001uh the order the november 8th meeting of the newsbeat public school board directors welcome everybody good everybody here let's go ahead and we're going to do the pledge of allegiance i pledge allegiance to the flag of the united states of america and to the republic for which it stands one nation under god indivisible with liberty and justice for all all right let me go ahead and do a quick roll call just make sure everybody here please the ones that i can see though i can't see uh arnie's i'm here i'm here kim here uh kevin you guys are here hi kevin uh adrian here uh diane johnson i'm here really diane and nothing quite here did they have here this doesn't without delay uh let's see so the this is just to approve tonight's agenda
002just a couple of highlights we uh we have our executive session here initially uh we did stream down the agenda a bit we removed things so that are normally on here just so that we have enough time to do the uh business with steve kelly in the superintendent search so if you notice that things are not on here they're not on here one thing is true if you have questions like candace's report's not on here tonight um so but she'll send out the information if you have questions you can email her directly and then we'll take up any additional time in december to go over uh her reports that we don't like you so that was our best i still move to approve the agenda i will second that if you can if you're honey
003go ahead and take the vote uh arnie hi hello as well kim hi [Music] kevin hi okay at this point we'll go ahead and dismiss to executive session for charges brought against a public officer employee staff member or agent unless he or she requests an open meeting ors 192 0.660 to be yeah you're good now i call us back to order for this meeting of the quiz based school board as we uh exit out of executive session um so i'd entertain any emotions uh in regard to the issue of uh employee dismissal disciplining uh some things that we heard about in executive session all right um i would move that we accept the recommendation for the dismissal of the employee that was sent given to us from our superintendent thank you arnie you're here a
004second a second thank you adrian okay any discussion on the motion call for a vote uh arnie all right i vote hi as well kim i i'm sorry kevin are you you uh static can you say that again uh no sorry i had some feedback over here yeah [Applause] the next uh uh item on our agenda is to prove uh the consent agenda which is mostly uh minutes from a number of our meetings uh august 28th september 13th september 27th october 11th and october 25th board meetings do i hear a motion uh on the consent agenda probably accept the consent agenda thank you honey second thank you justin any discussion on the motion yeah the vote uh arnie aye aye as well uh kim hi i'm kevin hi hello adrian hi dianne and dustin hi
005hey that brings us to the next uh item on the agenda which is the building and staff presentations and we're going to start tonight welcome uh carly campbell to give us the mhs scoop update welcome hi everyone okay so we've got some exciting stuff going on at marshfield um first of all so football um was league champs and we are raped well the football team is ranked number one in state quarterfinals this friday are at seven o'clock um seniors don montiel and ezra waterman were player were voted players of the year and coach lamont was the coach of the year um for cross country um alex garcia silver who is a junior was the state championship a state champion of boys 4a cross country the boys soccer team was league champs for the first time
006ever in marshfield history which is really exciting speech and debate had a tournament in the first place winners in their events were cora nealy dj dirk and sydney mccarty uh theater has a new play called eurydice european uranus i don't know how to say it but um from greek agreement and the four leads are sydney mccarty ellie rebucka sam whitson and millie brick and it will be performed the first two weekends of february um the mhs charity program is selling wreaths uh the holiday food drive started today this month is college month which is basically to promote college um explore careers and find scholarships winter sports start practice next monday november 15th friday is the end of the first quarter and next week will be conference week and nhs started peer tutoring for all mhs
007students and they will be doing it thursdays impact and that's all i have thank you guys thank you thank you thank you any questions for carly thank you um let's see i did notice um so we have a becky crane here were you uh planning to be on the we might have been removed you off the agenda by accident we're trying to slim down the agenda do you want to give us an update on uh sure yeah please do you just press it once yes yep that's green um so hi all i just wanted to uh come in person because uh a couple of the last months i've had technical issues and wasn't you weren't able to hear me and i'm so sorry for that um i don't have good internet at my house dusty
008can relate so a couple things highlights that have been going on red ribbon week most recently was we had some fun activities celebrating um drug free red ribbon week coming up we have conferences uh this month um i'm not sure if um the dates have all of them but i know like for uh the floor six or the k6 i think is next week and i'm not sure about the high school but sometime in the next couple weeks um we continue to bargain an mou based on covid uh changes this year um most of our time at the beginning had had been spent on how we were going to deal with vaccine mandate and people that were not vaccinated we continue to meet and problem solve other issues most notably i think currently is the
009issue of just the fact that our teachers are very tired or licensed staff is very tired student contact is up quite a bit from [Music] previous years uh at least partially if not all as a result of kids eating in our classrooms has just taken taken away um any time to get any work done um for teachers so that makes it harder um i think a lot of um we had a lot more quarantines than we expected we would this year and and the amount of work that um it required to get ready for those to support those kids that in quarantine took longer than we expected as well so um just hearing that across the board everyone is very tired and um has no time and uh you know the as we meet on
010both sides of the table for ammo bargaining have been really open to try to find ways to support but honestly we haven't found a way to support yet we thought maybe we had a solution that but it only worked for like k-6 and it didn't work for 7-12 and um and and that's that's just not going to work so we continue to discuss and um and support and i'm really proud of you know everybody that's been involved with those discussions because it's like even playing field we're all trying to just support each other and i appreciate it i know that we are about to look at doing some mentor training district and myself and cba reps will look at how to address mentor trainings for for mentees and mentors um it's been really hard to
011address and support new hires as they come in they're kind of trickling in this year as we've you know they haven't all been we're all hired before school started and so some of them i i hate to admit that i have not even been able to meet let alone you know support so we'll work on that issue as well um and another big project that we're going to be working on soon as some of you may recall our new contract we agreed when we negotiated our newest contract we agreed that we would we needed to take a deeper dive into our extra extended duty contracts nobody has any really historical knowledge as to how the all the decisions were made to put each position in which category and we want to kind of take it
012apart and put it back together and and have some reasoning behind it that we can share with others and so that is coming up with a bunch of reps from both sides of the table and last we you may recall that last year we talked a lot about an educator empowerment academy team that we had and that we met and we we would frequently um update you here at the board at board meetings what we were doing we were working on communication systems trying to see if we could problem-solve some solutions to problems we had with communication in our district as well as getting a diversity equity and inclusion committee off the ground um we're back at it there's the team is back back to work and um next month we have a presentation to
013give you about the edu the diversity equity inclusion committee and and hope to work together on that last thing i wanted to mention is um when i had to follow up from last board meeting with an email letting you know that sorry you couldn't hear me i mentioned that you're welcome in my classroom anytime and i'm pleased to say that diane johnson was able to join me um one day last week she also fair to say she has a daughter in the group so um made sense but um it was really fun to have her and thanks for coming and uh now that we are we can have a have you come by um please do so and that's it thanks thanks for letting us see you in person tonight [Laughter] so much better all
014right next we have uh highlighted schools and tonight is uh sunset i see we have shelley here hi everybody um last spring if if you recall i talked with you a little bit about all the work that we have been doing at sunset to become a more trauma informed school and we've continued that work this year with our partnership with uofo and south coast esd the training of our student support specialists and um and so that work is ongoing but this year we had an opportunity to work with someone through south coast esd and uofo in um supporting our staff um becky definitely was right folks are are tired and and this year has presented with a lot of challenges um for students and for staff coming off of a year of hybrid schedules and
015students not being in school full time and so in support of that we started working with a gentleman like i said from ufo who is supporting teacher wellness and social emotional learning and he has worked with us for a couple of sessions now on stress stress reduction for teachers and training in concepts such as mindfulness and active listening as well as instructional concepts and technology um for students so with all of that we um have been doing a lot of work around making students feel comfortable and included and so aaron ralston i'm going to introduce aaron our school counselor who will talk with you about some important things that we're doing with students this year thank you and good evening everyone just wanted to thank you for this opportunity to highlight some of the initiatives
016we've been working on at sunset we as shelly explained embraced the notion that in order for students to learn and grow that they need to feel safe and supported here at school and so um along those lines i wanted to highlight a couple of programs that we've been doing and some activities first of which is um as part of our tiss team or trauma informed systems of supports team we have been working on just our school-wide messaging as a whole and that includes our outreach to parents and our families and so as part of that um we have developed a guide for our new families so this would be for students and families who start after the beginning of the school year and just to welcome them and briefly explain our focus on students social
017emotional health and answer try to anticipate whatever questions they may have as a new member of our sunset family so there's some really good information in our new family welcome guide just things like schedules and calendars and how our lunches work at sunset and our highlight our free and lunch and breakfast programs how to make sure that their students can get to and from school safely whether they're a drop off or riding the bus how parents can get involved which has been somewhat limited this year um but it's it's definitely a work in progress we highlight in there some of our programs activities events committees and clubs and of course at the end of the guide there are there's a spot for frequently asked questions like you know things like what if what if i
018need to pick up my child early from school what's the process for that or if i'm concerned about my students academic progress right now it is in the process of getting translated into spanish so that all of our families can benefit from that another thing i've been working on as kind of my role providing universal supports for our students is re-envisioning our leadership program here at sunset so we are trying to roll out a program a leadership program that really focuses on helping others and we've entitled it anchor crew and so one of the main goals of anchor crew is to provide social and emotional support for our new students so our um anchor crew members will be trained uh to welcome and greet new students to be a buddy for them for like the
019first week of school during lunch or recess just kind of help make that transition a little less stressful for them uh they'll provide a tour and introduce them to some of our keith staff they'll get a little coupon book that looks like this and inside the coupon book they'll go around and this coupon for example says visit the principal miss mcknight located in the principal's office and you this will entitle you to a sunset pencil or visit the librarian mrs shields in the library and this coupon entitles you to a free book or bookmark they will get a new student folder which will have some important information for them and we hope to also include our uh anchor crew members in things like um when we bring up second graders to tour a building in
020the spring or to assist with fun family nights to run a welcome booth and things of that nature which brings us to the final thing we wanted to showcase and share with you all tonight which is our start with hello program so in september we rolled out start with hello and start with hello brings attention to the growing epidemic of social isolation in our schools and our communities it really empowers young people to create a a culture of inclusion and connectedness within their school and to make it more fun and engaging we um did it in the form of a spirit week so we had start with hello spirit week where there were dress-up days and um we had little giveaways like this where it says on one side start with hello they got a
021little bracelet that said start with hello and then really the core meet of the program is a training that teaches students kind of these three steps which are if you see someone alone reach out and help and start with hello so um to help kick our week off we had some of our students put together a little kickoff video and that's what we'd like to share with you now sarah are you able to play that video now for the board it'll be just a second start with hello is a violence prevention program that came out of the sandy hook promise group which was a group of parents who lost children in a school shooting which was tragic and they put together a kind of a program and we'll get to see some of that now
022thank you it's not gonna play on the you're not gonna hear the sound oh can you play it on your computer there at all i'm gonna have to do this if you can't make the sound work it's it's just music in the background um students are you know it's mostly a visual um and it's music students you know just like with a good movie the soundtrack you know is sometimes really important [Music] very hard to make out the small letters two the one was so well maybe i can send it to you all in a um link that you can hear i'll make sure they all have the link sent to them thank you sarah i just tried to play it the sound did work it's just murphy's law when i share my screen at
023this moment yeah as soon as this is over it's gonna work just fine yeah it's good that we'll have a link because i can't see it or hear it okay so [Music] so this was just a really good way i think to kind of kick off our you know school climate environment here with our students and get them thinking about reaching out to others making sure that people aren't feeling isolated we've all dealt with a lot of isolation lately and what we know from the research is that students who are isolated can become victims of bullying violence and or depression and so that is kind of the premise of and how this is um kind of uh looked at as a violence prevention program just part of what they're doing at sandy hook promise thank
024you aaron um sorry that the sound uh wasn't good everyone it like i said really makes it much more effective if you have a good good soundtrack when you're watching a film of any kind so hopefully if you get an opportunity to watch it i was proud of how well our kids did they really stepped up very early in the school year when they hardly you know a lot of them didn't even know each other so it was it was an effective introduction to the week um laura means before we conclude did you have anything to add i just want to say that i'm really proud of the work that we're doing at sunset and i feel like the one team one goal district motto is um part of who we are we're definitely we
025feel connected to our community and sometimes we feel a little isolated but we work hard and are very goal-oriented it was really exciting to see carly campbell speak tonight because she's a former first grader that i had and she also introduced don montiel and ezra waterman who were in the same class so shout out to all those kids and it's it's just great to be here at sunset and um great to be in coos bay in a wonderful school district so thank you all for your support does anyone have any questions before we let you get back to business no but this was wonderful thank you i enjoyed the presentation and look forward to watching the video all right thank you very much woo skated back without any point i love it thank you all
026uh sunset team good night okay uh next up is uh the superintendent uh brian kendall an update from him welcome ryan thanks david i'm not gonna i'm not gonna spend a ton of time here uh you heard a lot from me two weeks ago with the data meeting and you're going to hear a ton of information here as soon as i'm done but i did just want to highlight the fact that this week finishes up the first quarter of the school year it's amazing that we are already nine weeks into this thing although if you ask some they may feel like it's it's been 19 weeks but we are finished this week with the first first nine weeks we have grading day on friday staff have the opportunity to work in their room get their
027grades updated uh so that they're ready and prepared for conference week next week uh throughout the week and so you know we we've heard a lot about uh staff being you know there's a lot of stress a lot of a lot of folks feeling the pressures of of of this year that that goes for everybody across the board whether that be teachers classified administrative i think everybody's feeling it uh you know our calendar is our friend right now with uh this week being a short week uh next week being conference week and then you got thanksgiving week and so you know we have a little bit of a break kind of take a moment to catch some air um and then we have three weeks before uh we go into the winter break so you
028know we have some time here to talk about uh some things and to work with our our unions and to come up with some ideas as becky said we thought we had a pretty good idea on how to take a little pressure off but it just didn't work across the district it worked well for k-6 but did not for 7-7-12 and so whatever we do we want to make sure it is fair and equitable across the district and so we'll continue to work we'll continue to try to think outside the box and come up with some ways that we can ultimately take a little pressure off the system but that's where we're at right now um i open it up for questions [Music] any questions from brian looks like no uh so thank you brian
029appreciate your update you bet all right uh let's see there's a couple things that i was supposed to let you all know um there is a osba annual virtual conference on november 16th and uh sir we'll send you out the information around that already has i think there is also one on the rsl rssl resiliency framework in action that's one of the seminars that's available interested but uh and uh it is virtual so it should be easy for us all to attend in our pajamas if we want so and then just briefly too i just want to give up for the update you know uh the negotiating committee was pulled into doing an mou and understanding around uh um classified union because it had some financial implications to it so normally we don't get imported
030to get involved in mousse typically but we were asked to be involved because of those some of those things you know in terms of time off and some of those things so i just want to let you know that we concluded our initial bargaining with that union and that mou will probably come to the full board for discussion we won't do that tonight but i just wanted to give everybody a heads up that that didn't happen and get you here and that will come on board for for uh for about another next meeting so all right so the next item then is oh our collective sponsorship agreement with north bend and marshfield uh brian you want to talk a little bit about that i know from i think what we did last year yeah that's
031exactly what we did last year north bend city of north bend is closing their pool through the month of november and december and then hopefully they're reopening somewhere around mid january north bend school district approached us again about a collaborative uh agreement in which they share our pool the kids can practice together uh they don't compete together uh or against each other and so it's very similar to last year if once you give me the approval it has to have board approval once you give me the the aok i will go into the osa website and fill out all the paperwork that's necessary for that agreement uh swimming starts on november 15th so that's why we put it here tonight so that we could get a get a decision from the board so that i
032can go in and make that happen so practice can start on time yes it does need to be a all right i so move to accept the collective sponsorship agreement with north bend and marshfield thank you kim i'll second it thank you ernie uh any discussion on the motion hearing now i'll call for a vote arnie i vote i as well kim hi uh kevin has left uh he said he noticed he told us that he had something else so okay he's not here uh adrian hi diane i all right go for it i will do that thank you um and then finally the next part of our agenda is all about the superintendent search uh so uh steve kelly is here with us welcome steve to walk us through this uh process from with
033his experience uh just a little bit of a heads up so there's a number of motions that we need to to act on tonight to do our part there and steve i'm sure will walk us through this there's also a requirement to have a public comment section uh during this as well so we'll get there's a section for public comment at the end uh to help fulfill those responsibilities as well um so i think that's it from that point and uh steve i'll let you uh uh take it away except uh steve we can't hear you but uh other than that oh you gotta love technology thank you very much uh good evening yes thank you very much for uh allowing me to attend virtually and yeah i will take you through we've got several
034things we need to do and again i don't know if you want to discuss each take action later or if you want to take action at each point you just kind of let me know but in the order of your agenda one of the things that you'll need to do tonight if you haven't already done so is essentially a simple motion of declaring the position vacant as of i assume july 1st 2022 and i i i would just suggest as a word if we take these one at a time that's kind of how we've approached a lot of it so i think so the first business would be to i'd like to declare vacancy for the superintendent position as of 7 1 2022. thank you dustin and do i hear a second i'll second thank
035you adrian without any discussion right and then for a vote uh arnie hi everyone i as well kim hi uh adrian aye diane aye and dustin aye and motion carries we are declaring a vacancy for the superintendent position thank you very much the the next thing we need to discuss and ultimately take action is the search calendar and hopefully i'm presenting correctly but you should see a uh proposed calendar it's the same one that's in your board packets um i'm happy to kind of walk through it very briefly and or just start with some of your questions but before i do that and i should have mentioned before your first action item the three actions that you're taking tonight the vacancy the calendar and the qualities and qualifications are all requirements under the law before
036we can go into executive session and there will be times during the search process that you will need to go into executive session to look at confidential information to discuss candidates to do your interviews um they're all done executive session but before we can go there it requires these three action items and one you have already fulfilled so the second is the search calendar it is a requirement of the laws i've already mentioned we also put it in the advertising materials when the position opens when it closes when interviews will be held second interviews or what we call our day in the community is all put in our marketing materials for the candidates so that they have that knowledge uh up front it doesn't mean we can't change at times if needed the calendar and
037i'm going to point out kind of a range of dates that we may or may not need all of those but here's november 8th you see that on the screen those bulleted items are the things that we'll do tonight you see here december 13th which i believe if i got the date correctly is a regular board meeting for you uh we're going to talk about screening committee members what does that look like and so at a future board meeting you would need to actually select those screening committee members but we'll talk more about that in a moment there is the advertisement period which is currently set from november 15th to january 10th january 18th is when the board the entire board and the screening committee would come together be trained on how to uh look
038at the applications how to access our database and ultimately uh how to rank the what the top 10 candidates out of the pool and that training would happen on the 18th from the 19th to the 30th is when you actually do the screening we come back together on the 31st to look at those rankings for the screening committee to give feedback to the board and then for the board to ultimately select the candidates that you're going to interview then there's a period of time for the board to conduct what we call internet and social media checks and then here i've listed four dates for the possible interviews we may not need all four sometimes boards will take out an entire day i think there's a saturday or sunday among these four dates but anyway it's
039just a range of dates for us to ultimately configure the interviews following those interviews the board then selects finalists we do reference checks here in the last couple of weeks of february and then we have um basically a day in the community we bring in your finalists there's a second interview there's a meet and greet with the staff and community usually in the evening usually lunch with board members visits or tours of the city or of the community and the schools and then the board ultimately deliberates that that evening you move into contract negotiations and roughly about the middle of march you would be prepared to vote to hire your candidate your top choice candidate so that's very quickly just kind of an overview of the calendar questions from the board hopefully we all had
040a chance to see this a couple times and let it sink in i don't know well that's usually what it takes for me steve can i ask so so by december the 13th we would already hopefully have selected the screening committee members is that correct i think we're doing this you would select them that evening so that means between now and december we have to develop the process for applications whatever else we need to do yes and we're going to discuss that it's a little later in the agenda but yes we'll talk about that tonight and then depending on what process that you choose then um then i'll assist probably sarah in terms of getting applications that's usually what um the process that most boards use we'll get the application together we'll get it out
041we'll advertise it we'll have a due date on it those applications will go to the board prior to the 13th and then you'll make a selection on the night of the 13th may i ask a question um steve is the screening committee different than an interview committee um it depends on how you well you know do what sorry are there two is there a screening committee and then an interview committee as well my recommendation is your screening committee also observe your interviews but the interview committee is the board the board will conduct the interviews just as they will ultimately deliberate on who's chosen to be interviewed it i when we do the training with the screening committee i let them know that they are giving feedback to the board but only the board deliberates and
042so but to answer your question michelle the the interview committee is the actual is the board as a whole okay i will let you know i have people have been um sending me interest already so for board members um i do have a list of names started for for people who would like to be considered but however that process will look so i have been starting to keep that and just while we're on the subject that that is my recommendation and the screening committee is somewhere in the neighborhood of 15 to 20. and a district of your size you should have no problem filling that many folks many more than 20 becomes because it's plus the board so there's seven plus the screening committee so if you have 20 then you've got a group of
043almost 30 folks which i've dealt with groups that um that large we're very efficient in how we do our work and what that looks like so it sounds like a lot and again it's not 27 people deciding uh making decisions because ultimately it's just the board the board deliberates and the screening committee provides feedback and information to the board and again we'll talk more about that in just a few moments but uh anything else about the calendar that i can answer questions about i think my phone looks like good so if that's uh somebody wants to make a motion on the calendar so move to approve the executive search calendar and process thank you kim i'll second that thank you arnie any further discussion all right and then on the vote uh arnie hi everyone
044hi kim hi uh adrian hi diane and dustin hi all right so that is approved the proposed executive search calendar all right thank you very much the third and final requirement under the law is what's called the qualities and qualifications and you see a draft here that was essentially the top 9 or 10 items from the online survey that was conducted in your in your community we had well over i think 300 or 350 respondents so we had a pretty large sampling and this is essentially in the order of importance that came out of the survey now i also want to say that the qualities and qualifications above and beyond being a requirement of the law is an important tool throughout the search process this becomes something of a lens by which you you look
045through when uh when we look at applications it'll actually be part of the scoring guide that we'll put together and we'll train you on we'll have the qualities and qualifications there it'll uh be useful when we're looking at interview questions to make sure we've covered all these topics when you think about and and view the interviews and the responses from the interviews we also use this as a lens so it is an important tool again this reflects the top uh choices out of that survey and ultimately board we want you to shape this or modify this in in any way that you see fit and also this is where the the public comment should take place if we have time to do that as opposed to before you want that before your action item i
046guess is what i'm saying i know it's scheduled towards the end of the meeting but if there was any public comment on this piece board you'd want to take it before you took any action but first board your reaction your response to this q and q i'll just say i i think the list is really pretty complete and i uh you know i didn't have everything that i listed in mind but it has most of the things and the ones that i thought were really important are all on here so i feel good about that and i appreciated this survey so thanks for that you're you're very welcome do we know how many surveys came in um i would have to double check but when i looked i thought it was well over 350. oh
047wow okay that's really good to hear yeah this is pretty good and board i will send you that entire survey because we also asked some other questions like what are the strengths of the district what are the challenges of the district i focus tonight only on the qualities and qualifications but the strengths question is important as we put together marketing tools and the challenges question is important as we develop interview questions both in the first and the second interview so it's a lot of good information but tonight because we've got lots several things to do i focus on the qualities and qualifications but board i will follow up and send you the entire survey thank you is there anybody that public comment on this right have you ever seen it there is nothing and we
048now don't we have in our policy someplace like the um basically the qualities of a superintendent or is that more of the job duties you you do um and it is more of a job duties but in the very beginning of that policy and i for some reason i want to say cba but i could be wrong um but yes you have a policy that's similar yeah i mean you know this i don't know if you all did i filled out the survey and i i i did the same thing as irony i don't know all my responses are here but they're they're basically in line right yeah um it's kind of interesting that the top was effective communication and listening skills if you remember there was a question that said pick your top eight
049right we had many people in the comments say i you know i couldn't pick just eight you know or or they they need to have all of them and but that's why we try to make them pick eight even though i know there's a lot of important ones there and effective communication i believe was 75 or 80 i mean it was very high same with the second bullet having some background experience in teaching and uh high degree of integrity and honesty i think was well over 70 so very high and again they're roughly in order of importance not that that matters when it goes out but anything here board that you would modify maybe to make it fit your community or your view and i tried to i don't want to make this too small
050but again i know you have it in your packet um but i'm trying to show the entire screen um the only thing that i i see that's missing here in the put kids first is committing committed to serving all kids k through 12. the district started serving preschool children as well are we just leaving those kiddos out or can we can we add that in there i think we could add it in there i mean i think that's probably how the question is framed right that's what i'm going to do yeah you're right it is a little bit broader right since we are serving those populations yeah i think that makes sense and that's an excellent addition thank you very much that's exactly what i meant by you know tailoring it to your district because
051you're right in our survey we put k-12 but i changed it i don't know if you saw it on the screen but whatever you vote on tonight whatever changes that you make then your motion essentially will be i move to approve the qualities and qualifications as amended and then i'll send those to sarah first thing in the morning if not tonight i would say to the uh to any of our viewers if anybody's interested in making public comments uh now would be the time to do so obviously the other times to have input in this process so especially if you are part of our our screening two pop processing group as well but if you do want to have a voice tonight uh please reach out uh enable in order to do that and i
052think and i just want to say i want to thank the 340 other people besides the board that actually have already given that by being part of the survey so yeah i do appreciate that kind of numbers kind of survey there's nothing and i can see on youtube there's one person any other feedback around this uh item okay we're good with this as a list of qualifications if so uh would maintain a motion in that regard i still move to accept these qualifications as an amended thank you kim a little second uh do you call for a vote uh dustin hi diane uh adrian hi kim hi ernie hi all right so now we have our list of qualities and qualifications all right that takes care of the action items there are three additional things
053that we should uh talk about but i'm gonna take them slightly out of order let's talk about e and then come back to d the composition selection process role of the potential screening committee so we kind of started uh that conversation and um again tonight you won't name names per se but you want to get maybe a general sense of what you're looking for at your december 13th meeting and what i mean by that is again my recommended number is in that 15 to 20 range as much diversity across your buildings job classifications meaning making sure that we have a good selection of classified staff confidential staff licensed staff administrators um community members parents again the emphasis being on as much diversity as possible remind me how many schools you have in your in your
054district six is there's one two three four destinations six plus the other yeah yeah six buildings right or seven actually i was waiting for michelle [Laughter] that's how you count them steve okay well that's fine it's a bit of a challenge again um it's gonna depend on the number of applications that you receive but my my point is rather than having kind of a hard set you know one teacher from every building or one classified person for every building because with six or seven buildings you could easily then uh use up you know 20 slots very easily uh my my recommendation my coaching to you would be when the time comes try to have as much diversity across job classifications buildings and again make sure some parents staff members are represented sometimes boards will designate
055certain positions that if they so desire will be a part of the screening committee association presidents sometimes are granted that kind of access um and you know any other positions that you might have that are unique in your district that you would make sure would want to be included on the um screening committee so composition any questions or more conversation around just the composition of the team i guess my question would be would the board be calling out i mean kind of picking and choosing from a broad list let's say we get 40 people that are that are interested how do they kind of cool down is it just based on um on that kind of diversity um or is is there a small application that people would fill out or a survey or something
056i i don't know is i don't know how board members feel how how you would kind of you know separate out maybe some of the interest michelle that's a great question and i believe if i remember my sample application i think i i put on there in 25 words or less why would you why do you want to participate on this committee uh but it really boils down to the composition um getting as much diversity as possible but you're right if 40 people apply and we've got to cut that in half that's a conversation the board has to have and it has to be in a public meeting it can't be an executive session and um and sometimes i know that can be tricky and that's why having kind of a conversation tonight around some
057general composition uh guidelines or themes michelle how many people do you have already on a list at this point about five um and that's not including um i know we have uh administrators that are interested um so not many um but we haven't we haven't kind of kind of gone you know public yet um with soliciting anybody either so so in the in the uh application will you have things like if we come up with a list of the kinds of people we want say a rotary member or a chamber member or a person from the empire district a person from the east side district the person from central coast bay if we put a list together like that would they also put that so they can check that so we know who it is
058that would meet those different kinds of requirements to get that diversity right yes sir demographic questions i'm thinking so we have a cross sector of not only buildings and levels and positions but also you know we're not sitting with um all men or you know 98 percent men on the committee so i'm looking at you know people with tenure and new folks and different positions genders people of color all of those things as well so it might be hard to pull that out of uh you know a short essay saying why do you want to be on the screening committee so yeah we could we could craft something that says you know we're looking for please describe some something about you in terms of diversity or something that we allow people to have a checklist
059right down the slide as as part of the application and in addition to kind of that 25 words or less we we absolutely you know uh are you a staff member if so you know classified licensed confidential what building you know elementary middle high school and depending on what you uh talk about tonight we will absolutely add kind of that checklists um piece and what i send you or what i'll send sarah uh in the morning absolutely uh you can customize add two i just give you kind of the template and you make it your own i do think too you know it may make sense for us to do some outreach for groups that might not fill out i mean you know some of the groups that might represent diversity may not respond in
060this sort of general way but we may want you know to target groups that we know that we want to have some input in that process absolutely absolutely i like the idea of folks encouraging so board members um staff members michelle if you if you know somebody and you would like them to be on there reach out to them let them know just hey want you to fill out this application but i also had another thought and i've not done this before so this is thinking in the moment which always gets me in trouble if we had a large number of people perhaps we cut them in half and half of them work with the board on the application screening and then the other half could observe the interviews and give feedback to the board
061on the interviews it would just you know depend if we had a large number and we want to give everybody a role now my sarah in my office is absolutely going to shoot me when she here absolutely but it i think we can do that and we'll cross that bridge when we get there and um but i just want to let you know that we could possibly come up with a plan that if you really if you had 40 which would be outstanding right i would say nine times out of ten we don't get enough applications okay that's a familiar process steve that we've done before when we've um recruited um like administrators we've had a separate screening committee um that has reviewed kind of the general applications and then we have a separate interview
062committee and so that's a process we're familiar with in this district so that that would work we i mean that's definitely something that we can make manageable okay good um so it sounds like we're going to recruit as much diversity and by diversity i mean that in a lot of different ways not just racially but just across your buildings across job classifications and um in and if we have to we can split that group into two really it's a matter of signing a confidentiality agreement and and just coordinating in in organizing a larger group but i'm going to recruit michelle to help me so all right any other any other thoughts questions around the composition oh let me let me talk excuse me uh the selection process like we've said it's an application board you
063get those applications and then you'll make some decisions on the 13th the role of the screening committee and we'll say interview committee is one of and i've already said this once but i'll say it again is input to the board i mean this is not um you know decisions by a super large committee the board throughout this process is going to retain its rights to deliberate and make decisions and the role of the screening slash interview committee is to provide information feedback and that's part of what my facilitation does and makes it very clear that when it comes time it's the board that makes those decisions so i just wanted to re-emphasize that again because i have some boards get really nervous and say steve how are we going to make any decisions if we're
064a group of 30 and that's just not the case if you talk a little bit about uh what you know what the sort of level of commitment is for somebody that might want to be a part of the screening community what are they taking on that's a great that's a great question i'm going to put back up just very briefly where to go here we go okay let me share the calendar again oh nope sorry one second you get the right thing in the right place there we go there's a screen there we go all right to illustrate to help illustrate my answer then [Music] so january 18th is when the screening committee would come together be trained and that's usually a 90-minute meeting sometimes 75 minutes but 90 minutes that's the night that that
065will come together i'll i'll train you on how to what to look for in the application i'll take you into executive session show you the database and then depending on the number of applicants then for the next it looks like roughly 10 days from the 19th through the 30th um it will take about 20 to 30 minutes depending on just how thorough you are and how fast or how slow that you read for each um applicant so if you have 25 and that's roughly the average something that 25 to 30 range you're probably looking at 9 10 11 hours of work and you do that in the privacy of your own home once you have access to our database then anytime during that 19th through the 30th you do those rankings you'll submit your top
06610 to me and my colleague and so i would say right there just in the 18th and the week or week and a half that follows there's probably a good 12 to 14 hours of work then we come back on the 31st now this is a longer meeting it's usually a couple of hours before screening committee members because the first two hours they're giving feedback to the board i share the top 10 ranking i facilitate a conversation of the of the screening committee the board listens takes notes but there's usually a couple of hours of work there so we're probably in that 15 to 17 hour range and then if the same group is going to be present for um the interviews then it's probably another 10 to 12 hours so you're looking in the
067neighborhood of 20 to 25 hours [Music] now obviously if we divide that up and we have two different groups then that cuts that time down but interviews there's usually six to eight they're about an hour each and then some time to give feedback after each one is why why i say it's probably 15 to 20 on the applications another 10 to 12 on the interviews so it's a it's a fair amount of commitment okay i hope i answered your question there was there a follow-up nope no that's what i was that's what i was hoping you would let us know i think it just you know people you understand that there really is a commitment of time and don't enter into it lightly i guess right and we're involved through the whole process so that
068it's the 25 hours total for all of us we can't cut our time in half right sorry and 25 hours is just the start right because as i've already mentioned you've got internet social media checks you've got reference checks and then you've got your final interviews the day in the community so ford you're looking at more like 45 to 50 hours yeah there's a good deal work involved in hiring a good superintendent so yeah yes yeah absolutely and so let's talk about because we should put this in the application um now i can do this one of two ways um if we're able and if you want we could do the training in person and so i would come there i would have the board plus the screening committee in one large room we could
069conduct our training there we could probably do it in a hybrid fashion like we're doing it tonight or we could do it all virtual um the reason i'm asking the question is because it should go on the application if we're going to do it in person then we should pick a time on the 18th and a location if we could i don't know the board of things but i do think at a minimum we need to have a virtual option i mean if nothing else i don't think we can not have a virtual option for folks which you know that let's be very clear i enjoy a meeting in person much more than i do a virtual meeting but i i do agree that there has to be a virtual option and you're going to
070have to have a virtual option and i think that's where it starts i mean i think we make them all come here [Music] this is my first in-person meeting this year so i was thinking just to just logistically we're talking you know 30 people in a room we have to find a you know really large space to do that um it may make it hard for some people to really even participate that way um you know if there are only 20 people that apply we can reassess but i mean i think trainings too are pretty specific so it's not like an old you know you know there's generally a format and it follows a routine so there may be some discussion items but most of it is going to be a part of information about
071how to do the screening process but you know i don't know see you guys just went through this right so did you do it virtually um i've done most of the work this past year all virtual right yeah and so i again i can do it either way and what i'm hearing you say is that you would have an in-person option and then allow other people to join virtually i will say although i think you guys have got a pretty good setup there um sometimes it's easier when people are all virtual yeah and i would say for this training and so i heard somebody mention it just a moment ago it's pretty scripted and and um sequential if you will and if we were all virtual it's it's very easy to do it that way
072yeah i would say when we get here to the 31st again i've done it virtually and i can certainly do it in hybrid um and i want to be um conscious of your costs because when i travel um it costs you money and so for me to come on the 18th for basically a 75-minute meeting may not be worth your travel cost and i would i'm fine with that and i'm fine traveling too so i'm you just tell me i'll jump in the car i'll be there but i want to be conscious of your cost whereas on the 31st that's a three or four hour meeting it's two hours for the screening committee but it's three or four hours for the board and that may be more worth your time for me to come and
073same with the interviews so again the reason i'm asking tonight is we usually put it in the application in terms of where it will be held at what time i think the virtual option with everyone being virtual for that person especially you steve because you know once you said money yeah stay there it's okay we can we can do it virtually and save that trip for you for 75 minutes of of your time or 90 minutes i think my biggest frustration when i'm virtual is hearing the folks in this room it is a lot easier when everybody's virtual um except for dusty but everybody else yeah i got better the internet is better you can come to my house if you need to but yeah what do you guys think yeah i mean i think
074you know i i agree with steve though maybe when we're starting to do the real decision making and the going through that might be a time where we really want to have more than in person because then you can see each other you can make impressions and we're not losing people that are online january 18th virtual january 31st virtual and then when it comes to the bigger i i do think we have to be cognizant if we're going to go all virtual which i agree with we have to come up with a place here or someplace else we have people who don't have internet that's true and if we don't want to have a diverse committee looking at this stuff we've got to give them options to be a participant otherwise they won't even consider
075it and that's an excellent point because to access the database our database that'll eventually have all the candidates in it for you they must have an email address and sometimes boards will choose somebody on the screen committee that doesn't have an email address but they will create one a district one or a temporary one if if you're so inclined i'm not saying you have to but it is important the only way they can access the database is through the internet and you can either set it up there and they come and do the work at the school district or you provide them with an email address or some kind of internet access and we can lend out chromebooks and hot spots too if we do have screening committee members that that don't have something like
076that we we can provide them with the technology that they need in order to to participate thank you michelle here's another um thought is it sounds like we're going we're gravitating towards the 18th being all virtual which again it's pretty straightforward i've done it all virtual uh very easily can be done the 31st i heard maybe a hybrid approach and what i would probably recommend there is the board meet in person because again it's a long evening for you and there's decision making that needs to be done but then virtual for everyone else because basically board you're just for that first two hours you're just sitting listening to feedback from your your screening committee and i would be there in person if you so chose and uh would facilitate that and then when we're done
077we basically the virtual part is done everybody just turns off their cameras and they're done and then we're in executive session so board you and i then would go through and do the deliberation so i would say a hybrid for the 31st i agree i do that sounds good or in person everyone else virtual i think so yeah i just the deliberation part is so interactive um [Music] i'd want i'd want all you'd be in the same room and i would be there as well okay perfect yeah okay and then i think we leave the interviews to be determined that's a little farther down the road whether you want those in person or virtual um but let's talk about them another time what i've heard you say is for the screening committee you're um role
078will be done virtually the only thing we need to determine is what time will we start on the 18th and 31st because again that goes in the application when the 18th is our regularly scheduled four meeting seems kind of late for that the 18th is no it's not 18 tuesday 31st is monday on monday but that special board meeting we had to be the 24th right right right yeah so that's the offsets and there's no school that monday the 17th go right martin luther king day so is that our board meeting no it's not uh our board meeting will be the 10th the 10th okay yeah all right so the 18th um we're singing it 5 30 to 7. did you say an hour and a half is that what i remember right steve did
079you say 90 minutes for this one maximum yes usually 75 to 90 minutes so yeah so we're feeling if we're dealing with general members of the public it has to be after work hours that's okay with me yeah 5 30 to 7. we're doing that one vertical yes so this first one will be done virtually right you can be wherever you are virtually and the 31st [Music] again 5 30 is not a bad start time but more just remember on the 31st this is probably three to four hours for you um i guess it'll depend on what time you guys can get here the folks that are working well again if it's a general public we can't really start much earlier than my third third they'll be all virtual right they will be virtual but
080still getting 5 30 is probably as early as we can start it okay but again for us it's about as late as we can start it too right 5 30. well and i would say rarely do i need the full four hours uh but of course now that i've said it it'll probably be yeah that's good because you only have we're not recording we're not recording this all right so 5 30 start time for both interviews will be to be determined and again that should go in the application and uh sarah i'll try to incorporate several of these things and then you and probably with the board chair uh we'll modify the rest of it to fit your needs as we've talked about tonight all right um i think i got just one more so
081did you hear that diane because you were gone i did i had to switch devices okay let's see we've done that we've done that all right the last thing to talk about is a salary range and i i sent you a salary comparison for you to look at for um like-sized districts as well as districts in your region what we'd like to do is establish a salary range usually in about ten to fifteen thousand dollars we like to put it in our advertisement because almost every candidate if we don't put it in there is going to call me and ask me what it is and as you consider this range and the reason it's not an action item is because when it comes time to negotiate the contract you you can be obviously somewhat flexible
082with your range we want it to be high enough so that it attracts good candidates at the same time it must fit obviously within your budget and what you would pay for this position my ask here is no one really cares if you were to offer above the range right if you found an outstanding candidate and you needed in your negotiations to go high no one's going to complain about that but where i would would not want you to go as low so if we have a bottom of and i'll just pick a number 120 then i wouldn't want you to start your negotiations at 1 15. and i only bring this up because it has happened to me before and it really puts a sour taste in the candidate's mouth and i don't want
083you to start out that way so just please make sure that whatever the bottom number is that really is where you're going to start and move up from there okay and what's this um tsa psa number tax sheltered annuity that's a separate part of the contract but many of it is i'm gonna share my screen um i think again we don't like to say we don't uh one of the few that don't yeah and those others have big ones bigger ones so that's an addition to the person now that's part of it but it's also just that's what some of them do i i know we had that in the past we had contracts that included paid up life insurance and they got to take the policy when they left that was another way of
084doing a tsa okay so is that generally like a one time it's basically there we buy them a life insurance policy while they're here with an understanding at the end of independent life insurance right instead of a tsa so there have been different ways to give extra money by people that they take with them when they retire i would say the ones that have the bigger ones um generally that's people who are not going to go on to another superintendent they're looking at right setting a retirement right and adrian you were here for brian and getting what we have now yes [Laughter] and steve this doesn't take into account anything like travel allowance or cell phone allowances or anything like that i mean that's probably standard operating procedure to offer your superintendent correct i mean
085because i uh that's a couple hundred bucks a month on top of what we're seeing here exactly this really is just the base salary is what we're trying to get a sense for for for the marketing but you're absolutely right when it comes time to negotiate that contract there will be other things like a travel stipend or a cell phone stipend or depending on where the candidates coming from relocation expenses and we'll cover all that a little later in the search process as i help the board prepare for contract negotiations tonight is really just trying to get a sense of the general range of your salary and i think i put in an email and again just to start the conversation i never get this right so please don't hold this as the gospel but
086just kind of based on the average and what i see here i think i threw out 140 to 150 or 155. now i want you to adjust that up or down depending on your budget and what you know about your you know community and your circumstance but let's kind of start with that 140 to 50 um 140 to 155. and i think this is really geared towards sort of a first-time superintendent sort of salary right that somebody that would sort of be coming in with not that experience i mean that's really what we're looking at for a bottom end right is somebody that's sort of brand new to the role possibly right so is that is that true steve that these salaries listed are not the current oh no you haven't heard it they're a
087range of everybody right so i'm just looking you don't know what the experience level of that person is well we know response is fairly new because they've gone through one after one superintendent for another yeah i mean the response superintendent has been there the last three years yeah that's right um but you're right you don't know the experience of these folks um but these salaries are their current salaries or perhaps last year's salaries this is all self-reported information that osba gathers so it's it's somewhat accurate it's relatively general i can't attest to the accuracy of every single number it's just to give us a ballpark but back to the question around the bottom part of your range yes that's probably for a first year superintendent right so if it was 140 to 150 or 155
088then yeah the bottom part of the range is probably very little or zero experience whereas middle or upper part of the range is a superintendent that has lots of years of experience so then steve what's the what's the oh sorry kim go ahead no you'll go ahead because it might be answering my question well i guess i'm i'm wondering like you know normally on our salary scales um our high school principals are the you know highest paid district you know administrator what is usually the kind of the spread between a high school principal and a superintendent is that is that relative it is relative but i don't know what the spread is uh i know sometimes and i had to be careful my colleague had to be careful with a another district because their high
089school principal was in another principle were pretty well paid and what we recommended for a salary range was absolutely lower and so you don't want to pay your superintendent less than you do any of the people that's not a good way to start either but i don't know about the range but i just know it should be more i mean i do i do think if you look at these competitive salaries we couldn't really we couldn't really offer much less than 140 i think and really like attract attract some breed i was just gonna say that you know i'm assuming michelle and candace would take a look at these because you'll have the ranges of where those top salaries are for the principals and where that falls comparatively to where we want to start a
090superintendent and then obviously we need to make sure whatever we decide works within our budget so do you know michelle what principal salary is right now i'm going to collect a bargaining on the left for our teachers yeah we're we're at about 124 125 for the high school principal you know ish um [Music] yeah 126 ish you know under 130. okay so we have 140 then would 120 words 145 140 would create a step i mean i'm okay with 140 or 155. i think that gives us a starting range yes i think that i think that would work i do say that one thing i just want to you know i don't know either the the vacation days we i guess that's part of the negotiation as well like sometimes sometimes we give vacation days
091in lieu of additional pay right and it's so you know we have something new i just don't know if we'd want to have this precedent from what we did before necessary to carry through but i guess that would be part of the negotiating process and and that is correct that's one of the things that again a little farther into the process you'll get for me kind of a checklist of things to think about and talk about before you get into contract negotiations many times school districts will somewhat mirror at least parts of the superintendent's contract with their administrator contracts usually with around uh you know health benefits and those types of things a lot of times cell phone stipends will be the same and so you'll want to do some comparison of your proposed superintendent
092contract with your other administrative contracts because some of it will be the same some of it will be different you'll also want to look at your current superintendent contract and if there's any board member that does not have currently a copy of your current superintendent contract you should get one you should read through it and again just familiar familiarize yourself with that contract because eventually you know you're going to have to approve a new contract for your new superintendent and also depending on how recent it it's had a legal review you're going to want to have your board attorney advise you on language or any additions or subtractions from your superintendent contract but again all that's to come tonight we really just want to land on a salary range for the advertisement what i've heard
093is 140 to 155 right and so do we need to the rest of it like the personal days vacation days you said we don't need to put that in the advertisement no okay perfect no this this is the big ass people want to know what the base salary is and the rest of it all gets negotiated right yep all right well i know and i i don't i don't want to i don't want to jump off here without giving you probably the most important piece of information that i'm going to give you tonight if i haven't already done so um and throughout this process i want you to be able to contact me at any time if you have a question if you have a concern so this is my cell phone number so please
094write it down use it when you need to we're going to spend quite a bit of time together over the next few months and i truly look forward to that and i look forward to being there in person too i appreciate you letting me you know virtually pop in tonight because it's only about an hour that i need and of course it saves you money which is also good as well but my cell phone number is again that's 541-401-3962 i'll put that again in my email i will tomorrow send you the survey the complete survey let you read through it you'll get an email from me and so you'll have my email address as well and sarah and michelle especially you know please use that number let's stay connected i know you're going to be
095a a vital part of this process as well and with that that concludes my portion for this evening i think i asked one one question yes please i don't know i just want to make sure i understand so in this next step uh are you gonna work with michelle around developing something that we can send out for people interested in the streaming committee yes i have a template i have kind of a generic application i'm going to take and modify part of it based on what i know and what i heard tonight and then i will send that to sarah and michelle if that's the two people i should send it to and and they will further modify that and uh get it ready to send out and then put the exact due date on
096it and we'll get you ready for your december 13th meeting and then we should also do our normal publicity around recruiting people for the stream committee to assume advertising it in the world and posting it so that everybody knows and then yes i would put it once once the application is completed i would email it to each one of your staff members i put it on your website uh front page website and then board if you have people that you are interested in uh refer them just be careful promise them anything okay just please get the application all right i don't i don't mean for the superintendent position please don't recruit there all right please don't do that if you have somebody that you want me to contact then you call me but you don't
097need to go out and recruit the superintendent but you can recruit screening committee members but again don't promise them anything because obviously it's a board decision but just let them know where the application is who they can contact and please fill one out you all good with that too sarah michelle yeah all right anything else from the board thank you so much steve for coming and uh and uh visiting with us today and giving us uh our next steps of direction so great information steve thanks absolutely and again reach out to me at any time you got my phone number you'll have my email if you have questions or concerns at any time during this process i feel like we're in good hands thank you steve you're very welcome oh i better stop presenting all
098right there you go okay guys that takes us to the end of our meeting tonight do we have to ask again about public comment sarah did you did you meet you said at the end of the meeting you needed to go and check the list do you still need to do that all right nobody's in okay we have one person on youtube you