School Board Special Meeting - October 8, 2025

001There you go. >> All right. Good afternoon. I'd like to call to order the October 8th, 2025 special meeting of York County School Board. This afternoon, we're pleased to welcome representatives from the Virginia School Board Association, BSBA, who are joining us to discuss the steps and timeline for the superintendent search process. We appreciate them taking the time to be here and guide us through the important next phase for our division. Okay. So, I'm going to turn the time uh over to Miss Samantha Bozerman and Miss Bella Corba from the VSBA to begin our discussion regarding the superintendent feedback survey questions. >> Okay. Okay. >> Wonderful. Well, thank you all so much for having us. Um it's a gorgeous day. It was an uneventful drive down. So that's those are all the things that we hope

002for. So um so again I'm Samantha Bosman. I'm the deputy executive director with the Virginia School Boards Association. And then with me is Bella. >> I'm Bella Corbo, the member engagement specialist. >> And so um we'll be um along with our executive director, Gina Patterson. So the team of three of us will be uh your contacts throughout the superintendent search process. So from this day on, you know, whatever assistance you need, we're going to go over a lot of information um in in our packets and our books. We're going to leave here with some to-do items, some some items that we need to talk through and and figure out. And until you name your, you know, name your superintendent, we're here for you all all day, every day. So, get, we'll give you cell phone

003numbers, whatever you need. Please do not hesitate to reach out if you have any questions. We're going to go through a lot of information. Um, it's going to be really quickly um but hopefully thoroughly. And then if any questions pop up after we leave, please please let us know. So, Bella, do you want to pass out the um information that we've got for everybody and then we can start going through the the packets. There we go. >> Here we go. >> So, you'll see um you have the the book. So, if you you'll hear me say book or manual or whatever, that's this bound copy. So, this is yours throughout the search process. And then you'll also hear me say loose leaf paper. Those are the things that are paperclipipped in front. So, um, and

004we'll likely be bouncing back and forth between the two. So, however you want to organize your your setup, you're welcome to do that. But our goal today is that that first loose leaf paper, the timeline, we want to make sure before we leave today that this timeline is solidified, agreed upon, and everyone has an awareness on what we are doing, what you all are doing throughout the superintendent search process. And this is something that uh we can of course type up and finalize as we need to and send to you so you can advertise, you can put it on your website. You can make sure your community knows what does the process look like, where are you in this process, and what what are going to be some opportunities. So you had mentioned uh stakeholder

005feedback. If you're offering a survey, what is that information? We're going to talk about all of that today and give you all the opportunity to talk through and really discuss some some pieces that um we've got some best practices, but ultimately it is your search. VSBA is here to guide you through the process. We are not here to dictate what you need to do or what you have to do. You know, we're going to keep you legal for for pieces that um that need to be and we do have a legal team. I am not an attorney. Um but Janelle in our office can help you with any kind of legal questions that pop up as well as well as your own local attorney. while you have us do the search, give Janelle a call

006and or give us a call and we can point you in the right direction. So, um, so let's go through this book quickly and or not super quickly, but we're going to go through the book and then we're going to come back to the timeline and and kind of talk through where some pieces are. So, the book itself, let me talk about that for a second. So, you'll notice that every and your clerk also has a copy and that is yours to keep through the search as well. You'll notice that every page is blank on the on the back of this on the back of each page and that is on purpose. So the idea is that you can make any notes that you have or would want to make within this book. Use this

007book. This is yours. Highlight, circle, doggy ear, write on different pages, whatever you would like to do. This is yours through the search. Now, I will say this is something that does need to be turned back into BSBA at the end of your search. And that's to help protect you. It's to help to pro protect the candidates. is to help protect the confidentiality of the search because once we get to the later stages of the process, we're going to be talking about names. We're going to be talking about people who have applied for a superintendent position. And in Virginia, the process is that the names do not have to be released. The only names that is that are released is your finalist and who you signed that contract with when you come out at the

008end whenever this is January, February, March, whenever you've made that final decision. That's the name that is the name that is public. Every state's a little different. That's how it's done in Virginia. And to help keep that confidentiality, we just ask that you keep notes within this document and then you'll send that back to us prior to making that public announcement and we'll make sure the records are retained and everything like that as needed. So you don't have to worry about that piece. >> It's required that the names aren't released or is it's just practice and it's allowed in. >> It is allowed. Correct. Yes. >> So it's not required. >> Correct. It is but it is allowed to um to do that. The only thing that is required is naming who your new superintendent

009is at the end of the process of course. So, and in some states you actually have to it is required by law to name every single person that applies or you have to name who the board is interviewing. That is not a requirement of Virginia law. You do not have to give those names. I will say if there is something if you all are considering making those names public. Let's say you want to make your top three candidates public, you need to let the candidates know that ahead of time because some candidates may or may not apply for the position if they know that their name's going to be public because it is not a typical case in Virginia that their names are made public because the law does not require that. Does that make

010sense? But if it's something that the board wants to do or they want to make their finalist names known, I would put that information up front in your position announcement so the applicants know that they're applying to a search and that if they're the top three or top five, whatever you all set as your parameters, that the applicants are aware of that before they apply. >> Will the board be told all of the names that are applying? >> Absolutely. Yes, 100%. So, um, and we'll get to that, too. So, yes, that is another that's one of the benefits of doing a search with VSBA. So, let's say we get 20 applicants, and I'm just throwing 20 as a as a round number. Let's say you get 20 applicants for the position. You as board members

011will see all 20. So, you'll see all you'll see if there's typos in there. You'll see if they attach the wrong thing. You'll see everything. You see everything that we see. And then we will come with you for that second meeting and start to narrow those down. And the second meeting we'll talk about, but that's done in close session because we'll be speaking about specific candidates and specific information. Okay? >> But you will see all it's going to stick with 20. you will see all 20 and then if you want to interview all 20 you're welcome to do that. We'll we'll talk through that too. So absolutely absolutely and please I'm a I enjoy Q&A so if I'm saying something and you want to just jump in please please feel free to do that. So,

012um, so the book, you have a table of contents. One thing that I mentioned early, you'll see our phone number at the bottom of every single page that is also there on purpose. If you have any questions, anyone has any questions at any time, please feel free to call. Like I mentioned, it'll be myself, Bella, our executive director, Gina Patterson, and our attorney, Janelle, if you do have any legal questions throughout the process. So, um, page three talks a little bit about what I mentioned before, the search materials. This book is property of VSBA and does need to be returned at the end of the search. And that gives you a little bit of information on the records retention. You'll know with VSBA we're going to give you more information, you know, and so you

013please do not feel that you have to read every single page within this manual. It is here for reference. If you need it, it is it is there for you. So, you notice page four has some information just from our executive director about what does the process look like. Um, mainly things that we've talked about. We're here to guide you and and assist you through this service. Um, we're kind of coaching you through it. We we are certainly not going to substitute our judgment for yours in any in any way, shape, or form. So, number five talks a little bit about who the association is. Page six. Six talks a little bit about our experiences in um doing superintendent searches. So, the association has been doing searches for for more than 45 years. It's close

014to 50 years actually now. And we only do searches in Virginia. And so we are very much a Virginia based organization that our searches are done in Virginia. 99% of our searches are superintendent searches. We have done a couple of executive director searches for our Virginia High School League. So we've done that twice now. Um but all of the others, um I want to say at least the ones that I'm aware of have all been other superintendents within Virginia. I've been doing searches for about 10 years or so with the association. and I've been on staff with the association since 2008. So certainly seen seen some things. So page seven talks about our recent searches that we've done in the the most recent three years. So that gives you some information if for any time

015that you'd want to reach out to one of your board colleagues. Um someone who's been through this search process, that's their contact information. You're welcome to reach out to them. Um if you do have any questions about about anything and you'd like to speak with a board member, we just include that in there. But if you have any logistical questions or anything like that, please give us a call and we're certainly happy to help you with that. Okay, jumping to page nine. And page nine is an important one. So, circle or flag this. This is really for your knowledge and it's something that we will make sure that your applicants are aware of, but something for you all to be aware of just in case somebody asks you a question. So, this page talks about

016the page and the next four pages talk about the qualifications of a division superintendent. So, this is what allows a superintendent to be on the eligibility list, which is also having a superintendent license in Virginia, license to be a superintendent in Virginia. So, there are a few different options. They typically are it's it's an education um a certain level of education, certain level of experience. So, you'll see the information, and this is straight out of the code. So, you'll see information about what does it mean to have the the different licenses and the different options. and looking on page 12. So, there's four options. Um, and page 12 talks about option four. And so, that one is a little different. This one's newer um in, you know, more recent years, if you will. And this

017basically just says if a board recommends, if they have some minimum qualifications that you'll see listed and if a board recommends that the superintendent that the person be hired as a superintendent, then you can utilize that option for. I've seen that happen twice in my tenure. Um, it's something to really think about if as you go through the process, if you see someone that's only eligible for a license under the option four, again, that's up to the board. If if they meet the other two requirements and it's something that the board does want to um push them through to have the option for to receive that license, then that is something that is open to the board to do. We'll talk about that, you know, once we know who your applicants are, but that is

018just something to be aware of that that is there. Another piece, a lot of times, most of the questions we get around licensing are from our outofstate applicants. They um they'll say, "Well, I have reciprocity or I have this and I have that." And say, "Okay, that's that's nice, but you still need to fill out the paperwork. You still need to get onto the the list, if you will." Um, and that's something that Bella sends some communication out. Anyone that we see who app even just applies for your position, if they check the box that says, "No, I do not have a superintendent, a license to practice in Virginia," then we make sure to send them the information on how to get a license. But we'll work, you can interview someone who does not have

019a license. You just cannot hire someone without that license. But we'll work with you if you do have someone that you're seriously considering, if it's a paperwork issue or if you need to um institute option for, we'll certainly work with you throughout that process. So, but that's what that is. just in case you get questions or or hear about the licenses and and different things like that. That's what that is. >> Okay. So, the option four, >> if if we end up finding someone like that and say they're senior military officer, >> um they they will then have to get the superintendent's lensure. >> They'll still have to get a license, but they can do that under the option for the school board. >> Exactly. You all would need to say, I we want to

020hire this person. They have had the degree. they've had the experience and we they we want to, if you will, uh, kind of put your name out there that you think they should have a license because you want to hire them. So, okay, that's where that comes up. So, they'd still need to fill out the paperwork and do and do those kind of pieces. So, but yes, >> and when are individuals do this stuff during the application process or after? >> It it depends on the individual to be honest with you. So, most of your instate applicants are probably already going to have a license. They're already if a lot of your a lot of your assistant superintendents already have superintendent licenses. Your current superintendents obviously have to already have one. Anyone who is knows

021that they typically most people who know they want to be a superintendent, they just go ahead and fill out the paperwork and it's it's a paperwork piece. You hit your education milestones, you fill out the paperwork. It's our outofstate applicants. And so some we send it to them as soon as they apply. And so some will try to go ahead and get their license before the interview process even happens. Or some will say, "I don't have my license yet, but I filled out the paperwork and I'm just waiting." The board of education has to approve the licenses. They meet. There are a few months that they don't meet. And so there might be a lag time of six or seven weeks depending on when you catch, you know, when you catch the meetings. So most

022are applying before, some apply during. There are a few out ofstate applicants who say, "I'm not going to apply for my license until I know I'm gonna be interviewed or I know I'm being serious." So, um, and usually the interview process takes about a month or two. And so, that's one if you do have a serious applicant, if it's someone you're considering as a finalist, let's say maybe it's one of your top two and they haven't filled out the paperwork yet, we're really going to nag them to get them to fill that out. Um, especially if they already qualify. Just fill out, you know, just it's paperwork. Just fill out the paperwork and make sure you get on that list. But we'll make sure of that before. >> So this year so far you've done

023quite a few searches. >> We have. Yes. >> And based on those searches like how many what's the rough percentages were out of state compared to instate applicants? >> That's a hard question to answer because it really depends on the location. So, a lot of our like southwest um that we did this year had more instate and then so it really it really just depends on the locality and um if I guess the reception of how if they want to apply and >> the size of the school division. I look at Bella I was on maternity leave for most of these searches so I didn't get to see the data for a lot of them but um it really it depends on the size of the division to be honest with you. It depends on

024the um do you want to move there? You know, let's just be honest because someone a superintendent is going to have to pick up their lives and likely move either into York County and we're going to talk about that if residency is going to be a requirement or not or somewhere around here so they can do the do the work. So, do they want to move here? You know, do they want what does that look like? And for an out ofstate applicant, um there may be some parts of the state that are a little more um >> Desirable. That's a nice a nice word for it than others. >> Our division, what would we expect? Would it be 50/50 or would it be majority out of state? >> I would I would bet about 50/50.

025Now, you know, I don't have a a crystal ball, but I would You guys are in a desirable location. You're a strong school division. I would say probably about 5050. So, um and that we've seen that um in divisions your size, that's probably about right. or maybe a few more Virginia applicants, but it's um it's very rare. I don't know that I've done a search. I think I've done one search ever that has never had an out ofstate applicant ever. And I've probably done 60 or 70 searches. And so, um and that was a very, very small rural district. Um and so they just didn't have an out of state applicant. And that's okay. But most most searches get at least a handful of out ofstate applicants, right? So, Absolutely. >> Vic would have been

026one of the option four. >> He was just out of state. I think he had superintendent. >> Oh, he had a Virginia superintendent. >> He had a license. >> He had license. >> Okay. So, >> yeah. So, he he probably would have been one or two. >> Yeah. Yeah, >> based on your education level and then what's your experience and and honestly option four came into play a lot of you mentioned military as an example and that was some of the the thought process behind why does option four exist there was military or a CEO of an or a company you know how does that work but I believe you're um I believe Vic probably had the education experience that would have gotten him into the other one of the other options yeah so but

027either way once you have your license you have you know it's it doesn't say what option you you know you were granted your license on or on once you get your license since schools are multi-million dollar corporations. >> Absolutely. Yeah. Absolutely. And it give and it gives the board some local control. You know, I'm going to not get on my soap box about local control, but it gives you all if it's something that this board agrees on, it gives you all that op that option. >> So, which I think is a great thing. You know, you're the you're the ones closest to it. You should be making those decisions. So, um, one piece on page, let's see, page 13 just talks about some major responsibilities of superintendent. It gives you some big overviews, and we're

028going to talk about this as well. One thing to make a note as you go through the process. Um, go ahead and look at your if if your superintendent currently has a job description, look at that. And then also pull out your superintendent's contract. So, those are two things that you want to make sure that you have access to. you don't need it today obviously, but as you go through the process, see what your current superintendent job description and the current superintendent's contract just so you have those to reference as we get get through that process. So, this just talks a little bit about um what's expected of a superintendent, if you will. And then page 14 and 15, I believe it's on page 14, section A, talks about the the timeline for superintendent to

029be appointed. And this is a this is an important piece. And you the timeline that we have here in front of you as a draft fits under this um this timeline, but you have 180 days after the position is vacant to name your next superintendent. They don't have to start within that 180 days. They just have to be named within that 180 days. And you can petition the board of education to give you an extension from that period if you show in good faith that you have been working to find a superintendent. So now even even if you have an interim superintendent that doesn't change the term life. So it's with permanent superend >> starting from >> from when he officially retires. So if he's not officially coming off the books until December 31st then

030that's when your time that's when your time starts. So you all have plenty of time. Yes. >> But we want to make sure that you're aware of that. That's right. want to make sure that you're aware of that just in case, you know, because your search is a little on the kind of cusp of an offse depending on what we decide with your timeline. You could be one of the first, you know, the first in 26 or one of the lers in 25. And we'll figure we'll talk through that before we leave today. But, um, depending on when that person can start or when when they most of your applicants are going to have a contract somewhere that they already are. Um, but the benefit is you have 180 days to name a superintendent. They

031don't have to start. But because you're starting this now and not waiting until January, February time frame, you'll you should be okay. I don't want there's no definite, you know, but we will also work with you if we know that you're getting close to 180 days and and the board of education is is typically good about if you're doing your due diligence and you're let's say you've had to open up the interviews again or you're doing a third round or whatnot. as long as you're doing your due diligence and showing um good faith effort. That's typically and we've worked again in my tenure, we've had a couple of boards who we've had to um kind of push that timeline a little bit, but it was mainly because of a um emergency happened and then the

032pandemic happened and some other things, you know, some extenduating circumstances, but just so you're aware of that that requirement. We'll work to keep you within that as well. And page 16 is something for your clerk to circle and highlight. Page 16 and 17 are just some paperworks that will need to be sent to the board of education once you name your superintendent. So just some a certificate of appointment. And your superintendent also takes an oath of office just like you as schoolboard members do. Your superintendent does that as well. And most boards will do both of these when they come out and sign the contract and go ahead and and get that done. But that's just some information for you to have as you go through this. Okay. So, page 1819 just talks about the

033search procedures and ultimately that's what we're here to to talk you through and to make sure that you um you all have the opportunity to talk through what how do you all want to see this timeline look? What are some options that you all want to have for community involvement for surveying? And then we'll also talk about what is VSBA going to do with the screening of the candidates and all of those pieces too. So, this is this is where I typically pause and say, let's start looking at the nuts and bolts of what your search is going to look like. But I will tell you there is a a lot of information in this um in this section, some examples and some descriptions on on on this. So, if we start going through the

034timeline and you're saying why are we doing this? What is happening? You you'll be able to come back to page 20 that gives you a little more um information about that. So, let's go ahead. any questions before I start jumping into the the timeline and kind of some specifics about your search? Okay. So, let's go ahead and just look at this timeline. So, our initial meeting with the school board which is today um since this obviously is done in public session and so this is a public meeting. that this is the announcement to your public that you're doing the search and I know you guys have announced previously that you're doing the search with VSBA and this gives us an opportunity to set that timeline. There's also a draft news release that you'll see as

035the second document within this this loose leaf page that we'll be referencing and the things that we talk about will go into this this news this news release if you want to do a survey if you want to do a public hearing. And so our recommend recommendation is once we determine those pieces, go ahead and update this and your clerk has Nicole has a a copy of this in a word version. So she'll be able to make changes to it, put it into the format that you guys need it in. Whatever you decide if we want to do a survey, if we want to do a public hearing, however we want to do that, that should go out in this announcement just to let your community know what what is their opportunity for feedback. what

036is the what does the information look like as they're moving forward? So, let's take take a second and I'm not sure a few of you have done a search. Have you done a search with us at all? No one has. Man's >> here 11 years, >> right? That's right. You guys were not. So, that's right. So, so this is all I should have asked that prior, but that's okay. That's that's usually even if it's just one new person, I go through everything because it's it's not fair to the one new person to um you know to be pulled along. So, so good. So you all get to do this together for the first time. So have you all given any thought to a public survey, a public hearing, any kind of feedback? What what are

037what are you guys thinking? >> I think >> we did that last time. Well, it was done the last time. I was it was before just before I came on board, but I like the public input. Okay. Surveys. >> That's kind of our history. >> Staff surveys. >> We do that. >> Yeah. >> I mean, we could do a if we have a public hearing, I don't know why we couldn't do that. I don't know how many people would come uh for that, but could we do that at a regular meeting? Just have a separate hearing >> because we have a regular meeting on the 27th. >> Okay. >> So, we could have it just then people to come out public that would give more time for people to >> you know think about it

038to think about it to realize >> I mean they're they're going to have their input through through other means too but if they want to do it publicly they're going to have their >> Yeah. I like to show the surveys that's from the >> there's a sample in here as well. Yes, correct. >> That's my question. >> Um, >> and that's the only survey that's going to be done like that like with a link where we're going to have any other kind of >> this is this is our typical process and so this survey so let's let's look at that for a second too. So this is a sample uh this is based on the surveys that we've done over the years but this is customizable. So, if you guys do want to make any

039changes to this, we certainly can. We'll just need a day or so to get it done um to make sure, you know, so don't don't send out the link until we know that it's finalized. So, these are some of the questions that we've again we've been using. The idea, let me back up for a second. The idea for the public hearing, the idea for the public survey is to gather input on what your community would like to see in your next superintendent. And all of that information is going to go into your position announcement. And that's the final thing in your loose leaf. So this is just a very draft rough draft position announcement. Um and it's not the highlighted part is all things that needs need to be updated and we'll talk about what

040the structure of that looks like. But the purpose of your survey, the purpose of your public hearing is so you can hear from the community on what they would like to see in the next superintendent. So all of that information gathering is for those qualifications that will ultimately go into that position announcement. >> And with the survey, you have a lot of lot of questions. because I think it's pretty detailed, but it also gives the uh the option to other please specify and and that's what I like about that. It pretty much covers everything when you add those absolutely those in there where they can add whatever they would like to see in the superintendent. So, I'm I'm good with what I've seen so far. I'd like them to absolutely please do. And you mentioned

041a staff survey. So, the question one, if you look at it requires someone to answer one of these. So someone may be a parent and a a teacher and a civic organization member, but they have to choose what. And so this this really forces everyone to say, who am I answering this as? And so when we give you the survey results, we will give you the results sectioned off into how did all of your parents reply? How did all of your teachers reply? any option that you see on on question one, we give you that data. We give you the full data. Let's say you have 500 people fill out the survey and let's say 150 of them are teachers. You'll have all 500 pulled together and then you'll have 150 as the teachers, you'll

042have 100 as the parents, you'll have whatever that is. So you'll see the full data compiled together and then you'll see it extrapolated based on their responses to number one. So that gives you an opportunity to say how are our teachers responding? How are our staff responding? We also encourage you to send the survey to your students and let your student body respond and give them the opportunity to say what they'd like to see in their next superintendent. And you'd be surprised. >> You have student list here. Can we add taxpayer to that? Because I know it says civic organization member, but some taxpayers might say, well, I'm not citizen. >> I'm not a member of anything. >> Yeah, >> it could be other citizens. >> That's why you're circle. >> Well, but then other

043you you don't know what other they are. Whereas >> well it says uh uh other please specify right there under it. >> But taxpayer >> they do typically type in what their other what defines them as other but we can certainly add >> Oh citizen kind >> York County citizen. Is that what I'm hearing? >> Yeah that's I'd like you either one of those. >> Absolutely. And is there procedures in place to make sure they only take one? >> Yes. So, it's actually set up so um one per IP address. Now, if somebody wants to do it on their home computer and their cell phone and their iPad, if they really want to fill it out that much, then >> because many of these other selections are all going to be your county citizens. >>

044Sure. Yeah. Everyone's going to be Absolutely. >> many of them. >> So, it could be confusing that way too. for you guys to also fill out the survey as well as the school board. >> Yeah. As a school board member. Yeah. So, and you'll you know, you'll whatever box you know you are or want to to choose. So, um we'll say and not everybody who attends York County schools is a York County citizen because we have students who pay tuition to come here and then there's, you know, other >> teachers, teachers, you know, >> but then you have parent, you have school teachers. >> Yeah. Yeah. And that's why one thing is we will often get calls in our office. That's another piece. If you have anyone that is calling your office or calling you

045for logistical questions, send them to us, please, because we will if they have problems with the survey or questions with the survey or um if you have when we get into the applicant process and they start having questions about how to fill out the application, you guys should not be answering any of nor should your staff send those to us, please. So, if you have constituents who have problems or questions with the survey, send them to us and we're happy to help them with that. The number one question we we get is why can I only select one, you know, and the answer is you really you have to think about how am I answering this? And you might be seven, but you have to answer with one. So, um and that's just that helps

046with some data integrity, too. So you're not um when you're looking at those the data that's separated, you're not reading the same thing five times. So um and another piece is there are these open-ended questions at the end. Um so questions 10 and 11, >> you will see every single word that is written into those questions. So you will get all of the data points. You or you will get all of the the open-ended as well. And some people will use that as an opportunity to maybe not even answer the questions that are there. they're going to tell you whatever they want to tell you and that's okay. And so that will be sent to you um as the results are are tabulated. So um again that's another thing we don't censor anything we don't

047do. We you if we see it you see it and so you'll get all of that information as well. So >> I have a question if we're changing the public hearing to our meeting it or are we going to change it? >> We haven't decided. We haven't decided discussing. Yeah. Just discussing. But if if we do, >> should we also change the deadline for the surveys? >> Probably. >> Yeah. >> So, >> it's not a bad idea. Yeah. >> And usually we'll set the deadline for surveys close to whenever the public hearing is if if needed. Sometimes a public hearing will be in the middle of your survey window, but I wouldn't recommend doing a public hearing after the surveys are closed because some people might not realize they can still take the survey. And

048so we want to make sure we're capturing all of that that information. So, um, what I have seen some boards do is they will either have hard copies available at the public hearing of the survey or a QR code that sends them to the link of the survey or even posted, you know, some will even set up a a station on a a laptop station if somebody doesn't have a a computer that they can fill out the survey on. I will say the survey you can fill it on your phone. It's, you know, it's very accessibility friendly, but you might have some people who say, "I don't want to fill anything out online." We also recommend making the hard copies available for your constituents so they can fill out the hard copy. If a hard

049copy gets filled out, a recommendation, again, you all can decide, but a recommendation is it gets sent to Nicole at the schoolboard office and then she scans those and sends those to us and then let us input the information. So that way your staff doesn't have to do that. So, we take the information and put it um and then that will get into the information that you have. So, so a lot of times I I would recommend doing the deadline for surveys after your public hearing so you can capture some more either hard copy or electronic versions. >> So, let me just kind of summarize this. Yes. >> You you're giving us news release that we're going to use. You're going to facilitate the survey monkey and you're going to collect all that data, >>

050but it's on us to promote it. >> Correct. through all of this stuff. Do we need to discuss any of those thing or Nicole? Do we have that? >> We could probably put stuff on like our YC >> kind of like the regular communication that we have throughout the the name change. >> Yeah. And I can work with we can work with Catherine IT team to make that all happen. That's not hard on the Facebook page. >> Recommended Facebook. I would any social media that you have. I would recommend you all share it on your own. you know, share it throughout your own networks as well. Um, share it if you all have a text alert system for your like a snow days and things like that. >> Push it out to that because then

051that helps get your parents that helps get um anyone who's subscribed to that. Um, your website, your regular schoolboard website. Um, and then anywhere again, if you have a a community that you really think they're going to really want the hard copies available, make copies and give them out, you know, or I have had some boards will take them to certain um, faith groups, you know, and they'll say, we know everybody goes to this meeting or we have a big community festival and we're going to set up a booth and have surveys there for people. So, that part is really it's as as creative as you guys would like to be to help cast that wide net. Ultimately, you want a division your size. I mean, I I'd love to see 500 answers, you know,

052responses to this because that that really shows that your community is interested. >> You have a very vocal community. >> Good. So, maybe we can do a thousand. >> That won't be an issue. >> The most I've ever had is close to 5,000, which like blew everyone out of the water. So, you know, so again, survey survey rates are what they are, but um just making sure that people know and I'll there's a few different data points. Um, and without dorking out too much on the data point. So again, all of this is to create your position announcement, you have your community survey, you have your public hearing, you also have you guys. So you all will be out and maybe some people have already started talking to you or pulling your ear on what

053they think should the next superintendent should be or have different qualities. So you have your own data points, if you will. You have your own thoughts and opin opinions that you're going to bring to the table. And I think those are those are those pieces that are important to go into this position announcement. So you might have someone who only wants to fill out a survey because they don't like talking in front of a group. You might have some people who only want to come to the public hearing because they want to make sure that their voice is heard. And then you might have some people who kept you at the grocery store and just want to tell you as my board member what you know what I want. And so you're going to come

054to that meeting when you create this position announcement with all of that information and that's what you're going to use to make your decisions. So >> so casting a wide net and then gathering that I think is the best way to do it. >> Does that make sense? >> Yes. I was just going to say you'll also want to make sure that your deadline to surveys you'll have enough time since you probably will get a lot of survey responses and between when that deadline is and when you all will decide to meet to establish your qualifications because that's a lot to read through >> all of those um that there will be back to back. So like we have to meet >> we can push we can push some things >> basically looking at this

055the timeline because if we change it to our meeting it basically shifts everything by week. Mhm. >> So just shifts it down. >> Absolutely. >> And I would say so yeah, let's So we've agreed we want to do a survey and Bella's actually got it pulled up. So if if she's she's probably already made the change for the citizen piece. The link that you see in the sample press release is this. It's live. Obviously, nobody knows it yet, but it's live. So if somebody wanted to take it right now, they could. So if you all do have any change that you want to make to the survey, >> let let us know. you know, you all look as a group and then let us know and then if there are no changes, then the link

056is ready. If you do want to make changes, I would hold off on sending the link until Belle is able to make those changes for you. So, >> and I'll send I'll send you all updated copy of the hard the PDF as well. So, that way you >> can get a time like a day or two to read you the questions. >> Absolutely. And do you want I mean usually the information comes to the chair and the chair will say >> that's perfect. >> Yeah, I think that's the easiest way. >> That works for then we're getting it from one person and you all >> right. That's right. >> Yeah, it's perfect rather than everybody. >> Absolutely. >> It's just easier. >> That way you set a time for getting it. >> You have nothing

057else to do. >> I don't have anything else to do. Right. >> That's right. >> So no, that is absolutely perfect. >> Yeah. >> So >> Jimmy and I are the busiest, >> right? Sh. >> So, if we want to do our public hearing, let's go ahead and start putting some dates down. So, we want to do our public hearing on the 27th. >> Yeah. And our regular meeting >> at the regular meeting, what time? >> Our regular meeting starts at 7. Public comments a little bit later, but we have awards in the beginning. Okay. >> We probably say 7 o'clock because that's the meeting time. >> And so, for the public hearing, you would just need to announce just kind of like you do for your budget hearings. This is a public hearing specifically

058for this. >> You've got it. Perfect. So, um, so we'll do 7 o'clock and then the loc we'll just add at, um, board meeting. >> It'll be upstairs. >> Yeah. >> Okay. And here. >> Oh, is it here? >> Oh, okay. So, we can get that upstairs. >> And we will also clean this up and send this to you. So, that's why we're looking at some details. So, so let's go ahead and push back. So, our deadline for surveys. Let me grab my calendar for a second. >> Can we do the same day, the 27th, they're due at the end of that public hearing or should >> you could um day to allow people to >> do last minute ones. >> Do October 31st that gives them a few days. >> Yeah. But I mean,

059most people are going to do the survey or come do public comment or they can do both. There's plenty of time in between. >> Yeah. >> Either way, I'm just >> I would give a few days after the meeting and you know, if somebody didn't was not aware reached out so they can hear it through >> they can do so you want to do the deadline for surveys on the 31st. 30th or 31st. 31st. >> So then the next date that really matters is when you all can get together again at a public meeting to establish the qualifications. And so that's when you need to have reviewed the survey data. You're going to have the information like I mentioned that you heard at the public hearing, the information that you've collected, and then you all

060will meet at a public hearing or excuse me, at a public meeting to create that qualification. >> So how long after the surveys will you need to compile them? a day. >> Oh, okay. >> Because we have the regular meeting Monday right after the 31st. >> November. >> So, eat after our >> This has to be public meeting. >> So, what about this? What if we did the deadline for >> like work session be one thing, but this is regular meeting we have? >> Yeah. The next work session would be November 10th. >> Yeah. November 10th. >> Too far out. >> Yeah. Unless we Yeah. Because we don't want to get the holiday. We need to be we need to meet before the work session to talk about >> week of the third. >> Do

061you have a meeting November 3rd? >> We do. It's Monday. Whatever. >> No, it's the 10th. >> Although it's the 10th. Okay. Okay. >> The meeting the meeting's the 10th and then the that first Tuesday is actually election day. >> So I don't know if that >> Yeah, we wouldn't want to do it. >> What about on Thursday the 6th? Just like Wednesday. Wednesday is >> Wednesday is a better day. That's That's the day we kind of set for doing special meetings today. >> All right. >> Yeah, that would be better. >> Wednesday would be better. >> November 5th. >> Does that work everyone? Does that work for everyone? Yeah. >> Good for them, right? Good for me. I'm good with that. >> Okay. So, you want to do it 11:30 again? >> 5th. >>

062Oh, yeah. Do the same the day. >> 11:30. >> You guys will not for Yes. So, yeah, we'll come for the second. This is a just for us. >> Yeah, just for you guys, >> right? To talk about it. >> Well, we do it here just at schoolboard office like we usually do our special meetings or I mean people can attend. >> Was anywhere that's open to the public? >> It'd be open to the public. >> You mean whether you want it recorded or not? >> Yeah. >> It's recorded here. >> You're talking about >> meeting back at the schoolboard office? >> Yeah. >> In the conference room. >> Yeah, >> we could do that. >> But is it recommended to meet off I don't know. We were trying to meet off site so I

063don't know. Well, not for we're not interviewing anyone. We're just >> doing the qualifications. >> Qualifications for that. >> It's just whether or not you want the discussion on qualifications to be recorded, >> right? >> I guess it's easier to have it recorded here. Is that right? >> There is. Yes. >> And I mean, you can they can do a live feed. They >> live if it's available because I know we have to make sure the room's available. So, why don't we say November 5th at 11:30 here >> If it's available. Yeah, that work. Does that work? >> And if it's not, then we'll do it as school board. Yep. you recall. >> All right. So then this is going to kind of push everything. So let's let's do the timeline then I'll come back

064and explain what every what everything is. So you all will um there's s actually let me let me let me explain it first. So because this is important I don't want to forget this. So this you'll have the loose leaf paper. This is a sample position announcement. In your book there are pages of sample position announcements. So, just because we've drafted this one does not mean you have to stay in this format. So, starting on page 30, you'll see about 20 pages of sample position announcements. Well, 15 pages of sample position announcements that other school divisions have utilized over the past few years. So, you'll see some have opted for a one-page, you know, version. Some spell all sorts of different pieces out. Some use bullets, some don't. This is completely up to you guys.

065in the previous search for the >> Okay, great. >> Yeah. Like >> great. And so whatever you send to us is what we will use to advertise >> and we have to send it to you. >> Correct. Yep. And we have the the word version of this. Nicole has a copy of it. And the first part, she's already given us the information, the demographics of how many schools do you have, how many students do you have, all of those pieces. And then some information about the county. Again, this is all editable. So, don't feel like because it's on here that it has to be this. And then the part that's highlighted in the back is typically what you would update based on your survey results, based on what do you think is required, what do

066you think is preferred, and we'll talk about that in a second. Um, based on your own thoughts, survey results, and everything like that. So, um, and actually, let's let's talk about the required and preferred for a little bit. Again, you'll see different formats in the book. You'll see something different here. The ultimate question is what kind of minimal qualifications does this board want to see in your next superintendent? Do you want to require a doctorate? Is that something that's going to be required? Is it something that's going to be preferred? Or, you know, is it is it no preference? You'll notice that the survey has questions set up to gather your community's input on what do they think should be required, what do they think should be preferred, or what do they not care about.

067>> So, that's on the November 5th meeting to establish those qualifications. Those are all of the pieces that you need to work together as a board to say this is what we want in our position announcement. Another important one to think about is residency. Is this something do you want your super does your is will your superintendent need to live within the York County perimeter? Will they will they not? That's up to you guys. So when you list if you ever think you're going to require that of someone, put it in the position announcement so they know if maybe they're in a county neighboring and they they think they can just commute. If you all list it as a requirement, then that would need to go into their contract when they sign. And some some

068school boards will say, "Okay, within 6 months you'll need to move here, within a year you'll need to move here or whatnot." That's something you all can work out in the contract piece. But if you think that you are going to require residency, go ahead and put that in the announcement so that way your applicants know that they they need to live within York County. And that's completely up to you guys. 20 years ago, it was very rare that a superintendent did not live within the county. Nowadays, it it's not as common. You know, it's I would say it's probably about 50/50. Some some require it, some prefer it, some just it it is not a preference at all, and commuting works. I would personally think the more visible if somebody can not live here

069and be very very visible. Someone can live here and be not visible at all. So just where they live, where they sleep doesn't necessarily matter as much as how visible they are within your community. So that's another piece to think about about the the visibility and the the community engagement and all of those pieces. So just just to think about think about that. So those are two big ones. Um, I would also encourage you if you feel as though you um you want someone to have served as a principal in the past, if they need to have served as a classroom teacher, if you are not going to consider a an applicant if they haven't done something, then you should list that as as preferred or required just so you're also not getting a hundred

070applicants who've never been teachers before and then you say, "Well, we thought that was a given." Well, you didn't say that in your position announcement. So, you're getting all sorts of different applicants. So, that's up to you guys however you want to do that. We can guide you with best practices, of course, but um it is really up up to you what UL list is preferred, required or or just open. So, and you'll see samples of those in the book. So, >> do you have like cheat sheet of those like uh kind of decisions that we have to make? >> Honestly, a lot of it based it's based on some of the questions within the survey. So if you look at question two of the survey um it it talks about those experience pieces. So

071is it required? Is it preferred? Is it not important? And so oftent times if I ever have to help a board write some some boards will say just write a position announcement for us and we'll approve it. Say okay. So I base it off the survey results. And so I strictly look at this and say okay did more than 50% say that this was required then I'm going to put this required. Did less? Then I'm going to say prefer and those kind of pieces. So, I'd say those are the the ones to start basing your conversation around. And then I would also say there are um within the survey, the leadership and management skills, personal characteristics. I have people that will call the office and say, "Well, they need to be able to do all

072of these." Well, I understand that, but if they have to be a if do you really do you want a really good motivator as your superintendent or do you want someone who's very data oriented? you know, because it's going to be very rare that you're going to find everyone one person who's a a A+ in every single one of these categories. So now, if your community says number one is motivator, if 80% of people say you need a motivator, then you need probably should put something in this position announcement that whomever your applicant, whomever your superintendent is, needs to be a positive motivator in the key, you know. So using the survey results to help frame this position announcement, I think is a really good start. And then you can say, okay, do we really

073do we really need someone that's a motivator? What what does that look like? I will caution you and say if you put out the survey and you have 80% of your community saying something, you probably should think very hard about including that into your into your position announcement because you asked your community for their opinion, right? And you should be using it. Is that is that normal to get some that the m vast majority some especially on these required and preferred? Um some will say yeah principal is one that a lot of people say has to be a requirement. >> I'm not advocating for that. I'm just saying that's one that I've seen in the past. They'll say you know how can you run a school division if you've never run a building you know

074and so that's one that I see a lot of people say yay or nay doctorate it depends on the community to be honest with you. Is it a community? Does does everyone have a doctor in the community or is it something that's more rare? And again, that's that's a you know, that's something that I've seen people um work experience in Virginia. I will say if you have if you say that work experience in Virginia is required that narrow narrows a lot. So, and then what kind of work experience is it just teaching? Is it that you know so just I would just caution you on narrowing too much. But I would also say you you need to put some qualifications in otherwise you're gonna get >> all sorts of different qualifications. >> Yes. And then

075you really you >> if you say it's a required >> if you say it's a requirement it needs to be a requirement when you get through the position you know when you get through because you have had applicants who have said I don't have a doctorate yet. It was listed as required. I'm not going to apply. that's not going to stop me from applying, but I find why would I take the time if I know I don't feel, you know, if I don't fit the minimum requirement requirements and then you all come out and hire someone who doesn't have a doctorate and then they say, wait a second, you know, now you can do that. There's nothing legally that says you can't, you know, you can hire and if if they can get on the

076eligibility list, you can hire whoever you want, you know, but if you list something as a requirement, you really should stick with >> as those applications comes as those applications comes in and they're not qualifying for those required. Do you guys sort those out and or >> So you're going to see all 20. You'll see all 20 when we come to you for that second meeting. We're going to know who doesn't fit those qualifications, >> but it's us to really >> Exactly. So, you'll have those and we'll we'll help you kind of sort through those if you will. Um, but you'll see, you know, you'll see people who should never even have an access to the link, you know, to do this, but they filled out the application, you get a copy of it. And

077so, um, some it's kind of an easy, okay, that's they've never even worked in education a day in their life, you know, or had any leadership, so let's just move that. >> It's not required by law to have a doctorate or have education background. that that would only be the lensure. So that that's where the that's where that background map option >> it is there. >> Yeah. >> So we can say it's not mandatory but in essence it is mandatory because the law in order to get your lensure for superintendent >> except for that option four. So that's option four gives opens the doors to >> and that's the one that we asked the board of education for. Correct. It's basically a waiver based on all of these other qualifications. >> Why would you want

078to hire this person? >> Absolutely. >> Yep. >> Yeah. >> When you send the when you get to a point where you send the applications is are you bringing them to us physically? That's a good question. So, let's let me make sure that we're So, if you all meet on the 5th for those qualifications we talked about that >> to you by the 7th, I would. >> Yeah. Send those to us. Let's see. The 7th is a Friday. So then that would put us to the 10th on getting it advertised. If does that work for you? It takes us a some time to kind of get everything together. So November 10th our work session and you can make an announcement during it. >> Yeah. And we do all the work on that end. It's just

079when does the window open? So um >> So you're saying November 10th would provide established qualifications to you? >> No. November 7th. >> November 7th. >> Receive applications from November 10th. They would make announcement. >> They would advertise after the 10th. >> We would start advertising on the 10th >> through December 10th as well. >> So you would be receiving applications from the 10th on. >> Yes. So then we would need to set our deadline date and it's not a bad idea to have it open um a full month if we can because some people like to put their transcripts in and things like that. >> When is the 10th? >> December 10th is a Wednesday. >> Okay. >> So we could do let's see by Friday that >> would be the 12th. you did

080December >> and the >> 10th again >> applications close at 11:59 p.m. and then you'll have access to the applications starting at 9:00 a.m. the next morning >> like Saturday morning or would it be Monday? Okay. >> Well, if it's on the 10th then it would be Thursday morning, the next day or whenever. >> So, should we do it Wednesday? >> Wait, wait. You I'm totally what I was told. >> So, we're doing the uh what >> the advertisement from November 10th. Receive applications to December 10th. to December 10th. >> So December 10th is Wednesday. So it's Wednesday December 12th. That's what >> or Friday. That's what I'm saying. >> That's up to you guys. We will adjust. >> I think if you do it Wednesday, it gives you that month, but we could >>

081Yeah, I agree. >> And then it gives us back on our timeline. >> It gets us back on our timeline, too. >> Mhm. >> All right. Let's do 10th then. >> Yeah. And then we can still have the second meeting with you. I say we could still do that on the 18th because we're getting close to Yeah. We want to try to get that done before >> Thursday on the 10th. We get we get them on the 11th. >> Correct. >> Yes. >> And then uh meet on the 18th. That would give us a week. >> Yeah. So, let's talk about that too. So, the application uh so we would ad we advertise the position announcement. We advertise it on education week, which is where a lot of people go to get um job searches.

082We advertise it with every single sitting superintendent in Virginia. So they can review it themselves or they can forward it on to their staff. We have a list of people who have um indicated that they are interested in becoming a superintendent in Virginia. Some of those are assistant superintendents. Some of them are outofstate applicants who've applied previously. We also send it to NAS which is our national group who does do superintendent searches around the country and they advertise it around in their states as well. So it it truly is a national search. >> The biggest reach. That's a that's a very big reach for us. And that is a wonderful group for us because if we get us a um and I'm kind of jumping ahead to the the application review process, but when we

083get an outofstate applicant, we pick up the phone and call the state association. So, the people who do our jobs at the other states and say, "Hey, have you have you heard of this person? What's going on?" They're able to give us a a reference check and they're able to talk to us about the applicant because they have likely seen them in their own pools of applicants. So we're able to gather a lot of information from our network that we have of people who do our jobs around the state for other state associations. >> So whenever the application comes in it's going to have a separate category with your input on it. >> Not no that is what we present to you at our second meeting. >> That's at the meeting. >> At the meeting.

084Yes. Absolutely. So you will have um so let me before I jump. So we we advertise in all of those pieces. We send that information out three or four or five times depending on what your applicant pool looks to those lists to make sure that people know when is the deadline, what what do you need, what kind of um information you need as applicants. Applicants will call us and ask us questions, logistical questions, questions about the school division, questions about various things. We'll answer those. At 11:59, the position closes. They have to have all their information in ahead of time. The only time we'll reopen is if they had some sort of technical issue that's our fault or their fault. One year we had someone who's um a flood happened and so we gave them

085an extra day to, you know, fill out the papers. Yes. And so you all will receive that access to see all of those applications at 9:00 a.m. the next day. And so you will receive a login and a password or excuse me, you'll receive a link to create a login and a password. Bella will send that information to you about a week prior to the deadline. you'll be able to get in and create that information. You won't see anything yet, but then it will go live um at 9:00 a.m. that next day. And so, we do ask that you've reviewed all, let's say you have 20, we ask that you've reviewed all 20 applicants before we come back to you for that second meeting. And as all of that is happening, we're doing our reference

086checks. So, you guys are not doing reference checks. You're welcome to Google people or look at their packet, whatever. Please do not call their references. You're going to see the references in the packet. You're going to see the reference letters. Please do not make phone calls. That's why you have hired us. And the reason for that is we don't want one of you to have information about an applicant that the rest do not have. So that's also why we say if an applicant calls you for any reason, send them to us so we can have that conversation. Because even if you've had a conversation with them helping them fill out the application, that's putting you in a position that you have knowledge that your fellow board members don't have. So, please send that to us.

087That's why we're here. >> And what do you do in your vetting process to make sure that what happened recently in De Moine, Iowa does not here? >> Absolutely. So, we've been talking about that. >> Background checks. >> Right now, we do not actually. And so, the background checks we rely on the school board to do just as you would background check any of your other employees. >> Yeah. Take care of that. a year from now I might have a different answer to that because of what's you know what's happening. So that's a national conversation that we've been having. Um but right now as currently we do not run anyone through a background check. We do a reference check in all of those pieces. They are supposed to disclose on the application if they have

088any felonies or you know anything like that. That is a section in the um in the documentation. Um, right now we do not do any other structured background checks like the police would do or anything. We encourage you all to or we hope >> we send our employ. >> You have to do that when >> we can do that. >> But we need to make sure that >> but that is an excellent question and something we've been uh like I said if I make this presentation even six months from now I may have a different answer to that. So something absolutely yeah that was a shocker that you should have seen the list >> reference I could imagine. >> Yes. Absolutely. We're all in the same boat. You know you know you trust what somebody

089you know gives you transcripts you know all sorts of things. >> Reference checks not a background check. >> Yes. Exactly. And that's what full disclosure we do reference checks. We don't do a background check. >> We will. Yeah. >> We definitely need to make sure we do. >> Absolutely. Absolutely. Sam, I'm good with the uh 10th through the 10th to do the applications and we'll get them on. >> I just want to ask that when you send the information out that >> because most applications are due like on a Friday or whatever at midnight that and bold at the end. You said this is a Wednesday. You know, just so they know. That's a good idea. Absolutely. Nope. No problem. Bella's making a note. She'll be the one that sends it out. So >> odd,

090but it gets us back on our timeline. >> Exact. That's a great point. And then that g that does that will give us some time because we do thorough reference checks on all 20 applicants. So you again I'm sticking with 20 you get 20. Now if we see someone if you have required a principal and we see someone has not been a principal we have information on them but we don't do as thorough because we know that they're they don't meet your minimum qualifications. But we'll still have information on them if you need you know if for some reason you you want to review them. So we will have information on all 20. Um, and then we will come back to you with information on all 20 and then we'll start to narrow down. Maybe

091if if people don't meet the minimum, let's put them in this pile. Maybe somebody we found something in our reference checks, let's talk about this. These people are squeaky clean. Let's talk about this. >> Do you do reference checks as they come or you wait till the close and then you do reference? >> We do them as they come to be honest with you, just from a timing standpoint. It would be very hard. Yes, we've shortened it a little bit. Yes. But um with even with that time I I we don't tip we're not typically that busy during that time of year. So I think we're okay. Now if this was November because of our annual conference I might I may have shifted this a little bit but because it's December I think we'll be

092okay. >> Yeah. Sure. >> Giving to New Year people are on vacation. Nobody wants to do answer phone calls. That's why I was like you know. >> Yeah. And that was the struggle. Honestly, when we were creating your timeline, we had two options. We said, "Do we want to do the second meeting after the holidays? Do we want to do or do we want to do the application window after the holidays before the holidays?" And so that's something I mean, have you all thought about this? Do you want >> Yeah, we are we pushing it too much a little bit that we wanted to get this moving >> then. I think we need to stick with this because otherwise you're going to be It was kind of what I mentioned before. Are you going to

093be one of our last ones in 25 or one of the first ones in 26? Your applicant pool, I think, is going to be very similar, but you're going to get out ahead of a lot of people because once you start negotiation, because negotiation can take, who knows how long that can take, but if you're starting to negotiate in January, February, that's going to put you ahead of all of the people who are negotiating in March and April. And so that's going to give you kind of some some some prime options of your applicants in my >> applic. And it gives you some downtime. Absolutely. And then I wouldn't Yeah. Doing your interviews in January, that gives people some time to make plans for travel and things like that. So >> Christian, when you put

094out your um the advertisement for everything, >> I know you're including a lot of the educational ones. Do you include corporate and military? >> We don't currently. It's on um education week. So typically anyone who is looking for a job in education will look to Ed week for that. Um it's on our website and so any it's open you know anybody can come and take a look at our website and anyone who wants to be um who wants to be considered for a superintendent and I I know for a fact we have some military personnel on that list serve that I mentioned who say hey I want to be a superintendent in Virginia. We don't ask any requirements to get on that list. you just send me your email and I'll put you on that

095list. And so I I do know for a fact that we do have some military leaders on that list. Now, when the application comes out, you all of course are welcome to also share it in all of the places that we talk shared. Maybe not the text alert system, but um but on your schoolboard, on your school division website, on your own, you know, through your own networks, things like that, because it's just going to be a link. It's going to be linked to an online application form and they'll be able to go in and fill that information out. So, it's again, we're casting a wide net, giving people the opportunity to take a look and and see if they fit your qualifications and if if York County is somewhere they'd like to. So, so

096yeah. >> So, when we meet on the uh 18th and go over the applicants at that point is when we would set the next timeline for interviews. We don't we can't do that now as we don't know. >> And we'll know. That's when we'll know, do we want to interview 10 out of the 20? Are we only going to interview four? >> A question I get a lot is, well, how many people should we be interviewing? I don't like giving a number because I don't want you to be pigeonholed into we only have five interview slots. What if number six was the best candidate? You know, >> it depends on who you get since we're seeing them all. >> Exactly. So, you're seeing everything. And so, we'll come to you, like I said, with all

09720 or 50, however many you get, we're going to come to you with all that and then we're going to work with you. One thing I will say in the interim, take a look at some interview dates that you all have for January, February. And it's not a bad idea to come with some dates that you know you're available or that you know you're not available if you have any vacations or plans. So that way that makes the scheduling the scheduling process is always the hardest. That way it makes the scheduling process a little easier on everybody when we meet to talk about those interviews. You all have a little bit of time since we're meeting in December. You're not going to interview till January. So >> now whenever we do interviews, do we do

098multiple interviews in one day or it's like one day one interview? We'll talk more about that, but our recommendation is no more than four in a day because you get fatigued. You you know everyone >> and you and you forget >> you forget who was that. Absolutely. >> I've been through that. That's why my >> We recommend no more than four. Sometimes based on the number of interviews that you're doing, they might be in the evening, you know, after work. If if someone's local, then they can just come for a 5:00 or a 7 o'clock interview. Um Saturdays aren't a bad idea either because then you can get three or four done on that. you know, do two in the morning, have lunch, then two in the afternoon. And if you've got sitting superintendent, that

099gives them the opportunity to not have to take a day off of work and all of those kind of pieces, so they can come and and interview on a Saturday. So, I would definitely take a look at your evenings and your Saturdays in January for those first round interviews. Um, again, I'm not going to tell you how many slots to hold, but, you know, sometimes it's easier to hold more and then narrow it down, but come with your calendars for that second meeting so we know what we're looking at as we um as we go through that. So typically is two rounds or >> typically two. I've seen a third, you know, before. Typically two. Let's say you interview seven. Again, I'm just throwing out. You interview seven and maybe you have two or three

100that you want to invite for a second round. Um the first round interviews, there's actually information in your packet about interviews. And so this is another thing to take a look at. We'll review this a lot more in depth when we come back for that second meeting, but starting on page 57. Yes, thank you. These are just some tools that you can help use to organize um your thoughts. There's an important piece, Nicole, for you to circle on page 58. And this is when you're announcing the interviews. We will talk a lot about that at the second the second round, but you do have to announce a window of interviews. But in Virginia, you do not have to say when and where you're interviewing your individual pieces. We'll talk about that at the second this

101um the second meeting. Page 58 is an important piece um to make sure that you're announcing your window. >> So, we tell them that we're going to be interviewing. >> Yep. But you not >> But it doesn't matter because you can't come. You can't >> Yeah. No location. This is no location, but it's a window. And then if you go for a second round or a third round, then you might have to announce a second or a third window of interviewing. And that's what page 58 talks about. But you have some interview organizer. Um just some tools. And there are also some sample interview question 53. Oh, 53. Page 53 has some sample interview questions. Again, we'll talk a lot more about this in this in the second meeting, but we strongly recommend that if

102you're interviewing seven for your first round, you ask the same question of each applicant. You, you know, you ask one question, you ask the next question, and you go through. So, that way, you're comparing apples to apples. For the second round, we typically recommend a little bit of a different maybe it's it's someone who's not been a superintendent before and they come back for your second round. You're going to ask them different questions than someone who's been a superintendent before and we'll coach you through all of those pieces once we know who your applicants are. What once we know who you're looking through, but there are a lot those resources in here. Um we will certainly talk about when we come back for that. >> Yeah. So we can sit down and decide which I

103like these three questions. He likes these three, he likes these, >> and then you can compare. And if somebody's really passionate about one thing, you want to make sure that they have that opportunity to ask that question. >> Okay. So, if if somebody has a question, >> that's dying to ask. >> And if you do have any questions on what um what is legal to ask and what is not legal to ask because some of us have been in hiring processes before and some of us haven't, ask us and our attorney can review those for you. So, that way there's no question and you don't have to worry about that. That's what you've hired us again for. We can review those interview questions for you. just to make sure that everything is um the way

104that it needs to be. So, >> how many applicants does a school division our size normally? >> It depends. That's so many. It depends. Um answers. I will say applicants are interviewing you just as much as you're interviewing them. >> So, they're going to review the good applicants are going to review your board meetings. They're going to review your test scores. They're going to review your budget. They're going to see what are they willing to move themselves to York County and do you know what are they going to be uh inheriting if you will and what um what kind of reputation you have what does the board look like you know what or how does the board respond to things what's your community involvement look like so they're doing a lot of their background information

105on you guys too so honestly it really just depends so it depends on um do they feel that their and this is kind of a blunt statement do they feel that confidentiality is going to be upheld throughout this the process and if they feel that a board maybe may not have confidentiality you may have less applicants because somebody says why would I risk my the my nice job that I have here to apply somewhere where I feel like my name is going to get out so that's why the confidentiality piece is huge um in you know and we have we have the law on our side in Virginia that it doesn't have to be open talked to a lot of my colleagues in some of the states where every single applicant is open you know

106the just if I apply my name is on the list. It it gets published. They they don't have as many applicants because you have people who have nice jobs where they are and they don't want their name out there that they're looking. Virginia, we don't have to do that. Again, doesn't mean you don't doesn't mean you have to abide by that, but if you are going to change that that make sure that's upfront because that could that could change your applicants. So, just to just to think about that. So, um, so yeah, it it depends, you know, and I've had some I've had one search that had eight applicants and I had one search that had 58 applicants in the same year and it wasn't a fault of any of the boards. It had a

107lot to do with where they were, what did the budget look like. Do I want to move to that area of the state and things like that. Again, you guys are a desirable area. It's if they come on a day like today when it's gorgeous, then they might, you know, you might get a 100 applicants. But, um, it really just depends. And I will say we're about up to during the pandemic and kind of after people weren't moving as much, which I didn't blame them because there were so many kind of unknowns. Um, we're we're we're getting back up to our post-pandemic applicant numbers. So, we're, you know, we're getting more than we have in the past couple of years. >> So, when we make a selection, an announcement, the ones we didn't select that

108were in that pool, do are we required to send the uh the letter or do you all take care of doing that? So, we recommend that you do that. Um, you're not required to do it by any means. Yeah. Page 66 has some sample. We've tried to make it easy for you. So, you don't have to reinvent anything. So, page 66 has some sample letters that um that can be utilized. One thing that's important to note about PSBA is some firms will do the interviews for you. We don't come back for the interviews. We they don't need to make a relationship with Bella, myself, or Gina. They need to make they as and the applicants need to make a relationship with you and we're a buffer. You know, we have found that if there's a

109someone else in the room, then the applicants are talking to us and not they need to make that relationship with you guys. And so any of that communication comes from you. Even the interview, like when you're setting up the interviews, we typically recommend that the chair makes those those calls because they need to have that relationship. You need to how do they answer the phone? How do you know? We don't need to know that. You guys need to know that. So, um, so that's why I say we're here to coach you through it. You know, we're going to be as close and hold your hand through the whole process as much as you want us to, but if there are pieces that you say, well, hey, we're just we're going to do it this way

110because this is what our board has decided, then then that's that's your, you know, your option to do that. So, um, you know, we'll give you best practices. We'll give you advice. Now, if it's illegal, we'll have some conversations around that. Um but if it's a it's something you want to do, you know, then you have some flexibility within that. So, and then also um for Nicole on page 69 talks about some of those sample announcements, you know, to go into close session for public hearing, all of those things. And on page 71 talks about the role of the clerk. So, typically what the school board clerk is asked to do throughout the process. We we used to get a lot of questions about that. So, we went ahead and put it into the book

111for for you so you have some information so you're not flying blind throughout the process. And of course, you're welcome to call us, you know, at any time if you have questions logistically. One more piece in the book while we're back here. I want to make sure that you review and we'll talk more about the second meeting. Page 72 is a sample or starts the section of the sample contract. This is a board friendly contract. Let me just say that. Um, we are the school boards association, so we're going to present you with a board-friendly contract. Anything that is underlined, I would take a hard look at before you make any changes. Your superintendent applicant is going to come and rightfully so with a superintendent friendly contract. And then now we have to merge the

112two. And how does it work? If they are asking for something to change that you see is underlined in our contract, take a look at those because you do not want to promise something to an applicant that a future board is going to have to pay for or have to regret in the you know long run. Years ago, um something happened where and some boards will decide and this is a common practice for especially instate applicants. they're able to bring over their sick and and uh vacation time and they uh the contract was written in a way that they were able to just continue to bank and bank and bank and when the person retired they were paying out time that was earned in four other districts >> in addition to the time that was

113earned in their county. So it um it was really good for the superintendent but not so good for the board. So, if you see any of that, please please make note. And also, that's where you have Janelle in our office, so she can help you with the contract. Again, you have your own board attorney. Your superintendent's going to have an attorney who's going to review the contract. You guys have us, too. So, you're welcome to use Janelle for help with your reviewing the contract and different things like that. >> Does Janelle have a specialist in contract law? >> Um, she is a specialist. Yeah. So, she she does um she actually does all the >> she does all the things. Yes. Yeah. >> Well, I know all of them, but I know a lot of

114there's so much in law. >> A lot of times they focus and my concern is making sure that we have an attorney whose specialty is contract law. >> Sure. >> To watch over things like that. >> Absolutely. Um I I don't want to speak to exactly what her highest proficiency is, if you will, but I do know she was an Army Jag officer for 24 years, and so she's got she's got some really good experience. Um, and so if she didn't feel comfortable with it, she would let us know. So if that's a question you have of her, you know, I'm certainly >> person or be kind of like us submitting. >> She works out of our office and so you can just call her. >> Yeah, absolutely. So I don't in in my tenure,

115I don't know if I've ever had our attorney have to go to a district, but that doesn't mean she can't, you know, per se. So but she's out of our office, so absolutely. >> And plus, we have Melanie, too. >> Yeah. Yeah. >> Yeah. We we want to make sure you're covered and we also want to make sure that um the like I said the underlined pieces are the board friendly pieces because they're going to come your applicant's going to come with superintendent friendly contract as they should and then you have the fun of negotiating and and going through all of that. So >> So when's this negotiations start? After announcement? >> No. So that would be before the announcement. So you have let's say you can >> agree you do your first round you

116do your second round and let's say you want to offer let's say you interview two people for your second round and you want to offer and start the contract negotiation with one of let's say person with Bella you want to hire Bella Bella brings her contract you bring yours you guys work it through it and maybe you don't agree if I also interviewed with you haven't told me yet that you're not hiring me because then maybe you guys can't agree and then you're going to come to me I need to know that I was your second choice. I just need to know that, hey, I'm an option, you know, and that that we're going to have that conversation. So, that's why we also recommend you don't send those letters of regrets until you've have someone

117has signed on the dotted line because you you don't want someone to know that you're that they're your second or third option either. So, um and maybe the second option was the better choice for you anyway, but you might not know that until you get through. And I've seen I have seen things stall in contract negotiations. The salary for your superintendent is public. uh you know and so it's sometimes it's salary issues, sometimes it's benefit issues, but you all have those negotiations before you make that that final announcement. >> So things things that would come in to that would be like if if they're moving from somewhere distant, >> how how long or if at all the board covers while they're looking for a house and >> Yep. that would all be spelled out in

118the contract, >> things in storage and things like that. Just want to make sure it's not a year long and >> absolutely. Yep. Those are all things to think about. And then also, um, if, like I mentioned, the relocation, if they will be required to live here before they sign or if you're going to give them six months or if if residency isn't going to be a requirement, you don't need to worry about that. But I have seen some boards say, well, and it's in here, you know, if you don't establish residency within X, Y, and Z, then you're this is void. No void. >> Exactly. So, yep. So, that's all spelled out in or the samples of this is spelled out in here, too. And that's why I would take a look at your

119current superintendent's contract so you're familiar with, you know, what what the previous board agreed to and what you've been operating under just so you have kind of a a basis. Some will look and I don't I don't recall exactly the the process, but some will look very similar to our contract. You know, they'll say there are some some small minor changes and and whatnot. >> Second meeting. >> Yes. So the second meeting is when we will come back to you and present you know we'll we'll spread out on the table and present all sorts of information to you. You will know who you are uh interviewing after that second meeting. We have that tenatively set for December 18th at 11. Does that work for everyone? >> Yes. >> And that will be um in a

120so you'll open into open. We'll go into close. We'll discuss our applicants um in close session and then you'll need to go back into open and certify. And some boards when they choose to um to go back into open and certify if we already know our interview dates that is sometimes when they choose to make this announcement about interviews that's on page 58. So if if you all are able to give some of um get some dates ahead of time or get some dates that you can bring with you to that meeting then you'll be able to make that announcement. That announcement on page 58 does have to be made at a public meeting. I have seen some boards that just have to call a special meeting just to make that announcement and then go

121home. And if you have to do that, you can. But if you can combine it with another meeting, that saves you a trip a trip down here. >> Notice the closed meeting. >> Yes. >> Yeah. That >> But we just give them a range when we're going to have that. >> Exactly. You give them a 15-day window. One thing that's >> not the specific date. It's a 15-day window. Now, one thing that that adds a little bit of complexity to this is that the 15-day window starts the day after you announce it. So, I guess that wouldn't so cancel everything I just said about announcing that day because if you're not interviewing till January, you're going to need to have this meeting again or a meeting to announce >> it's very easy and you can

122even do it at one of your meetings if it works out with the schedule. Yeah, some boards interview like the next week after we meet with them, but you guys will have a couple weeks in between. So, >> which I think is smart trying to schedule you guys yourselves over the holidays, your applicants over the holidays, it's not it's not going to happen. So, >> okay, I believe that has covered most of of the book, most of our information. Um, oh, one thing let me because page 45 talks about um, Revelis is our system. I say Revelis, they say Revelis, whatever you guys want to call it. I just call it whatever you'd like to, but it's a system that was created actually by a state association just for superintendent searches. And so it's a

123very I think it's a very user friendly um program for both you and for the applicants. So if you look on page 48, actually I'm sorry, 48 has the screenshots of what you're going to see. And actually Bella, do you want to go over this or do you want me to keep going? >> Um so like Sam mentioned earlier, you'll get login information sent to your schoolboard email address, not to personal or SBA. it'll be sent to your schoolboard address. Um, and that'll be sent about a week before the deadline of the applications. Um, so if you would go ahead and log in once you get that information. Um, and I'll send you guys an email as well after I send in the login just so that way you guys know when I've sent it.

124Um, in case you have to check your junk. Um, but go ahead and try logging in before and setting up your profile before the applications close. So that way if you have any issues logging in, I can help you out before. So that way um if you know it's creates less havoc if you're trying to uh access them on December 11th and then you haven't signed in yet and you have issues. Um but there's a support ticket that you can put in if you have any issues. Feel free to email me if you have any issues with um accessing anything. Um, and then again, you won't have access to view the actual applications until 9:00 a.m. on December 11th. >> And they'll have attachments, all of the subject. >> Yes. So, they'll have you'll be

125able to see everything. So, you'll be able to see there's like a files tab. So, some applicants will upload um like their letters of recommendation there or they'll upload their transcripts or things like that to the files tab. Um there's also a section for their letter of interest and their resume. Um, so that all of the information that they submit, you guys will be able to click through different tabs and view >> and then like I mentioned, you will see their references. You'll see phone numbers. Please, please, please, please do not call them. That's what you've hired us to do. So, let us let us call them. Like I mentioned, you can Google them all you want. you know, take a look at all the information, but please let us be the ones that are

126doing those reference checks. So that way when we're presenting the information, you all are hearing it um, you know, together as a board because I don't want, you know, I it's very difficult when one board member knows something that the others don't. >> So I want to ask you something. If we were doing research and we want to make notes through what we found to share with everybody is that possible through the system, we have to do on our own. >> I would that's what I would use this book for, too. And then just keep this book with you throughout the process and then when we're in close session we can we'll talk through what we found and then you guys are welcome to say hey I found a few things etc etc and then

127talk through it too. Yeah absolutely >> and then you guys will be looking at the questions for the survey and then letting Kim >> Kim know when do you you need that when it's like as soon as possible. >> We end up meeting Friday. you need it. >> Deadline for surveys is the 31st. So, let's see. That's the deadline. Public hearing. What did we say? We're open. We're >> Well, we can we can look over >> whenever you guys whenever it's ready. >> Yeah, we can look over these questions. And um Yep. >> What's today? the 80s. If you guys want to let know by Friday. >> Yeah, I mean I can look at this Friday. This Friday. >> Yeah, that's um let him know. >> Yeah, Friday's good. Friday. >> So, you need to

128get them on Friday. >> Yeah. So, it would be Yeah. Just so that way we have enough time to get the surveys out. >> We want to get survey out this week then, right? >> I would. I would. >> Okay. So, let's say Friday morning, just kind of give it to Kim and she can forward it and by the end of day >> Yeah. If there's any big changes, there shouldn't be any big big chang. >> How are you with with your day on Friday? You're going to be able to do it. >> Um >> graciously >> I That's terrible. Wait a minute. >> That's what I'm saying. Like it might be >> or do you just want to let us know tomorrow? Like if you guys want to look over these tonight? >> I

129can look over them. I mean >> Well, this you know what this week is bad because I'm I'm doing my company's payroll. So, >> I mean, I like having the open question. Let's send it. Are you okay to send it to you? >> Yeah, I'm okay. >> Can I do Can I have you do that? >> Yeah, I can do that >> because I have payroll and I'm going to be bogged down. Yeah. I don't want >> If there's anything specific we like we've already changed the >> citizens of We got Yeah. If there's anything different, send it to Jimmy and then Jimmy can send it on. >> That way I don't wake up in a panic. >> And I'll run it by you before we run it by you before I send it to

130Yeah, we're good to go. We'll review tonight, get it to you tomorrow, and then you can shoot it. >> Just a quick email if we're good to go. There's something specific that has to be in there. I mean, >> and then once So, Bella makes the changes, it changes it live. So, the link that's in here, you know, Nicole, it's live. So, the link won't change. It'll just be the content that changes. So, don't advertise it yet, but once you if there's no changes, >> then you can start advertising. Can you like >> to or both of us, but Bella will be the one that does it just >> just in case. >> That's right. >> So, what do you guys think as far as Nicole to notify the tech and everything? Start preparing the

131campaign out to go Friday when we get the green light that's live. >> Yeah. And and I'll I'll email you guys with an updated all of the stuff. So, like I've updated I've been working on the updated draft timeline. So, I'll send you guys the updated timeline and I'll update the news release as well and the copy of the >> So, the news release would go out Friday. >> That's up to you guys. Yeah. >> On Friday. >> Yeah. If we get stuff to Jimmy, he's going to update. They're going to update. >> Yeah. So, everything go out Friday. Yeah. That's a good And then Kim, there is a quote. There's a draft quote in that news release um for you that we just wrote. So, if if you guys want to work with your

132PR team or whomever so that way look at it >> that Yeah. have your have your team and you'll want to put it on York County letter head and all of those pieces too. So >> you like it? Yeah, it's pretty good, isn't it? >> That's probably what I would have sent myself. >> So that way you have that. So let's just go over the timeline super fast and I know Bella had done that. Um so just so you all have it. October 27th, so we have October 8th, which is today. October 27th at 7 o'clock at your board meeting will be your public hearing. October 31st will be the deadline for surveys. November 5th at 11:30, you all will meet in public session to establish your qualifications. You will send us those qualifications by

133November 7th. We will open the application window November 10th and that will be open through December 10th. And we will also make sure that it's noted that it is a Wednesday. Our second meeting where we'll come back into close session will be December 18th at 11:30. again. We will come back and we can talk if it'll be here or wherever it'll be. >> And then um >> so the 18th was 11:30. >> 11:30. >> 11. I'm sorry. Did I say 11:30? I apologize. 11. And we do I would give you give us at least two hours of that meeting because again if you have 20 applicants and you want us to review all 20. It's going to take some time. So um and give yourselves at least two hours. We'll go through some schedules um

134for interviews and things like that. So, and then interviews with candidates January, February, and then announce when a person selected also listed as January, February. Um, and again, if you're going to interview 10 or 15 people, maybe we need to push that to February, March, but we'll talk through that. And this is more so your applicants are going to be when are they going to interview? When are they doing this? We can say interviews won't start until January. They hope to make an announcement by the end of February. So that way it's just it's letting your your community know and your applicants know what's your timeline look like and where are you all within the process without disclosing you know oh we've interviewed seven people and all of that >> when they submit applications that

135that that's through this system they >> yep everything is through that system so if um yeah >> do we have any questions I'm sorry >> I'm sorry >> no no no that's okay you guys okay and I were talking about dates um what we needed to do planning. >> Oh, it's a plan ahead. No, that's perfect. Um, I just want to make sure I didn't mess up. >> No, you didn't. Um, so that's a that's a great question. So, if someone let's say somebody emails the schoolboard office and says, "I'd like to apply for for this. Here's my resume. Here's my cover letter. Thanks." But it's not going to be considered until they put it into the Revel system. So, if you get any emails like that, Miss Hol, send them to us. If you

136guys get any emails like that, send them to us. And if we get any emails, we send them the link and say, "Thank you for this, but you will not be considered unless you upload you must upload your information into this system." >> Right. When you when you say send them to us, send them to you specifically. Yeah. Okay. So, we'll need your contact. >> Whenever you send us this update, can you put all your contact information? >> Sure. Absolutely. >> Sounds good. Thank you. >> Y >> and y'all won't be here for the fifth for us to meet for the qualifications. >> We will not. >> We'll just decide those and then send those to you after. And Nicole has the word version. If you if you love this one, she can make edits

137to it or however you want to do that with this. Um or if you see one in the book that you want us to send you the word version so you don't have to retype it. We can certainly do that, too. We want to make it as easy. >> So, we make it simple if we want. Just go over that and then add add or delete whenever we need. Y >> that way you're at least starting with something and then you can make tweaks as you need to >> and then Bella will make sure that she's got everything updated and send it to you all for review and then it'll go live on the 10th. >> Okay. I know it's a lot a lot of information. Like I said at the beginning, if you have

138questions at any time, please let us know. Um and we're happy to to help you help you through anything. >> Thank you. >> Absolutely. >> Thank you so much. Um it's >> 11:30 on the 5th. >> All right. Well, thank you um Mouser and Miss Corvo for uh today's information. It was really helpful. And uh anybody has any questions and meeting