend you uh as janet asked uh examples of some uh past uh things that we've done uh so that you can take a look at what other districts have have looked at you need to see what the advertising document looks like because you have an opportunity to add more questions to that advertising document you need to also uh our application i should say you also need to start talking about uh community uh participation you need to talk about as we spoke here earlier about the um the e-survey do you want to use it if so you want the administration to be able to tell you how they're going
085to get the word out to make sure you get as much input as you can because if you put it out and you don't pitch it and you get 30 people responding you've wasted your time um you want to make sure that it goes out to as many people as you possibly can and that means you have to get the word out because they access it themselves and again i kind of went over that earlier with students involved you want to get parents involved you want to get district leadership involved you want to get community leadership involved so it's a canvassing to make sure that happens and you also want to talk about you want to have a community meeting if it's at all possible at that stage of the game depending on the timeline
086and depending on code uh so those are the basics of what we need to talk about at the first meeting also every time we have a meeting we need to talk about what the second meeting is going to be so that you're ahead of the process the worst thing that can happen is you come to me and you say as an individual as a board we didn't know that we didn't understand that so making sure you understand where we're headed making sure you understand all the components of my job and and helping you as an individual and as a board make sure you know where you're headed um and there aren't any questions later no surprises is the general rule so that's basically what the first meeting looks like like i said i've seen boards
087get through it in a little less than four hours i've seen boards take a full eight hours to get through that generally where the time is spent is talking a lot about what they want to look for in a superintendent and coming up with those basic concepts again i'll remind you it's good conversation in fact it's great conversation but don't refine that aspect of the advertising document to a point where you back yourself into that corner and you don't have all the applicants you'd like to look at when it comes time to start the screening process questions let me also mention something i know that this was a split decision and that's going to occur and that's uh that's part of the process i i worked with just so you know a little bit about
088my background and it's not on the agenda but i'll just caveat into it for just a second so you understand what i'm going to say after that and and as i worked about 34 years in public education i did a normal routine i was a teacher i was a principal i was a district administrator i retired i went to asp i've been there 11 years so um i've worked with a lot of boards and i understand that you don't always agree with things one of the efforts that i have uh have to make is to try to work with you so that there's a common understanding that as well has been stated by more than one of you the most important job you have is to hire a new superintendent and we want to get
089to a point where at the end you're all satisfied that you've done that if you're not all satisfied you have haven't done that then it starts to erode the process we don't want to be there so with that said i want to mention in the contract itself there is an opt-out during the agreement it's not a contract instrument there is an opt-out clause so any time during this process if you become unhappy with me or become unhappy with asba there's an opt-out process you can give us five-day notice for cause and you can give us notice for no cause at all you just want out so um if that's the case then you get billed for what we've done to that point and you move on and so do we i want you to know
090that uh the binding part of this you have a very clear five five-day notice opt-out at any given time you're unsatisfied with what i'm doing or what we're doing and if it comes down to me and you want to keep aspa then i'll get you to the right people uh which would be tracy benson to reassign this to somebody else if for some reason i wasn't meeting your needs i haven't gone through that in the past but you know they ain't overhead as they say do we have any dave i i would like to make a clarification you know you you indicated this was a split decision and in no way shape or form was i indicating that i was dissatisfied with asba i was advocating for this group to do some additional homework and
091of course if it ended up being asba as our for lack of a better way of putting it our search engine that i'm totally okay with that i just because this is such a monumental uh an important decision i i'm i'm i want it to be very clear i i was not bashing asba in any way shape or form and i don't want you to think that i'm the negative nelly here i'm just i have a responsibility as a board member and it it covers a lot of area a lot of areas and i don't want to be remiss in my responsibilities that's why i made the comments that i made and i i certainly am going to repeat it again i don't want you to think that i was being negative toward asba in
092any way shape or form i'm i'm looking forward to all of the opportunities you will be bringing to us for potential superintendents uh janet i appreciate that and i didn't take it away at all uh was referring to it was a 3-2 vote and that's fine um i think that the cause now is exactly what you said that we move forward and uh you know the board does it as a group and and that's what i was referring to i wasn't referring to i didn't take it negatively at all in fact you made good points i think um i think scott also had the same reflection and i i don't have any problem with that uh if it would have been the other way around i would have told you you know go look at
093him we hope you come back to us um so no i didn't have that reflection all janet and if i if i even sounded like i was reflecting on that i apologize that wasn't my intent i'm just saying i just wanted to lead up to that point where i'm saying you know i understand that it's difficult i understand that there was a little different reflection on that but i wanted you to know that when you when you choose us the agreement itself gives you that opportunity of somewhere along the line that thought changes you can change your thoughts as a board so i look i look forward to working with you all uh i think i think you've got a you know i know your district a little bit i know you've got um a
094good history behind you and i know that you've got a lot of good things going and i think that you're gonna see a lot of interest in this position [Music] because you're a good district you've got a good history you've got a lot of good things to look forward to any i have a couple of questions just to clarify the timeline wait stop before you go everyone else but scott can you guys mute just so we can hear his questions and we don't hear paper i did it too but if just since scott's questioning if you can just temporarily mute sorry scott go on that's okay uh just a couple of questions just so i'm i'm kind of clear with the process i guess you've provided quite a bit of information tonight um i'm assuming
095that somebody uh had contacted you from the district you was that our current superintendent or was it member hill your your superintendent uh contacted me initially and said that you were going to be looking um i did have had conversations with catherine about this meeting um those are the well i and i and i had conversations with mark in regards to setting up the meeting and how it's going to work in the zoom so those are the three people in the district prior to this meeting that i've talked to at this point now that your administrative assistant julia i forgot to mention now that the board has approved aspa is uh is there any restrictions on board members that okay if i'm looking through like a survey question or some of that interview information if
096i have a question am i allowed to contact you directly with my question or is this like there's only certain people that can communicate with you no no no please if you have anything as an individual board member you call me um there's no question that isn't a good question when it comes to this process so anything i send you anything you see anything you reflect on tomorrow that you didn't hear today or heard today that if you want more information on you give me a call send me an email i'll put in the message i send julia tomorrow related to the different pieces and parts of this for the next meeting i'll ask her to provide that it'll have my my cell phone number on it and it'll have my email on it just
097call me the worst thing you can do is not i want you to be totally informed now that said keep in mind that with open meeting law you can't daisy chain things so you know if jim gets a hold of me and says hey what about widgets and i answer the question he can't get online with the rest of you and say hey i asked steve this and here's what he said um and if the you know and in many instances what i will do is if i get a question you know what appears to be something that is very rooted in foundation i can communicate with all of you at any given time i want i don't have that restriction so let's say jim's question is one of those that wow yeah that's that's
098a big question i'm gonna i'm gonna send the question out that hey by the way all governing board members i was presented with this question and here's the answer so um you're not going to be hidden from anything uh you know that i get if somebody calls and say now did you say that's really going to be 14 weeks i'm probably not going to send you that one as a group yeah it's going to be about 14 weeks but if it's if it's a substantial question you're all going to get that information and along the way just so you know along the way i will be sending emails out to all of you probably send it through julia she can respond to all of you then uh updating you where we're at like okay for
099instance let's say we say september something is the first day we're going to have this uh application online uh you'll know it went online i'll advise you all of that after the first week if we've got 10 applicants i'll advise you that i'll keep you posted along the way as a group too and you can always send me an email and say i didn't understand the email what did you mean but remember don't hit send to all just hit send to me because if you do you're daisy chaining again you don't want to do that and then you referred just recently to an an agreement we're not really doing a contract with you but we're doing an agreement so will we now have that uh document then tomorrow that was the document i think you
100referred to with the opt-out clause in it yeah i'll have that to you tomorrow so you can see it um the board has to approve it and what you'll approve is you'll prove it you'll approve it to form at the first meeting if you choose to you can always say no we don't choose to approve it but if you approve it to form at the first meeting with the caveat that we're also working on those appendix you've got the timeline and those other things that need to be put in place and then you also with the agenda item that i provide and i do write agenda items so that that doesn't fall on the district julia puts it in the format that you're used to but then you also give the board president the authority
101to sign that document once it's completed um that's just a normal process and if you want two people to sign it and look at it after the process uh you can have two people do that or you can have the whole board look at it and get then give the board president the opportunity to sign it or the approval to sign in now some of the preliminary discussion that the board needs to have just to set our parameters what we're looking for is that something that should be done in an executive session or is that something that should be done in general meeting that cannot be done in an executive session there's only seven things that can be done in executive session generally although the state added one more uh we haven't put out yet
102in a policy advisory we'll be doing that uh probably in end of july first august uh this having those discussions does not what does uh fall under executive session is the interviews and the decision-making related to uh not the decision itself but the conversation related to who moves on in the interview process now there is a caveat to that also the law is very clear on this that a you if you are interviewing a particular person let's say you're interviewing me for the position i have the right to demand and that's the word used in law that that interview be held in open session uh so i've had that happen once in the last oh probably seven eight years i've had it only happened once for somebody wanted to have their interview in an open
103session okay thank you you're welcome steve i'm sorry going back to the question uh the question that scott asked about questions um i'm trying to understand how that would be a violation of open meeting laws because we um right now we have the ability to ask the superintendent questions and she puts it out to all of us but but we don't uh discuss it prior to coming public so how would this be different it's it's not it's the same thing and maybe i didn't phrase it correctly think of me just like in this instance just like the superintendent i can put out anything i want to all of you you cannot you should not be talking to each other about it outside of a board meeting right okay not an open meeting law evaluation if
104scott sees jim in the market and says something but as soon as three people have linked in you've got an open meeting alive so it's the same thing that you're referring to okay that makes sense thank you if you've got like let's say you get questions from us and they're not like the you know did you really mean 12 weeks or 13 weeks but like you said substantive questions would you send to all of us those questions like these questions were asked this is my answer and it would be something that we would receive but not reply to any group yeah i can i can um i can say i can do that i can send everything even if it's a simple question like 14 weeks generally i send substantial questions out but yeah i
105can that's part of what i normally do our protocols if a board member asks we need to have them sent we need to have the questions we don't reply to them but have the questions in your answer need to be sent to all of us for anything probably just to maintain transparency that all of us are seeing everything at the same time yeah that's that's it's important that you all know where each other's at it's just equally as important not to talk about it until we get to a board meeting right so yeah transparency is important in this process between all of us any other questions for your community to understand any other questions okay thank you mr hyland thank you item 3.2 edition of a special meeting to the 2020 2021 governing board calendar
106presented by myself um you can see i'm proposing we had a special meeting of our board for monday august 3rd from five to nine um for the purpose of the new superintendent search that would be that first meeting that he talked about that could go potentially four hours plus uh the reason i suggested five o'clock is because i would like to if we can start at five and be done by nine that would be really nice i think starting at six for us i think going to 10 whether or not we are in person or via zoom is going to be it's going to be a long haul anyway but i just the reason i suggested five o'clock which is a different time than we normally do is just to allow for a full discussion
107and also if we end it before nine you know we're not necessarily we can't of course vote to go over that by just let me if we start at five we could get started sooner and just be a little fresher knowing that this is gonna be a very long meeting so uh the governing board i move that we approve or i'm i would suggest that we uh recommend that we approve the addition of a special meeting to the 2020-2021 governing board calendar of august 3rd excuse me 2020 from 5 to 9 p.m so moved second any discussion on that so catherine steve has left hasn't he uh i'm going to assume this isn't really something he would be involved in this is more of our discussion of just adding a meeting to have that first
108that first meeting that he put in his right so at that meeting if we add it um will we will he receive or can you request that uh we receive anything we're gonna discuss like we do in the board book ahead of time so we can hit the ground running oh absolutely i can make sure he yeah i mean so we have ample time to know what we're doing absolutely i can make sure that we would definitely i mean we wouldn't be coming in so we'll have an agenda and uh whatever that'll be an agenda it'll just be invitation we need yeah it's just it's the meeting that is only gonna be doing the superintendent search it's not gonna be piggybacking on right a regular board meeting yeah any other questions that monday i mean
109that's the monday the week that school is scheduled to start yeah i mean is there a way we can maybe look at a different date because i think that's going to be a busy time especially board members that have students in the district um well to be honest it's going to be online i mean unless something changes we're going to have to do it by zoom because at this point i mean we're not even going to be in person in school based on the covet thing but the reason i i selected the third is the 10th is a regular governing board meeting and the 24th so for wanting to start this search in a timely manner that is a day that you know if we keep meetings on mondays which is a little more consistent
110that's why i suggested that day it gives us three weeks let me look at my calendar um that'd be three weeks from today that we would have information to start because we're going to need to start these meetings that we're going to have are going to be very long and we need to start the process now that's three weeks to look at material and be ready to go and frankly i'm one of two board members as a kid and starting on monday the third really doesn't interfere with her online start of school on the fifth to me i can't speak to member rich i'm i'm fine with it i have two students in the district i'm fine with it here's scott scott brought up an interesting point i guess um and i you know starting
111online it's really there is no disruption to much of anything although since we're starting online and this is going to be a totally 100 percent different start to school than any of us have ever seen and i i it may present some unique issues it may not but here's a thought could we have it have the meeting a day or two after the first day of school in the event that there are some unique issues that come up that may be pertinent pertinent to our superintendent search well i mean that would be the next monday that would be a governing board meeting we already have if we push it out another week now we're waiting another five weeks and it's stalling how about if we because to be honest the board the only people that
112are gonna be involved in these meetings going forward are the five of us miss scotto because she'll be taking minutes if it is online well regardless whether or not it's online or whatever um mark will be making sure that it is streamed either with us present or online the rest of the district will not be involved in this so whether or not something is going on in the teaching level is not going to affect the five of us ms scotto and mark oh i i understand that what i had said is this is the start to this 2021 school year is going to be a unique start because it's not anything we have ever done there may be something that crops up that would be a pertinent skill set or something that would be pertinent
113to who whomever we are trying to identify to fill the role of superintendent to be at you know that skill set be added into the mix for what we're looking for i'm just asking that as you know trying to be as thorough as possible and yes i'm not trying to i'm not trying to stall i'm trying to be very conscientious about making sure we dot all of the eyes cross all of the t's and identify any potential areas that could impact what we are tasking ourselves to do okay well i'm gonna call the question then i think take that into consideration when you vote the proposed item is to have the meeting at five o'clock on monday august 3rd to discuss the superintendent search remember rich i'm an i member hatcher i remember busby i
114remember brown no hey um sorry old business we don't have any uh do i have a motion to adjourn catherine president hill can i just say something real quick um oh yeah we've already yeah i mean we've moved to the sure um do i have a motion to adjourn it's all moved second uh so in favor of adjournment remember brown aye busby i hatcher hi hill uh before i go janet that was you making the motion correct i was like yes okay yes i'm and i remember rich hi okay we are adjourned