001It is Thursday, November 20th. It is now 12:32m. It is the superintendent search steering subcommittee meeting. Um, it is being recorded by us, the superintendent search steering subcommittee. If any other person's present or else recording must notify the chairperson, that is me at this time. There is nobody else in the room. Uh, we are joined by one person online who I believe is our representative Judy from Nestec. Um, elsewise, uh, we're going to call to order. I'm Member Ston. I am here. Meer, >> I'm here. >> Member Childs here. >> Great. And we are called to order at 12:33 p.m. Wonderful. Um, space for public comment. There is no public for to comment. >> So, if public shows up, they will of course be recognized, but until then, let's move along. Next item is approval
002of the subcommittee meeting minutes of October 30th, November 6th, and November 10th. Did folks have a chance to look at those minutes? >> I did, but I want to take one last quick look to make >> Absolutely. Take your time. >> Yeah, I'm going to slowly make a move to approve. I'll second that. >> Excellent. All right, we have a motion and a second. Um, any discussion? >> No. All in favor? >> I The motion is unanimous. The minutes have been approved. Any vote. Thank you so so much. Um, next item is reviewing the timeline for key screening committee and applicant dates. Uh, so what I pasted in the agenda is directly from the timeline that is up on our website. Um, it lays out the sort of key screening committee activities mostly. Um and
003so this I think will help orient what really the next phase of our work is. We will have a training uh like a is it an orientation meeting on December 3rd, another orient second part of the orientation on December 9th. We'll be actually conducting interviews the week of the 15th and uh by December 18th we will have a list of candidates to recommend to the full committee for second round interviews. So that is the goal. >> So okay. >> Yep. Any questions about that? >> Um I have a question. >> Yes. >> What time? This is an excellent question and this is exactly what I'm hoping we can discuss with Judy on because part of this is dependent on her schedule. Um, but yes, I think it would be great if we could start getting
004more specific about what times of the day on December 3rd and December 9th. My assumption is evening. Um, exactly when would be good to know. >> Yeah. So, I'm available at any time. So, you get to pick the time that works for you. you know, the rest of the people on the committee and possibly their um obl other obligations. >> So, is the third going to be the first time we pull together the full screening committee? >> Yes. >> Okay. Do we need Well, we know they're available that day, but do we need to confirm with them a time? Who? >> Um, oh, I'm sorry, interrupted. >> Well, I move to suspend Robert's rules of order to have an informal open discussion. >> Second. >> All in favor? >> I Great. >> Sorry, I didn't
005mean to cut you off. >> Oh, no problem. [laughter] >> Um, so this is my thought. It's almost Thanksgiving. Um, and we have 11 people that we told that they had to be available that week. And um, I think we have to make a time today. Um, because we have to notify all those people. We're going to have this meeting at thus and such a time or or or if you don't think I don't have it doesn't have to be my way or the highway, but um, I personally definitely need to know. I'm like, "What time is it?" You know, I was writing to both of you, "What time is it the 3?" >> Because my own calendar gets insane. >> And um but I'm not the only person. There's eight other people. I don't
006know what those eight other I I I can only imagine what you guys do. I know what I do. The eight other people, I don't know what they are. They need to know the time. I would [clears throat] imagine most of them are figuring it's going to be from 4:00 on. That That's my guess. sure what other mental models people may have in their mind about. Okay. >> And I don't have a a dog in the fight as far as it goes. I just I'm going to actually look at my own my own thing, but I think it's really important that we make that. And um >> well, yes, because we need to give people enough time to make alternate arrangements for child care and the like, >> right? Um, you know, I'm I'm trying
007to think of the there's a lot of there's several people that work in the school. >> Um, and I I don't want to eliminate and then we have some parents. I think it's I don't know. I think it's important for the evening. >> I would say 5:30 at the earliest because clubs and things at the high school end at 5. I also think um we had originally said evening, >> you know, keep the evening open. So I I don't think you want it too early. [sighs and gasps] >> Me neither. I folks were told evenings. >> Do we want to say 6:30 to standardize with normal city council and school committee meetings? >> We could do that. So my thinking, but what I'm wondering is for at least this first orientation session, that's a three-hour
008meeting. Do we want to bite the bullet and say we'll go to 9:30? >> No, we don't want to do that to them. That's two. >> And so we're kind of I just also am wanting to note that we are kind of starting to go into the next agenda item. So are there any other questions about the dates as presented? >> Okay. My only question is the begin review of applications application deadline December 1st and the complete organized applicant files. >> That is done by NASDAQ. >> Oh, that's done by NASDAQ. Okay. Just wanted to confirm that. >> Okay. >> The resume is the who's its and the what's its. >> Sounds good to me. Then that was my question. >> When when are we going to have that? >> Uh well, we don't do
009that. They do that on December 1st. They start compiling everything. Second 3rd is when they >> on on the third, I imagine, is when we will get instructions about how to access >> and then we'll add >> Yes. So, I will have I will have an envelope for everyone on the committee with a link inside the envelope that takes you to all of the applications. And so when people leave, they'll be able to and I'll I'll show everybody how to get on it if if you'd like at that meeting. But and when people leave, they can go home that very evening if they want to or whenever the next day, go on to that link and start looking at all of the applications. They'll all be organized. >> Thank you. >> Yeah. >> Um, is
010the meeting going to be hybrid? It >> is up to you. I would recommend that all the screening committee members are in one room and not have people hybrid because otherwise you might have their husbands, kids, whoever around them and you don't know who's there. I just think it's it's uh it's better to be in the room and it's this is especially true actually for the second meeting of the group because at the second meeting we're going to be talking about candidates and in the room we'll know who's in earshot when you're hybrid other people can be in earshot too and it really can get out there. So um you know it's well known throughout the municipality that um and we have an ordinance to that effect that our meetings have a hybrid component. So
011I think >> just I would prefer that I would definitely be with our leader here Judy but I just want to >> parent. Oh yeah, your executive sessions hybrid as well. >> Yeah. Um >> sometimes sometimes if if some of the members are not present physically, but I also want to make a distinction. Is this a municipal meeting? Like we've been wanting to be in alignment with our other meetings, but this is a job search. It's not the same as uh >> you know and so I want to I'm curious about where that line is drawn. >> Yeah. I don't know your individual policies. I'm just telling you the issues with having something hybrid um of this nature. >> Okay. Um I am just thinking about the people that lined up signed up and um
012we could what if somebody says you can say this is this what if somebody says I can participate remotely but I can't be there in person then what do you say because we told everybody that they had to be available >> did we tell everybody they had to be available in person >> I don't think we explicitly said that I think our best option now is to try to thread the needle of saying you know it's really strongly preferred um in person, but in the event that that is just not possible, hybrid, but it as far as I don't even know if public comment is warranted for workshops as part of a job search. So, I think it'd be more of hybrid availability for the members of the search committee rather than the town at
013large. >> Oh, no. Well, this is a private I I get that this is definitely a private meeting because and so I understand that. I was just >> I was just always making that pitch because some of them >> don't some people have young children. >> Well, so what if someone comes down with COVID or has COVID in their household? They still want to honor their commitment but cannot be in the same room. I think that's a good point. So I I think we should make it clear to them that in person is strongly strongly preferred but if someone comes needing an accommodation they should be given an accommodation. That would be my personal preference. I it makes me really nervous having just the potential for people's confidential information to find itself being discussed just
014willy-nilly. Um, and I I recognize that and counsel that we were given very early on was that if someone finds themselves in the middle of this process and they can't find them where they can no longer attend the dates, then they can no longer attend the dates. That was counsel we received very early on. Um, and that is like hurts my heart to do honestly and I sort of recognize why it is necessary in situations like these. Um, you know, I I'm the first meeting doesn't have anything that's would disclose a person's name. I I just wouldn't be able to go I wouldn't feel comfortable going onto the link to show people because it would come up with names. But um after that like and when you're having interviews I I think it would be
015in your best interest not to have anything hybrid because as soon as candidates start seeing that I think they'll definitely not be um not be either impressed or feel like confidentiality is guaranteed. So I think hearing that my preference would be that if we absolutely have to have something just for the third then that is a possibility but prefer not to and no hybrid for any of the other. Does that sound >> I believe that that is that is what I heard. Um, and you know, one cons con consolation that I was thinking about is at least maybe we can feed folks and have stuff available here, which I know is like >> not does not begin to cover the issue, but >> yeah, I'm not [clears throat] think about food. [laughter] So, I'm not
016like that. I like no I'm like I think we just but it's fine. I'm um if you want to do this it's fine. I shouldn't speak on that. So the plan is inperson for all of these meetings. The only one that has the possibility of hybrid being the first one and that should not be dangled as an open option but only on request with good reason and that person's pinky promise that they will be in person for the rest. >> And so that sooner that information should be communicated in my opinion to the people today. >> In other words, we vote today, it goes out today >> basically. Yeah. They they need to know that this is December 3rd at 6 o'clock. They have to change whatever. They all know it's the third, right? >>
017Yes. They all have have been aware of these dates and they they signed a certification that they were available. >> Okay. >> Then they confirmed again with me verbally over the >> Okay, good. Okay. Well, they were [laughter] available about that. I just I was worrying about this. >> No, I worry about >> I Yeah, the double book double like we're all so busy. We all have just like so much >> going on. I totally get that. But yes, and um getting uh like I this this is definitely verging into next agenda item territory, which is generating a list of tasks to make these meetings happen, which is exactly what we're talking about of getting that email like what are the contents that we want in it that we know need to be there. >>
018Um I just assumed that I would send it and take on that labor for folks. Um >> no objection for me. >> Wonderful. And then I would work with Becky to get reser rooms reserved. make sure that like all our tech needs are taken care of and all that sort of stuff. >> Does that sound >> You know what? I gotta inter interject. I just realized some something. Anyway, >> this first meeting is okay definitely to be hybrid >> because it can't be considered executive because we're not talking about any individual person. So, >> okay. >> Is there the possibility of of any individual person's information being shared, though? >> No, I think I'll make sure it it's not. >> Okay. >> Um, I could I could make sure I could definitely make sure it's
019not. In other districts, it was an open meeting. Nobody showed up and they didn't uh they didn't tape it uh record it. Anyway, um I don't know what your policy is on recording meetings that are officially open. >> We have to. Yeah. >> Yes. If you have to in your >> district then um then that's okay too. Um we won't mention anybody's name at this first meeting. In the second meeting, it's definitely an executive session. Mhm. Um, and >> the first one, >> oh, sorry. >> I >> frankly I I frankly I think that like it's easier if people just get one like it's either all this or all this. That way they're not trying to keep in their mind, oh, it's this this day, but this this other day. So the first one could
020arguably be executive session in um one of those things because we are going to be talking about the kind of questions that we'll be giving people and so that does impact negotiation. >> The statutory language does give us the ability to follow these sessions. >> That's true. Some some committees do the uh questions afterwards in between um and they do it just as a small group like your small group and some do it within this first session. So if you do it within this first session it can be considered executive because you wouldn't want that to get out to be public. Yes. And I think that we do want to try to keep as much of the work as possible in in the dates when the big group is all together because we've sort of
021like >> wanted to invite them in to be part of the process. We don't we don't need to take on that that work, the three of us. >> That's why we brought these people forward to share their thoughts and ideas with us. Um, cool. Uh, is there anything else that you think we should keep in mind? Because I'm assuming, Judy, that Are you going to drive out here for these orientation dates or will you be online? >> I I could I could drive out. I don't mind driving out. Um I mean, if half of the people >> Yeah, it's nice out there. That's right. I don't mind driving out at [laughter] all. I feel like it's a little bit more personal, you know? Yeah. >> Um, the other thing too >> I could share with
022you right now the packet >> that I put together >> and that might generate more. Oops. We got to do this. Oops. You know what I mean? The to-do list might be generated if you take a look at this. >> That would be lovely. Could you put Could you Could you put a link to that in the Google Drive that all of our materials are in >> that folder? >> Um, oh yeah, I could put it in the Google Drive. Um, you know what I'll I'll do? I'll put it >> You could just email it and I could put it in there either way. >> Yeah, I could do that. But you know what I'm going to do right now? Do you want me to share it on the screen? >> Sure. Let me make
023I don't know if you have permission. >> I could send All I have to do is send a request to you. >> All right. It looks like you have the ability now. >> Okay. Okay. So, I go to share No one learn how to do that yet. >> Yeah. Hit the carrot up just to make sure that >> um go to advanced sharing options. >> This is it is set up. Yep. There we go. >> Okay. I think it's I think it's working now. I just chose it. There I got the somehow my computer's being a little slow today. >> Yeah. And that well I mean we I don't know if this has been intentional but we have not been able to see your video the whole time. >> Really? No. On my end it
024says that I have a video. Isn't that weird? >> Interesting. That is that is interesting. And we see the screen our screen says Judy has started screen sharing but we don't actually see what you're screen sharing. >> Maybe there's some other >> Okay. >> Yeah. >> You know what I'm going to do then? Um, this might, you know, usually when I meet with you, I'm home and not in the office. So, this laptop in the office is actually slower than my uh than my one at home. What I'm gonna do right now is I mean, you can continue talking. I'll figure this out. I'm gonna put this document in your Google Drive so you can open it up on your >> Okay. Computer. >> Um, yeah. So, >> this is >> just to just to
025start sharing the things that were on the top of my brain were >> getting this email out of saving the date and also calendar invitations. That way it autopopulates to whatever their email is and hopefully shows up on their phone. Oh, yeah. Those those things. Yeah. >> Yep. Um getting food ordered and together. Um and possibly I'll probably have to do a like what are your dietary restrictions poll which is which is fine. And then we've got time. >> Um I've also been continuing to try to work >> share. Yeah. You might try unsharing and re-sharing or >> I'd have to I don't know getting out of the program like getting out of the session and coming back in >> possible. >> I don't know. I had a 90 minute a whole 90 minute lesson
026on screen sharing. >> 90 minutes I spent and never done it. >> Um could try again though. >> Yeah. Well, it seems here the issue is likely on the part of Judy's computer just because we also don't have the video feed. I wonder if it's >> Yeah, let me just >> see their device. >> Yeah. >> Oh, and now I'm not sure that we're hearing you very well either. Maybe she went away. Don't listen to me. Please don't listen to me. I don't know why I start talking. And it comes about this with the idea. I'm like, I have no idea. This is a person who took 90 minutes of someone's time and then got scared and thought that I couldn't screen share and give it to someone else. So, don't listen to me. Listen
027to each other. You all know what you're doing. Want me to go touch the screen? >> That was another day. Now, that's if the screen turns off and the screen is on. >> Okay. >> Um, >> I was before you got here, I was singing your praises, your it praises, >> but Okay. Okay. So, aside from aside though from getting this email sent, getting rooms reserved, getting food old and then ordered and then Chromebooks if we got them, are there other sort of logistical pieces related to the screening committee and getting them set up that we need to think about? >> Um, so, okay. So, we've got two days that we probably Oh, here we are. >> We've lost Judy. >> Oh, okay. I thought we were doing better because the screen >> Well, what
028it might have been is that her software might have just crashed. >> Um, so um I have another question. She's not here now that we had those two nights with at 6 and then we're going to have these people we're going to interview. All these people are going to come forward and then we'll pick everybody to interview or however many people we're going to pick to interview. >> Um, the sooner that we can pick the Oh, here's Hi. Hi. Hi. You there? Can you hear us? She's muted or you muted. >> I'm using my phone and I'm restarting my computer so I could send you that document >> because it is extremely slow today and I don't know what the problem is. So, um, but anyway, I so I have a packet together. I will
029make copies. Remind me again how many people there are. >> 11. >> And then you'd be 12. >> Okay, great. So, I'll have enough copies and um and then I'll have in envelopes the uh link so that people can take that home and um and get on the application website. >> Okay. >> Um and it's it's the application website is so very easy. It really isn't a problem. Um, and and I'll I'll also give people my telephone number, so if they run into issues where they don't know how to use something, they could always call me and I can help them with that. Um, so I'm going back >> curious about what file infrastructure you use. >> Um, tell you the truth, I don't I'm not I'm not quite sure. I um they've changed it.
030uh they they constantly update it. So I don't know what uh system it really is, but basically when they go on they can just click on a folder and inside the folder all the parts of the application. Um, and so they could look through all of those. And then what they'll also have is a printed sheet that they could just write notes and ratings on. Last, they'll have a link to a survey monkey. It's like a survey monkey link that they'll put all their results on that so that when here in the office we'll get everybody's and then we can compile it before that meeting where you meet the second time. So by the time you meet the second time and I you know show up I'm going to have already who is the person
031that everybody agreed should be interviewed. who are the three people that everybody agreed should not be interviewed. And what that does that helps us a lot is it helps us to concentrate on the ones we're not sure. You know, we don't agree entirely on rather than talking about each one ad or adnauseium. You know what I mean? You end up concentrating so that by the time you leave, you're pretty confident that these are the people you definitely should interview. Um, so anyway, I think um I I think explaining that process to them and what they need to do for homework for that next time is is really important. Um, the other thing that some, like I said, some districts do for homework is they nail down the questions. They might discuss them at this meeting
032and then nail them down later. you could see simply how far you get with them um to see if you want to do it as homework or try to get through it all in one night. Um so anyway, I am just finally my computer is up. I am getting into let's see shared with me. Here we go. I'll get into that folder that you created. And now I am going to upload that um that file. Um so it'll just take me one minute and then you'll get to see it and we could go through it together. uh ESP. Of course, there's so many folders here. Let me just current um interview workshop packet. It's going to be called one upload complete. What does that mean? What does that mean? >> That means it's it should
033show up now on your computer if you want to try to open it. Stacy >> mean successfully uploaded into the drive. >> Yeah. Yeah. Oh, you only have your phone. That's going to be difficult to share. >> Well, that's okay. >> Yeah, we can look at it. >> I could I mean, the other thing, too, is I could I could talk through it obviously, >> right? >> Um >> Well, we all have your home number now, too. [laughter] >> [clears throat] >> I don't worry. I probably will call them and ask them for instructions instead of bothering you. They've been very helpful with >> Oh, no. I don't mind at all. >> Both of them. Thank you. >> I I don't mind at all. You know, sometimes uh sometime because this is a a word
034doc. Don't worry about the formatting when you look at it because it's going to be a little odd. I I uh will print it out so it looks nice. >> But in in the packet >> in the package is for everyone. The first page is an outline of what is going to happen at this meeting. >> Good. >> So, because these people aren't you you all are comfortable with every part of the search process, I'll do a quick overview of the process, the timeline, the role of the my role, the SC screening committee role and the role of the school committee. Very very quick. Um then um we'll review the successful candidate profile. So that'll be right in their packet. And that's going to be important for this group because I remind them that their
035role is to um is to take the needs of the community as described in the profile and and match it with available candidates. [sighs] Um so we'll review that candidate profile. uh talk about how it's going to be used to generate questions. And then uh number three um we'll talk about this first step that they're in right now and that NASDAQ already organized all the applications for them. Everything is online and not in paper. Their job is to determine applicants for interview. Um, I'll go over some guidelines for conducting the screening interviews and the guidelines for recommending applicants for further consideration by the school committee, which is really the second meeting, not the first. Um, okay. So, organizing for the preliminary interviews. At this meeting, you have a stretch of dates for the interviews. We're
036going to review those dates at this meeting and decide what time those interviews start. Some people will say I could if everybody says I can come at 4:00 then you you know then it'll work. So So we'll decide at this meeting the dates for the interviews. Um we won't know how many people they're going to interview yet. So, usually what people end up doing is having two or three dates at a firm and one is just in case. Um, and then um from the from the um candidate profile, we'll select themes like the themes might be communication. Um, what were some of the things, Stacy, that came out for your district specifically that people >> three top ones were educational leadership, >> Yeah. >> inclusive practices and collaborative uh leadership and then someone who does
037ops and management. >> Yeah. Okay. So, we'll look more specifically. We might have a theme being um budget and finance, a theme being uh um um your ad working together with your administrative team or collaborating with administrative team and town. Uh so we'll we'll decide on those themes and then >> develop the interview questions. So, like I said, we might end up starting that and if it doesn't, if people are really indecisive, you may decide, you know what, we're going to do it off off the off the U meeting. Um, determining the location for the interviews. Do you already have a location? >> Uh, I mean, we'll we'll use one of the one of the spots we have available to us from the schools. >> Yeah. Yeah. Yeah. And the last time you and I
038sort of talked about how the first round interviews would go, most of those would be virtually as well, right, with the candidates. >> Um, I would I would not recommend that. No, if they're out of state, like if they are in Florida and you decide to interview them, you could do it virtually, but otherwise, I would bring them in. You learn a lot >> um just having them in the room. [laughter] >> Great. Um, I would recommend too that you, and you can think about this now, this could be on your to-do list right now. You got to have somebody that's not on the screening committee who kind of greets them, make sure that they know where to go, make sure that the person leaving goes out a different door than the person coming in,
039you know, that type of thing. I always had my I always had my executive se secretary. I used to flex her hours. You know what I mean for interviews like this? But you might choose somebody else. >> That would be probably a good sort of neutral. >> Yeah. >> I I I will be sure to ask she's like that. >> She doesn't want to be here at night. We won't ask. >> But if she's open to it. >> Yeah. >> Right. We could probably do some overtime to have that happen, couldn't we? >> It's up to you. It depends on what she values more, money or time. [laughter] >> I I know, but I'm just thinking that's a that's a >> Yeah. Um >> because I don't think that should be a school committee member
040at all. >> Agreed. >> That should not be a school committee member. >> Yeah, I agree. It could be it could be the student that you're not having on the selection committee. I mean, I don't know. But then that part of the is part of the issue was you didn't want them to have to >> give up that much time from their studies, too. So, it's up to you who you have. Um, the other thing, so number five is how the interviews look like how do you conduct the interview? Um, we'll talk about questions to avoid. um listening and observing how you close the interview and taking notes. Anyone who takes notes, those notes should be uh collected. >> Mhm. >> Um I tell people t don't don't put anything in the notes that if
041it went to a legal had to go to legal would be a question. you know, you don't put anything in the notes about people's how they look um or anything that would lead people to think that you are biased. >> Um so you just it is very important not to do that. Um I I in general sometimes not taking notes is the best deal but they cannot leave with anything when they leave these interviews. you should not have them leaving with papers and so on because it's just not confidential. Um I talk about confidentiality specifically. Um and I also talk about everybody I always have somebody who wants who says, "Oh, I know somebody who lives in Spencer. I'm gonna call them and see how they did over there." And it's like you can't really
042do that. each individual member of the of the screening committee is not their role is not to do reconnaissance work, you know what I mean? Or uh anything like that. So we we talk about that. Um and we >> trouble of just googling people's names. >> Ah that's good. That's see that's the review acceptable internet sources. We It really is okay to Google. It really really is okay to Google. Um, but I warn people that you will not find anybody. Maybe I'll pull up some of my Google things. They're so funny. I mean, not that they're funny. They're funny now. They weren't funny at the time, but when you Google something, you might get some newspaper guy who had it in for soand so, but later on it was detrited. So, you got to be
043very careful what you look up. So I kind of talk about that in general. Um and then we talk about the fact that no one communicates with the press and no one communicates with colleagues about the search and that if anything if they had something whenever somebody asked them just have a line you're ready with like oh the search process is going well. Um, we're on we're on our timeline and um and it's going well. That's all you have to say. You know, you don't have to really say anything else. Um, so um and so then I in general in executive session you review the applicants, but we're not going to do any review of that for this first meeting. >> Did you have a question? >> I do. Um, so I heard the part
044about if anybody wrote anything down, taking it home and so on and so forth. But, um, if we have 11 people that are doing interviews, what what this is what we do in when I do the interviews, we'll have three or four people. We have the same questions. You We're going to have the same questions. >> Absolutely. No questions. The questions we come up with are the questions. The only time you could even do a followup is when it's it's unclear. Like >> you worked in Felmouth. Was that Maine or Massachusetts? Factual follow-up questions. That's it. >> So, um, at the end of ours, we do take notes and we turn them in and that's okay. I can I certainly can understand that. But as I'm going along, I we go like one through five
045on the answers. That you know, that's just how we You perhaps don't use the same scale, >> but you'll do one through five on the answers. So, you've actually categorized like you thought this person did excellent >> on this answer. And I would say with 11 people that we don't know all of them. I just want to put in a a pitch for this to be having something with is a like a little numerical scoring that people had done because you know personal dynamics we have a couple of people here and I'm thinking of just the role of one a role that one person has. You have somebody who is an assistant principal and somebody who whose position is, you know, if you were making a cast system, you would see is lower. Do you
046know what I'm saying? I'm not putting it that way. One person might speak like the a principal might speak and then that next person won't have as much to might not have as much to say because sometimes people can be a little drowned out or you know that was I was worrying about that and I think if you have a numerical something that you wrote down it's actually there and you know, you look at it afterwards and I thought, okay, if if I finish and I had a 95 for somebody and I don't know, I just think there's something to be said for that. >> I'll tell you one thing though because you don't calibrate, >> okay, >> you'll have somebody who is so has all low scores just like if you were grading essays,
047you have somebody or you'll have somebody who be have the same score for everybody. So, it's really really hard to compla compare your 95 to my 95, even if we're of the same caliber or not. One thing that we do usually stress during these interviews is everybody's equal. like nobody has a stronger nobody should think that because of their their role that they know more than the next person because it really does diminish what they have to say and that's not fair. >> I mean ultimately it's the school committee that picks the person but even you three are better off not having the loudest voice in the room because you're absolutely you know >> Yeah. because you have this opportunity to really listen to other people. Um, I find that number scores or or a
048ranking type of thing is okay within one person so they know which of these candidates answered best, but it's hard to compare one number of of somebody to to somebody else. Um, in the end, >> how do you do it after after we finished? So, say that we interviewed four or five people and I'm gonna I have to go in a minute because I have something else that I I messed up a little bit. >> So, after you interview people, you could rank all of them and say this was my favorite, this is my second favorite, there's my third favorite. But to do it by this person got a score of a 95 and this person got a score of a 75 isn't that useful unless you're all calibrated one against the other. Um, so
049my question is, and I can understand that, that's fine. I'm not I am not wedded to that idea by any matter of means. >> I just want to make sure, >> like you said, that in our room, everyone is the same. So >> yeah, >> when we finish, say that we had three people to interview on a day, um, say that we did three people. after we finish those three. Is there >> No, you usually wait till you talk you you have everybody. >> You wait till everybody's been interviewed. >> Okay. So, and and that and I have also seen this. I'm just going to say this last thing that the people that are at the end do better. I want you just to remember that. I've seen that myself with people that come in.
050>> We I had a great person on day one, you know, on day one >> and then we interviewed somebody after that. That's all I I just think those are important things to think of. >> Yeah, that that might be a good warning to give your whole group and say remember that because they're freshest in your mind, you might overrate the last person you saw. So, be very conscious of that as you go through each person and review your review each one individually. >> I'm sorry. I have to >> Okay. >> early. I apologize. I thought it was at 12. So, I was here nice and early. [laughter] >> I'm sorry to have to leave you early. Whatever you decide is the right thing. >> Yeah. So, okay. I'll continue then. In the packet is
051the actual timeline. So I that that way we have it as a reference. >> Um in the packet is the candidate profile. So it's right there in the packet. >> Um and then there's also um a talk about what homework what what do people do after they leave this meeting? Um, and it it really is about how to read each application, complete the interest indicator in your packet. There's a paper and then when you're done with that, you go to the um you go to the survey monkey and you put your answers in. Um, la there's the next page is preparing your interview questions. But um I'm going to if you're going to do all the interview questions at this meeting, I could take this out of the homework and put it in a different
052place. Do you want me to do that? >> Yeah, I think the goal is to have as much done in session as possible. >> Okay. >> When it comes to that sort of stuff, is this also is this a packet that we can email to the members now? >> Yep. Yep. We can we can Oh, you know what? You know what, Stacy? You know what another idea is? >> What? >> If we pick if we go over the candidate profile and pick the general themes, >> give everybody sample questions, they could come to the second meeting and you could write the questions at the second meeting. Now everybody's prepared and you'll be more efficient. Do you think that might work out better? >> That could that could be good. I think that I think that
053could be really good because then people will have a chance to think about it. I think they might be stuck and then know what'll happen after the meeting. They'll be like, "Oh, we came up with this question, but I have a better one." You know what I mean? >> I like the idea of the questions coming together after everyone has at least a chance to look at materials because you might come up with what you think is a good question, but the materials answer it so well that it's a wasted question. H >> that's a good idea. So that's a good point I think. So if I um there's also sample questions in this packet. Um and so people might take them and make them better and come back to the next meeting and I
054think you'll be have better questions than if you just tried to bang it out at this first meeting. >> Great. Um so anyway um it says at an upcoming meeting we will confirm the interview dates but I I think we should look at the calendar at this meeting and I mean at the at the second meeting you'll know how many candidates to interview and it's let's say there are six you could do that in two nights let's say there's nine you'll want to have three nights [snorts] you know so it'll depend on the numbers. >> We told people to hold the 15th through the 18th. So, we have we have four days. >> That's more than enough. And like I can't tell right now how many applicants you'll have because like two people dropped out,
055two new people came in. Not everybody is complete. And the person in the office here who handles them says, "Oh, if you have an um Thanksgiving break, that's when people will knock it out, you know, and get it done." And then so at it's due right after Thanksgiving, which is actually a good due date, you know. >> Yeah. >> Um Okay. >> I was going to say the next page, which is what page is this? page eight on the packet that I have >> is what the um what the uh um candidate application like the the worksheet looks like. So they get to write down the names of the candidate. They decide if they're definitely interested, somewhat interested, and not interested. Keep it simple like that. And once they do that and then they put
056the data into Survey Monkey at that second meeting, we'll definitely get to see who the big the who the candidates are that most people are definitely interested in. >> The definite yes, the definite no, and the murky middle. >> Yeah. And the murky middle is what we end up talking about more. And that makes sense. The next page is uh talking about interview techniques. Um, and so it gets into like you ask the same questions, all those type of things that we kind of talked about a little bit. And also the first few questions should be aimed at putting everyone at ease. You don't pop in with the most dramatic question first. >> Yeah, build build up to it. >> Yeah, build up to it. Um, so anyway, that goes over that. The next page,
057which is page 11, is example questions, >> right? >> Yeah. And that sometimes that's what to start with, but I often find that groups come in and change them and make them more their own and and that's good. That's actually good. It makes it more personal, too. Um, so I have sample questions there. Um and then there's a sample um there's a sample interview evaluation form which you can choose to use. We could decide at this meeting whether you want to use it or not. But for the application materials, you could say um you know the appearance of whether they had good college university preparation, classroom experience, you could kind of um use this for each candidate. If people feel like it's comfort, they can be comfortable with this so that when they discuss the
058candidates, they'll be able to um have that discussion because you'll forget, you know, when you finally get to that second meeting, you're like, "Oh, was that Miller or Smith that had um you know, a lot of it classroom experience, you forget." So, by writing your notes on this sheet, that's a sample form. Interview perceptions. I know that we just talked about putting numbers down. This one just puts low, average, or high for each one of these things. Um, were they an effective communicator? How how did they respond to difficult questions? Um, what was the did they give good evidence of innovation and creativity and so on? So, um, we could look at this at the meeting and, um, let's see. Uh, yeah. And they're told not to share any of this with anyone else. Um,
059okay. And then comes the meeting number two in um the the uh meeting number two agenda. It this is just a sample agenda. You can make it like you make it for Greenfield. Um, but we are definitely have to adjourn to executive session at that second meeting. Definitely. >> That makes a lot of sense. And I think we can even actually call it as an executive session. So, we just jump right in. >> Oh, good, good, good. Yeah. >> Yeah. Yeah. Perfect. >> That's the packet. >> That's wonderful. and and if I can share that packet with folks ahead of time, I think that that will be great. And I can make sure to note what we just discussed about um actually finalizing the questions in that second meeting. >> Yeah, I think the packet
060and the packet makes it sound like you're doing that as well. >> Oh, good. >> Yeah. You know what you know what I'll do? I'll take my word document though and I'll turn it into a PDF and put it in the folder so that way it's PDFed so that it's it looks good because this has a few weird um >> yeah from one computer to the next the formatting shifts will happen. >> Yeah. And from Word to Google Doc it shifts too I find you know >> for sure. >> Um great. So, >> so our tasks for coordination are sending the email with what time and the packet. Um, making the reservations of where we're going to stay. Uh, not stay the reservations for meeting. Um, getting any dietary restrictions and placing a dinner order.
061>> Yep. That's And then the Chromebook. >> Oh, and the Chromebook. Yes. >> Okay. So, are we starting at 6:30 or a different time? >> Well, that's an excellent question. Is there a time that would be best for you? >> Um, >> our thinking is for three-hour meetings, we don't want to make people stay at 9:30, so we start at 6. >> I would rather start at six as well. I think that makes especially since you're providing dinner. >> Yeah. So, we'll call it 6:00 to 9 both of those first two days. And then >> then at that first meeting, we'll look at our calendars again to plan for the week of the 15th >> for actual interviews. >> Um, yeah, >> great. All of that sounds sounds awesome. Um, and could I ask you
062to actually draft the text of this email? >> Sure. >> And I will actually do the sending and do the leg work of the reservations, etc. >> Sure. >> Great. Thank you very much. >> I will write that up and email that to you. Let's see. Today's Thursday, right? Yes. Later today. >> Wonderful. Thank you so much. Um, thank you, Judy. I really appreciate the overview of that next those next like >> No problem. I think we're in good place. So, I know my the job here is to continue to get the applications together. >> Um, do you want me to make physical copies of this or you're just going to give it to everybody by email and that's fine? I >> think we're just planning to do email. >> Yeah, we could just do
063it. >> So, we might want to have some physical copies on hand for the actual meeting itself, >> right? We might we might have physical copies available in the room, but I don't think we're going to like mail everybody a packet of physical. >> Okay, good, good, good. Okay, so I'll um so I'll just make like a half dozen, do you think? Or or do you want me to make 50? Make >> I think some people will share. Some people might bring tablet and if people have Chromebooks, they'd have it on Chromebook, right? >> Yeah, that's true. That's true. >> I think half dozen should be fine. >> Half dozen will be fine. Okay, I'll do that. Yeah, I'll have the link envelope. >> Perfect. >> All right. All right. If you need anything else
064from me, you could just let me know. >> Thank you so much. >> Okay. And again, the the location is I forgot the location. Well, we haven't specifically said it yet, but somewhere it'll be somewhere here in the Greenfield Public Schools, whether that's the library that you had the focus groups at or even in this conference room. >> We'll see what's available. >> Okay. Just let me know. That's perfect. >> And do you >> All right. All right. Thanks so much. >> Thank you. >> All right. Bye. Now, >> um I would entertain a motion to adjurnn. >> I move to adjurnn. >> Seconded. All in favor? >> I. We are adjourned at 1:30 p.m. Thank you.