##VIDEO ID:DPW2qxj_NBo## e e e e e e e e e e e e welcome to this working session of the Lakeville Area Schools Board of Education for attendance purposes we'll all go around and introduce ourselves and then say our role Kim Baker chair Judy Keller her Board of Education Michael Balman interim superintendent Terry Lynn Board of Education Carl Anderson Board of Education Brian Thompson of Education Board of Education all right so items that are on the agenda for discussion tonight include the RFP process for the superintendent search and then reviewing our appointment process to fill the vacancy for our open board seat um so we'll go ahead and open up the floor for discussion on the RFP process uh we did have um if you have your iPads with you we have the proposal or at least the uh one that we have on file was sent out on September 10th um that we can look through and kind of decide like what changes we need to make obviously dates are the first thing to update um but that's also something that we need to discuss so this pluged in i' like it I'd like to back into the dates as a secondary component I think the first thing is to make sure what are the activities and the tasks we want to be included as part of this superintendent search and then from there uh go focus on dates that that would be yeah can you be a little bit more specific on like cuz some of those things are going to be determined by like what search agency we choose and then um the like the process that they you know put in place with us so yeah the the RFP would go out first and then you would decide from there which search firm to use because they all have their own processes and timelines so that would be necessarily decided by us other than deciding which search firm to use because of which process we prefer so so a couple schools of thought here I think last week I uh at the last meeting I suggested let's do a blanket RFP process just saying that we are looking for someone to help us with this and they would just give us information for us to then pick and choose what we like what we don't like um you know in hindsight to that uh there might be more value about more value for for us to decide what do we want in a in a process and generally those are the require the business requirements or the those are the requirements that we would want to then put out into rfps and then vendors would reply back saying can they or can they not meet to the requirements that that we're looking for so there's two ways of think about it but again I'm not well versed in the process to know what I should be asking for uh versus versus leaving it open go ahead so my only comment on that is they're they're all so different that we aren't going to know what their process is um there might be a a processes that we don't even know about yeah so if we put limits on it I'd rather see each one's process I think yeah I think I agree with that so the when we did this a couple of times ago we did it with a specific RFP where we asked to give us a proposal right um for what they what we wanted and what they would offer and what it would cost and then I think the last time we did it we just did an RFQ just a request for quote so they could tell us what their process is and what the cost would be for those because um like Terry said they're very different but the other thing is is even if we asked for something specific in that RFP one they're just going to give you what they do and what their process is that's true and so um and I think what we get we we we received like six we received like six of them and I think we then figured out which one we thought would would be some better fits for us and I think we interviewed research firms and then if they didn't contain something that we thought we wanted or was important that kind of came out in the presentation answer question session to see if they could meet the needs and stuff so so then I would recommend that maybe we pivot uh the approach instead of for a request for proposal it should be more for a request for information and so part of that information would be we are in the process of looking for a search firm share with us what you would like to share what your proposals are whatever may be so it wouldn't be an official proposal we want to yeah and we did exact that's right and and then and then based on what we gather what we learn from that request of information we package or we decide we like this we don't like this and not every firm is going to be able to do the things that we may want to do then then we officially then send out a request for proposal based on the requirements that we need and then let vendors decide can they accommodate can they not and it may even be a vendor that they may not even send us a request for information it could be a vendor outside of it saying we can do all those things that you're looking for Board of Education so that that would be my recommendation if that's if this is the path we're going to go start off with a request for information we get we get it we review it and then we formulate a request for a proposal which is all of our requirements that we want and then that gets what gets out you only may need to do that if the information you receive doesn't seem to suffice agre so that's just a possible Plan B if plan a doesn't give you what you need y yeah what's the timeline on if we do an information an Roi and an RFP an RFP or RFI and RFP I think we want be mindful of like when we actually want to post the opening which um we discussed doing that um at least the end of of November like maybe that first week of December that was a recommendation it was it was a recommendation to have it open over the holidays um and that's the time of year that superintendents typically start working um so but what do we need for that and so and so because as I look through this and some of the guidelines and the questions here is is like you've got staffing firms and agencies that that pretty much need your job description and they will go Source candidates for you like like crab I mean not crap but this isn't rocket science it's like either has a job description and they go they find candidates on our behalf are we looking for this agency to do more than that because as as I look through this and I think from the last time we did a superintendent search did they do stakeholder sessions did they do all that stuff and so are we looking for this agency to do that in addition to just finding the candidate you know what I mean it's on here that says like yeah so anyway go ahead so we did but they helped draft what we were looking for in a superintendent if I remember correctly because they met with we did some stakeholder sessions you're talk after we selected The Firm you're talking about yes and then and then they helped us with the stakeholders to develop what we were looking for in a superintendent from our stakeholders students and board staff and community members and so they put that description together so to answer your question from the timeline I mean posting a request for information should need to be mosted than 10 days oh yeah and we should do it as soon as they all got their information and they're going toly it out to us and stuff but I think we went with doing a request for a quote because we wanted the information and the the dollar amounts to go with it so we could evaluate that perspective then we did not end up going to an RFP we I think interviewed three of them and found the one that would suffice to getting us the engagement that we wanted please send out a request for information and a request for quote at the same time well I think like a request for quote yeah ours was a request for quote and so they had to lay out what their process was and how much it cost I'll put that you can ask for for a quote for part of their request for information because they're going to say here's our standard package here's a good better B if you want this package it's going to be XYZ I think what I'm looking for is just a range of what this might cost and then as we get a variety of information then it's more of a buffet style of like we like this we don't like this and then we package our own requirements of for this is our request for proposal and then who wants to bid on this like that's how I'm envisioning like I said there everybody does it differently they aren't going to be able to meet some of those AR going to be the needs and they might be a good place right well then that's something that we have to decide because after why not just do the RFI RFQ or whatever and like we did last time interview those people and then make a choice on that why put out an RF another one but to his point though if if they they he may find mind that they meet our needs and we don't need to do that we only need to do that if they're not meeting our needs got it I would put that as a backup too then yeah and if there are things that we like as a group but not one vendor can do it and then we find out when we cement when we send that out as the part two the RFQ or the RFP uh and no one replies then that could be another indication that there is an inventor that can do these kind of things so then it goes back to a plan B so we're just that's our plan B got that makes sense so where where my biggest hang up is again this is my point of view is that while we get community input we could get stakeholder input we got principals teachers we've got um you know Union Representatives you've got City people you've got whatever um are we wanting an agency like that to gather that kind of information in this particular rout I don't have the answer I'm just asking is that normal is that just because we did it two years ago is that standard it's pretty standard well it is pretty standard only because if they're not doing it then the board is doing it and and for them to for us as a board to find the time to meet with the stakeholders gather the information and consolidate it it's very very time consuming that can't be a survey or huh that can't be a survey usually I think I don't know exactly how they did it cuz we've done it a few times and they've done it small groups and larger groups and some they did virtually so they do a whole but the whole process is very time consuming that's after you selected the the group The that you want to rep to help you after after the fact yeah so but but part of the request for proposal would be us aligning that that is a an activity that we want that this agency to do and most of I think yeah I think it's pretty standard the the only thing that I have again my biggest hang of so this is the part two of asking that question is while we can get a request for information and get vendors in while we can get stakeholder feedback uh again no offense to director Lind and and Judy you guys like like you're not going to be here after December and we've got three new board members that will be starting on January 1st and I think it would be even more valuable to make sure that those three individuals have a say and what they are hearing and what they want in a in the next superintendent so between November and December if we find a organization they can go do the community stuff but that needs to come back and I guess I would agree and disagree with you at the same time I I understand that they want input but I also feel like we need to get this process moving we don't need to get this process we have an INT superintendent no no no no no we need to get the process moving I feel because there's not that many people out there ear they're not officially board members yet but we can ask that they be met with and they can be part of the process and meet with it and my guess is if they're going to be making this decision and stuff that they are going to be sitting in the audience following the process and being part of the process so that would be up to them to make sure that they're into it but we can make sure that they're part of the stakehold so if we're having let's say work sessions you makeing it up in December around what the board is looking for in superintendent uh would it be reasonable to invite the three candidates who are going to start in January to be part of those discussions no they don't have any they can they can observe they can observe they're not participating so can't participate till the board is just going to be part of the stakeholder groups and then the the newly elect it can be a stakeholder group and then you got the teachers and you got the students and all that it all comes together but half the board is going to be different on January 1 yeah but they're going to be part of the input just like we're going to be part of the input okay I mean everybody has part of the input and and it all does nobody weighs any heavier than the others it all comes together and gets Consolidated into yeah okay all right well and I think it's I I will just say that I think it's helpful to have with our current board a mixture of people who are relatively new and also people who have a longer history in the district and kind of have a different perspective and lens on this too that would be my I mean it's not that the new board members are not part of the selection process that's going to they're going to be front and center with that yeah I don't think it's as important like the RFP I don't think or you know this kind of thing whatever we decide to go with and I don't think I don't think SE ageny like as big of a a deal as choosing the superintendent which they will obviously be a part of because that will be when after January will be when those when those things occur so um so I'm comfortable moving forward for a request for information as like a stuff and a quote and a quote and then we can then come back and revisit timelines and all that stuff like I don't think it's I think it's premature to talk about timelines cuz when I don't even know what kind of activities we would be doing oh it's absolutely premature to talk about timelines yes yeah cuz that will really be set up by whichever whatever the agency we decide to go through and what their recommendation is based off of what we want but we would want to have an idea of when we're wanting to um post an interview and those kind of things yeah the timeline that they have here on this RFP is request for the proposal when it's distributed um when are the vendor questions due by when is the proposal due by when is the board going to review that proposal and when are we going to pick the search firm so when you look at timeline you're not determining like this is when we're going to hire and this is no this is the timeline for like picking the search agency um that's in the RFB now you you sent out the other RFP right no no I what the thing that didn't you write the RFI last time Oh I thought you meant like currently no she did it's she sent it to us it's yeah I'm fine with just sending that out unless there's some changes you want to make I I don't I don't feel comfortable send sending this out just because it is very detailed that has to be edited because we're not we're not going through that level of detail no information that's fine yep well then I you wrote that so my suggestion is that if you don't mind you put together an RFI well I think can I Brian can I just see yours okay for a second so we need just send an email like hey send me your information yeah I'll we put together P have to do next Friday yeah really all we need to do is establish the timeline and the process and the process is not this many bullet points because we just do the timeline and say we are just selecting this and we're going to have a firm decided um for presentations whatever so I think all we have to really do is to establish this I agree yeah all right cool are we are we good with that decision for now right but let's work on the dates so that she knows what she needs to put on here well I don't think we want to add dates I think the question is let's get information first and then there we're going to we have to have something for the vendors to know that we're going to when they have we going to send when are we going to send it out got it let's send it now and they need to send request for information is due by like in two weeks like the stuff is generally stuff they already have yeah we need to do we need to put that out there all right so let's look at the calendar so let me pause and ask interim superintendent Mr Bowman any thoughts guidance input on this topic not no not really I mean I if you have the archive data and you've done the research on the past practice with the last two events uh should give you all the information you need I it's not really rocket science right right okay calendar so Judy when do you think you could have this completed to be sent out thanks Derry you said it was only a page long if you don't mind well today's Tuesday is this something that we have to officially vote on saying we want to officially s something no all right I mean she can send out a draft if you want to look it over well not to me but I don't know if it was needed to let folks know we're going to send this out and and then when we do send it out like who do we who do we send it out to how does it get how does it get communicated oh it gets out there it does well so it it gets out there but we have a place on do we have we have a place on the website that we post our do we have do we have that where we post rfqs and PS and stuff right I have to go look I know we used to have that I can't swear we have it now we can post it but then we can also send it out to you know like firms that we've used in the past to make sure that they get it but I'm sure they're watching for it so do we want it to go out if they're not watching for it you don't want them I know that's exactly what I said cuz they're not doing their due that's that's what I said they know that it's out there so if we just post it they should be watching for it well because I don't know what's on your plate in your non School Board life let's say next next Tuesday have something I'm saying Monday the 7th I think we should have it posted up or something like that I'm taking care of and then when is our next grandkids this weekend but I should be able to find it so if we get it ready to post on the 7th and then it goes for through the 18th they have to have something in that's two weeks and then we be able to yeah and they give them two weeks now when is MEA for us because we may not even be here well that's the 18th it's not till the week after the 18th got it and then when's our next working session because then we'd want to tie that to when we need to have it by uh we don't have a our next working session is next week and then we have a regular board meeting on the 22nd on the 22nd so we should probably have a session to talk about the stuff that came in yeah so could we meet before the board meeting on the 22nd uh we have stakeholder sessions and so comment public comment yeah um we can do it on a different day I mean well or we could do it I mean depending on what's all on the agenda for that meeting we could do it after it's a quick board meeting that's true we could just do a special meeting after the meeting's over if it's a quick board meeting looking at the superintendent room if it's a quick board meeting we could do it afterwards that's usually up to us whether or not it's ackard meeting sorry okay cool we made this far so 22nd at a working session after we'll review them on the 22nd serson and then um are we going to we got to let them know then we'll have decisions made and then we'll do presentations the week of can we do presentations the week of the 28th so that's like you invite a few people to present yep a few firms are we going to have enough so I would like the information ahead of time before that meeting versus getting the the information that day we do have a fifth Friday we're going to get them we're going to get the responses in by the 18th but on the 18th and then and then we're going to meet and discuss some somewhere on the 22nd okay and then them come in and then that gives then we notify them and they can be here the week of the 28th we can do so so the week of the 28th there's um a community presentation for the 29th 29th um Halloween we do the 28th and 30th we could do two one night and two the next night yep well I want to pause here because if we're getting this information and then we're reviewing it together as a group on the 23rd uh 2 the 22nd is the intent of the 22nd for us as a board to come to consensus of what we want as part of the request for proposal that's only if we need it no I because I think what we are doing here are we going to be bringing aren't we going to um Identify two or three to come present to us and ask questions because we may not have to do the RFP so that's we do presentations the week of the 28th and 30th like we do let's say we do four of them we do two one night we do two another night back to back and we just have our questions answered then we decide at that time whether or not we're moving forward with somebody or if we're going to do an RFP that's fine I'll just roll with it well we could also like if we get a bunch of stuff the week before where we don't feel like we're ready to invite anybody we could oh he's delate scratch those timeline where says the decision let's see but this is request for I know go on the we going to do that request for information it'll get sent out on the what they say this 8 7th you can have this we don't need to do any of this other stuff we're just going to do when we do presentations the week of and then from there we can let them know at the end of that we can send them all emails saying we're going to do request proposals and that's what we're looking for or we're going to move forward with you yeah yes sir right so then do we need a quick working session on the 30th to decide that decide what well we'll be already meeting so we last one we're we'll be that would make sense because that would be the last pres presenter and then we could talk all right okay and we'll actually probably decide when we review them on the 22nd there may be the only two that we're interested in and we can get them done in one night and we'll decide whether it's the 28th or the 30th or something like that okay so cool that sounds good um so would you send a draft out to the board just as you get things done this weekend yeah every every you're talking to her and you're looking at me and you're looking at me like I feel really guilty suggesting that I'm just my mind are right I'm trying to figure out his last suggestion was let's build a pool just kidding just ribbing you boss yeah my grand kids and so I either I'll do it sometime on over the weekend when I when they're in bed or something but I'll get it out okay perfect thank you J I'm just trying to figure out I know I'm just I can't remember where I actually have the draft draft it's on my computer is it no oh I was going to say cuz yeah you have it somewhere I know I have it well I got a different computer now well you know I I volunteered you cuz you did it before totally fine I have no problem doing that it's easy enough I just trying to think of where it is cuz I got a different computer now so we're good with that one huh for now right sounds like we are good with that one so we'll um we'll go ahead and move forward um I'll follow up with Kim Elson to make sure these get posted she's out of town right now but um well we should have something in the update this week that just says that the board has decided to send out an RFP RFI RF RFI rfip whatever yeah RFI request for information right right um that goes out to The Community right don't we do that weekly update sure yeah yep all right okay so next item on the agenda is the review of the appointment process because we want to work on filling that vacancy um last time we met I passed out a application from the last time that we had a vacancy um and how what that process looked like I also sent out a sample application from msba with some interview questions just to give you a little bit more perspective on the process and different ideas for questions and considerations can I Al go ahead can I also throw something else out that we didn't discuss last time that I thought about afterwards that we should discuss sure so last time we were trying to decide whether to do the appointment earlier or later we were having that discussion of when to have if we have that process earlier it's literally overlapping with the election we don't have to go through this application and interview process if as a board we agree and announce it to the community that we take the fourth largest vote getter and have them appointed so I'm not aligned with that because there may be more people that might have wanted to run if there were four seats versus three I don't know uh but it is changing the rules and well it's not necessarily changing it's not changing the rules they all have everybody had an opportunity to fill the seat we had nine people put their names on ballots three will get elected and the community will be voting for those individuals and the fourth largest vote getter would then fill that seat and that would be a community decision versus but only until they have to be elected it's only for a year Carly can I ask you how you feel about that because you were actually in this exact same position and you were the person that got the second largest votes and there was an appointment process going on not too long after that like how how does this whole thing make you feel because I think that's important I I mean I think it's the if if we were to think about um letting the community have the say which is how I felt about it before I mean we differed by 1 point something per in terms of the vote outcome um and so to me in that situation the community spoke and it wasn't I wasn't appointed da if Dave were here he would be saying he he's sorry again but um what did you say I said if Dave were here he'd be saying how sorry he was again but um I feel like it's what I feel very uncomfortable with and what I've said the whole time why I wish this would have been vacated prior to the filing deadline is so we could have another seat put on the ballot it feels much better to me to have the community vote on this than us M so I feel like it's ises it right wrong in your mind does it right or wrong in your mind right or wrong with me no but it I mean that's in the past be the same thing it actually was quite a bit later wasn't it it quite it was quite a bit later in the year wasn't it uhuh no no it happened like right away in January really uhhuh huh but I I think that it's an opportunity like none of us know what the outcome of the election is going to be so in that way like let's let's just let's be honest if we were to wait until the election to make our decision then it can look like depending on how people feel about the outcome of the election that we're swaying our decision based on like what the outcome is to be fair we say none of us knows what this outcome is going to be the community has a voice and we honor what the votes are I would be in favor of that I would be in favor of that too because it just makes sense and it's not like they're there for four years so they they're not and the other you know it's kind of similar to what city council had to deal with and and they took some heat because they were appointing somebody right after the election that's right and then that that next highest vote getter was just within you know I don't know 30 votes or something like but he was the wrong party but but I mean it's political I mean I mean I me so with all of that being said it truly does leave it up to our community to make the decision on who to go forward with and you know we've kind of removed gotten removed from really divisive elections right now so I think it's you know it's um it it just a a suggestion that I throw out cuz literally this timeline is overlapping with the election what do you think Kim I think if we follow through with a typical appointment process no matter what we decide someone someone's going to be unhappy and someone's going to read into whatever decision the board makes being if it's after the election and we're trying to sway our decision um it's safer to do it before the election right I guess when I look at it I'm I'm trying to avoid anything that continues to divide our community because I feel like it is very divided um can I ask how will that divide the community if we don't know who's going to be I'm I'm not saying that's not what I'm saying what she's saying no I'm saying that I would like to avoid anything that continues to divide our community and I feel like um any decision that we make after the election is going to be misconstrued on what our motives were or you know and I mean I not that I'm a prisoner to the narrative that happens because people are going to say what people are going to say um but I also appreciate uh letting the community decide like I don't want that decision I've never wanted that decision like I feel like we're elected officials for a reason um the community elected me and you know I I hope that I do my best to represent them um and I think as as a person in that role how better to represent your community than putting that back on them and saying you decide so and with logistically too I mean you you have four people coming in in January rather than three they all start at the same time all start at the same time I mean because if we do say that the fourth vote getter largest vote getter is appointed then that 30 days is not starts we still have to do the 30 days but then that 30 days starts you know November 8th or whatever November start earlier and well technically that one person would start earlier because you after your 30-day period correct they would start in December I think though can we say that the fourth largest vote yeah which is fine I can't because it' be eight people in the board no no no no no no no it wouldn't it because that vacancy is for a seat that's not it's already empty oh that's right yeah so you just have to wait 30 days to see if there's a I think we have to say a conflict or someone puts protest Community protest or whatever and then and then that 30 days goes and then they would be seated after 30 days so like if we say that the fourth largest vote getter gets it and would be then appointed we could establish whatever that date is and then it would start 30 days after that and then that person would be seated on the board and would pretty much on board with the other board members yeah December is quiet in general yeah it is I mean I don't I don't mean it's quiet I just mean like it's never quiet there's not I don't feel like there's not there's we're just going to have a lot going on because the super intendent process but that would push one person up to be more involved in that process right now yes so that was just something that we didn't discuss the last time around I like that approach I think it meets your needs Kim and mine too because I I don't want the division either and there will be and and and the public selecting them just like they're selecting the other three well like I said I I feel like uh speaking to what Carly mentioned how um the resignation was later so then we you know couldn't put it on the ballot um it is on the ballot then right so and you know I appreciate the work that you put into this Brian and but when looking at this like for instance with the January 7th the board will vote on the appointment then that means that that person if that appointment is voted in that person would sit for 30 days and wouldn't officially be seated until February 7th so they wouldn't have the opportunity to be part of the organization meeting or any of the new onboarding stuff or you know selection of the superintendent basically too because that's you're getting down on the wire there well yeah the superintendent might be already could possibly be done or close to being done and stuff so I guess the appointing them four largest BG then does this meet the legal statute of um appointing as soon as possible well I mean I would think so faster than this process it it's sooner than this and we've and we've Comm if we communicate it out to the community they know what the process is and that it will be appointed by pretty much by them mm your opinion uh well I I'll put the appointment process together here I can talk through it or not um I think you should talk through it I think that's fair okay yeah so here's eight pages as you guys asked for me to put together a timeline sorry Brian we didn't ask for eight pages so the state statute does say that again we do we must F must be filled by a board appointment at a regular or special meeting uh it does not State how we go about in doing that and so there is some uh probably some ambig around that space and then the second bullet that I'll highlight is that a special election is needed to fill uh the vacancy must be held no later than the first Tuesday after the first Monday in November following the vacancy again it doesn't say when the special election has to be done or if it's the first one or the second one or whatever it may be it just says a special election has to be done before the next election cycle well that just but that would be this year no after they get after they they're Place have to run too close to me you're rubbing off I'm rubbing off on her so a couple bullets that I wrote was that uh by minimizing the no November 5th election disruption any mix messaging vote Yes XYZ that's just one less thing for the the voting members have to think about um I want uh because the community members haveed the board of directors uh they have entrusted those three individuals along with the existing board members to appoint the seventh board seat uh so they are voted by the community members and they are the one that will be voting on the superintendent and so forth so the timeline that I had here was we would review this document we would vote on the uh the appointment process the district would then post uh the open uh position for 3 weeks starting on November 11th after the election uh it would close after 3 weeks December 3rd we shall uh the board will review the profiles have them come in for candidate interviews or so sometime the second week of December and then the board will appoint that individual on January 7th so if you go to the next page getting a little bit more into the details on November 11th the school district will post uh for about 3 weeks again after the election is over the uh District website there' be a designated page email Communications to go to the public uh and and while this is where it gets a little uh unknown for me is that while we've got Communications to parents who have students there's about 60 70% of the people within our community don't have kids so how how are we making sure that those individuals are aware that there is an open seat that they can apply for it and they can play a part on the seven seat uh there's a school district newspaper that they go out I don't know if it goes on the sunpaper it's almost like a job posst scene XYZ uh and then other communication methods but November 11th in my mind while there is a focus on School District Communications uh I'd like for us to make sure that we emphasize and there's a a targeted effort for non-school district related stakeholders to be aware that this position is also open uh so it's open for 3 weeks uh school district will then sh uh will shall I don't know that doesn't make any sense all appointment profiles so all applications that get submitted will be then be shared to the district uh uh and then also to the school board members and then all applications will also be posted on the website so that everyone knows who applied for it that way uh for full full transparency uh qualified candidates for the appointment according to msba you got to be eligible voters for1 uh and have to be live in the school district at least within 30 days uh the application information so this is where you got lots of things that this is where we'll have to talk through yeah because I I would think that some of this is personal information and we wouldn't want this part of the application posted on the website so according to msba it says the application will be developed by the chair superintendent and Human Resources again these are just this is a suggestion the Board of Education will approve the application form applications uh applications are not applications for employment and the following applicant data will be considered public data so there'll be their name city of residence Education and Training employment history work uh volunteer hours Awards prior government service anded status so that anything anything that as a candidate would have uh all that information is is relevant and so uh we'll have to just double check if their phone numbers list is is public or not it doesn't say it specifically but it says the name of the candidate uh and other components so you've got that information so you've got uh the application form sections is just the basic stuff so this is where you guys can decide you can have all some or n none of these questions on the application form and so having them on the application form may give you a a preview of the candidates background skill set in determining who to bring in who not to bring in so there are 12 questions here that we could uh include in the application form such as why do you why do you like to why would you like to serve please describe your background experience with the within the community what experiences have you had in serving on either private sector or public boards how do you plan on to improveing academic achievement for student student growth uh and then some of the other questions is ones that we can use during the interview process so that you can be consistent but I think there might be value in having three or four questions in the application form so that you can then decide do I like to candidate or do I not like this candidate and because this is a board decision uh this will lead into your ranking and how the ranking process might be so on December 10th board members will not will will not deliberate or discuss the rankings with other members when that information is shared To Us by December 3rd but on December 10th we will then meet together during a working session and discuss candidate profiles share observations and then each School Board member will individually individually select their top candidates based on the re resumes and profiles that you received not to exclude three or not to ex exceed more than three the board will go through the selection process and then to determine who to bring in and so if Kim had liked candidate a dnf and Brian like candidate dvna uh names of the candidates that a board member would like to invite uh will be shared during a working session as we discuss the profiles only the top six candidates will be in will be inv invited uh for the interview process and so uh Kim has an opportunity to select her top three I select my top three Judy select her top three and then whoever has the most amount of tallies your top six would then be invited for the actual interview process uh if there was a tie for sixth place uh then we would just bring them in anyway so you have a total of seven I think six is a lot so either that or it's you'd be surprised how many you are going to find and you can have a conversation on which one should we move forward with so that we're not doing more than sex and there might be instances where you really like a candidate and nobody else liked them and they were on the bottom so I do have like this Mulligan where like each K board member can have a wild card like one override just to like add I don't know I mean there might be if there's only like three that we all like would you call them a mulligan no I won't call him a mulligan but like Terry like I like this you know this wild card so I wanted to get make sure that if you didn't have a voice that you have one and but it's just one and so enough so that you can just one Wild Card just just just to include that individual so then we're going to let these candidates know and then they come in for interviews and so the week of December 16th and 20th the board will interview these candidates over two days over over 20 minutes and this is where uh the board members will take turns asking uh a set of approved questions and that can go back to uh the previous uh 12 questions that we have listed that I listed as an example you can pick and choose if you like them or not uh and then assuming those who have uh were elected uh based on November's results they are listening and engaging or I'm sorry listening to that conversation and the interviews because the questions that we're going to ask are going to be uh uh formal and standard so that on January 7th uh would assume that after the organizational meeting we can jump to the point of board board appointment on who they would like and then we can go ahead and um uh make that vote um I do have one here that's a little uh the process of electing that individual uh I wasn't sure how best to do this because if you had let's say out of the six candidates I got interviewed uh and then potentially a seven because if those was a tie uh like how do who who who is the one that says I like this person or I don't like this person do you does someone make a motion and then do we vote on that motion right away but then we didn't talk about the other five different candidates so how I ended up right breaking this down was that board members would rank their top three candidates of those that came in uh and then the top three of of all those that got voted then there would be a delber deliberation of the three different candidates Ates from there then the uh the majority of the board is required for candidate approval um and I think uh the final candidate receiving the majority of votes will be formally appointed by resolution of the school board and so that have a sample resolution yeah it's beautiful so that that is kind of the general flow again the intent was minimizing November 5th election uh uh ensuring that we are following the state statutes that it is appointed uh during a regular or special meeting uh and then more importantly that board members that are elected in November are the ones deciding who the appointment appointed person is so there you go very thorough you know you put a lot of work in this I appreciate that you did yeah I see this I see this something that you don't get rid of I would keep it because I process this is the process that's been used so I mean it yeah but I would so I looked at three other school districts AIO was the one that was the most detailed so I took a lot of components out of that but again the the timelines the dates and the process and and it minimizes in my mind how do you vote how do you decide who goes first blah blah and then everyone that's kind of what we followed I remember that the uh thing is for the next board member that quits in the middle of the Year this would be perfect yeah what I feel cuz it's this just like like we did what we did before um I like the November fourth candidate because it eliminates all this the four largest vote getter what yeah number fourth vote getter because that eliminates all that work you get somebody on early you don't have the issue of people being upset about it because their person didn't get elected I think I think this is something don't get rid of but I still think that November fourth so I am going to bring up because I think it I think when I listen when I when I think about the conversations I've had um with other board members um I I know that and Dave has talked a lot and brought up about how he felt bad about how it went for Carly but there was discussion at during that time about it um of course it was a different board I want to be you know there are two members that are on that board here but it was a different board um that people didn't feel comfortable electing the person that lost because the community decided that they didn't want that person yeah that's sure I mean that was just the conversation at the time and I just want to make sure that before we set ourselves on a process that we talk through all the Avenues so I mean that's you were on the board at that time I was and I remember that discussion and it so my my perception is that back to the fact that we really should have had four seats on this ballot and just because you're the fourth largest vote getter or the third largest vote getter and they're only taking the top two or whatever it is it's like the community did not not vote somebody in they just didn't get enough votes to be one of the top ones to enter you're not giving the community the choice you're not giving them the choice to select they four you're giving them only the option for three and that's where the Gap is and we're changing the rules halfway through that doesn't make any sense I mean if we share this with them now when they go to vote they know that they're going to be voting they're still only going to be voting for three people so all we're saying is that whoever that fourth look we had nine people that applied they are willing to put themselves out there that are doing three or four months of interviewing with community members to get elected and to me it's it's the fair thing to do um from a lot of perspective because that's how do you tell a stakeholder you get to pick four but you're only voting for three I'm not telling them I'm not telling them they're getting to pick four I'm telling them they're going to be voting for three and so but the fourth largest vote getter is already on the ballot has put themselves out there has gone through this public interview process and our community is deciding based off of the number of votes so that's that's kind of how I see it you think more people would have do you think more people would have ran and if they do another seat was open I don't know but nine people put themselves forward people so I mean everybody had an opportunity back in August to file we had nine people that stepped up and said I'm going to be part of the democratic process put my name in the Hat put myself out there publicly and run for a seat here's what we can do like we we still have to vote on an appointment process yes and if we want to put it on our agenda for the 22nd that we're going to vote on the appointment process and our process is going to be the fourth winner advertise that and see how much feedback we get from the community I don't know can we legally do that well I mean it's going to be in like our we make a decision there's nothing you vote on for the process the process just has to be agreed to and communicated I mean I think about the last two elections I can't remember um I mean when you think about the last two elections in terms of the the person who got elected and the person who didn't get elected being decided um in less than 200 votes out of thousands right so to me that's not someone I mean it is someone not getting elected in that situation but it's not a the community didn't vote for you right and so it's I just think to me it feels very very uncomfortable I do not like the idea of appointing someone with six of us as opposed to saying this is who our community voted for and again because none of us know what the outcome is there there can be no argument that we're making this decision because who we feel good about in the in the pool versus not you know what I mean I agree with that I agree with that if I didn't like the person let's say who came in fourth then after the fact I might not want to appoint them because blah blah blah I think the only the only caveat with the whole conversation is that the appointment is for this year and then they still have to run any an election for next year yes based on how the statute is written yes they do mhm yep well and that's why it's the fourth person right and so and if if we follow a timeline like this then they're not actually going to get seated until some sometime in February and then they'll be running again whereas if we just let the fourth largest vote getter get the votes or get selected or appointed then they're going to be seated in December they're going to be part of the thing from very beginning and we'll have two months of it's the equivalent like you said of it being on the ballot yep which it should have been yep instead of being catchup or behind the other new board members will'll be alongside the new board members so so if we I guess I'm also going to say like when we have this conversation I want to be very um cognizant and aware of uh each board member that's their own personal decision I don't you know what goes into someone's life and why they decide or if things come up you know so I just want to say like we really shouldn't be say like it should have been on the ballot or shouldn't because that person was elected to that seat they were in that seat and I am not anybody like I'm not anybody's judge on on what's going on in your life of whether you know you should resign at a certain time or not that person was elected to that seat I just want to make sure when we were saying it should have been on the ballot because oh no don't say that ideally it would on the ideally it would have been on the ballot but I just want to be aware that um we do have a team member that you know had some very significant things going on of needed to to do that so um yeah I just want to I just want that I appreciate that so if if we go this route is that all you do is make a statement at the next board meeting Judy yeah I mean that's that's all you're doing you're making your you're describing what the process is and what the process is is that this board has decided that uh we'll have the community make a decision when taking the fourth largest vote getter our whatever that is so that that's what the process will be and I mean then with all due respect to the board you guys are going to have your hands full doing superintendent search stuff and when we were doing that along with the appointment process it's a lot of time and um and so and again you're really not going to please anybody if you try to do the appointment process cuz there will always be people reading into why and who gets selected and if if it really is the ballot and the community has voted well and I also think our focus should be on us trying to reduce the amount of work as a board member because we signed up for that right our our focus should be on what we think is best for the community right now what we feel is best for the board um and making sure that um our decision reflects that yes Madam chair I'd be remiss in not saying um you probably need to have a contingency plan for somebody who does become that fourth and doesn't want to serve in that capacity because you're announcing it now right they didn't run with that understanding so it's it's entirely possible they could say uh thanks but no no thanks so then what's second third and fourth order effects on that and I think my biggest issue is that I'm not I'm not trying to say this is not the right thing to do at all I just I think in contingencies and voters are were informed and there's a candidate of filing and and we even passed a resolution a month and a half ago that said there's only three seats available if there three seats that are open but there were only three seats available were only open at that time so statues gives the board authority to appoint and so I just want to be mindful that if you're going to go down this path if you told someone we're going to there are four people that were that are going to get in and but you can only pick three and then whoever the fourth best person is we're going to let go ahead and slide in the community didn't like people didn't get to vote on that fourth spot sure they they did they should they they should have the right to pick the fourth person you are not giving them that right I see what he's saying there's not C I get that there's no I think the alternative is they have no input into the process of the appointment alternative the board is deciding who the appoint the appointed person is agreed but they appointed you me they elected us elected us yeah I'm sorry they elected us they've elected the three and that is why in my opinion that the new Bard should be appointed the new individual if there if we have if if the if the community has elect us to hire the superintendent then hiring you know appointing the next board member is well within the scope of our responsibility well and I think we have to bear in mind again that we're appointing yes but that appointment is temporary and then they have to vote on it commun is still so I mean they're going to get to vote if I'm if I'm you know I just want to make sure that we're putting all that information out there I understand yep I mean this way to me the community yes or not voting for four people but every person that is on that ballot is getting selected by community members and if the top three are in and there's a fourth one like Carly said you know they're always really close within a few it's not that the community didn't vote for them they just didn't get enough votes to rise to the top but they are still elected by our community as one of the top vote Getters let's talk through this a little bit so if we um say we decide to move forward with this and appoint the fourth person and then this person decides they don't want it because they have to run again and they don't want to go through that whole process again which I totally understand they have to do the fifth then I think you down the list no no I think that the the backup you can do this differentiate going with someone who's on the fourth on the list than the fifth on the list if you're going to use that model you have to be fair and use that model wrong in that no I mean and now you're asking now you've told the community we've now put in the fifth person even though the fifth person making numbers up let's say the fifth person got 5,000 votes and the top three got 10,000 12,000 votes you now you've told the your community that your top three people that you got elected do not have the ability because that's what the community elected there's a reason the fourth or the fifth person got fourth and fifth because the community didn't want that person so it makes more when you want that person rep I take a personal offense the majority of it of of the democratic process said that we want these three people with these three mindsets with these three to fill the term for four years to fill the term for four years and part of that term is the responsibility to hire the superintendent and any other board responsibilities that come with it and part of that is the appointment of a board position and so when we are making these changes in the middle of an election telling the community community now in less than four weeks that we're going to you get four four seats are being selected that doesn't sit well but it's it's the fourth seat is only being selected for 10 months well see it's not about how the dur is it's the process of selecting that fourth seat there the the state statutes pretty makes it clear that the board is the one that appoints that now I understand that the reasoning behind that Forint process but the community those who are voting right now are voting for the top three they are voting for the three that are on the board they're not voting for four and if that were the case we should have four bubbles can I throw a wrench in your system yeah I just think it's important to discuss like all of the different aspects of this but um one thing that iar heard loud and clear from community members um for something that we did last year um well kind of last year was when we as a board used our Authority which we could at the time that was given by the legislature um to vote to renew a levy without putting it on a ballot now I know youve I'm not even going to go into who voted against that who didn't it was the majority the board voted for that um but we did hear loud and clear from the community that they didn't appreciate that um that they appreciated to have the opportunity to vote on it and choose that process now at the time there was a lot of discussion that went into that as a board as we were talking about you know our unassigned fund balance and how low that was and and the risk of having something on the ballot either way now we're saying we don't want the community to decide I I have I'm just I'm just weighing the weighing all of the pieces of the decision I have no issues with the community deciding but they're unable to decide because they don't get to select the actual fourth person there is no fourth bubble that they can s say now if there was game on we're fine no big deal but right now there's only three that are on there and then once the three whoever they may be are the ones that decide who the next board the alternative is there's someone who's appointed that could have possibly had no votes by our community like that's how I feel like at let's say someone gets appointed who didn't run didn't campaign didn't connect with the community in that way and that person gets appointed by six board members I just I feel like but is didn't Robin do that same thing that is what happened yeah yeah and and that and that is what happens across the the across the state because the state of because our community has has elected us three and the new three to make these kind of decisions but the community didn't like like that decision and that's and it happened with City with Walters versus Richard Henderson and they didn't like that he didn't run and that he was selected and appointed so the history of our community is that they like to have the say so and but it's hard for again it's hard for a member to say for it's hard for me to tell somebody we're going to have four but you only get to pick three and we don't give them that voice to pick the fourth but if you say either you get we choose this person as the next as the next highest vote getter because we're respecting that the community did speak on this level versus we're making a decision as a six member board if I'm a Community member I'm going to appreciate that if we make a decision to take the fourth uh highest vote getter that we're listening to the community that's my going to be more will influen that decision and sta six it has nothing to do with the politics of what happens which we know influences decision- making to some extent so like to me that's the fairest way the most equable way to do it that would be my opinion and I don't know how we go forward with this because I feel like we just have differences of opinion y that probably aren't going to turn around well I don't know we have three that agree for sure right pardon you guys agree with that and Dave's not here it just makes more sense to me it's only a 10mon appointment or I mean it's going to be longer than that and it's a one year thing it's not like they're there for four years I mean or 11 month it's an 11 month appointment pardon it's an 11th month appointment I think this is something that should be voted on so if this is the path we don't have to vote on I don't think we don't change what the proc or announce what the process is it just it just takes all the divisiveness out of the decision I agree and it takes and it's influence out of the decision exactly we don't have to vote on it but could we you know where I stand I know where you stand but Dave's not here but what but he hasn't been here for the discussion either right so he can listen to what though yeah good well so are you saying you want to vote on it on the 22nd even though it doesn't require a formal vote it doesn't require a formal vote doesn't mean we can't have one though why would we have one but then that we have to wait whatever it is two or three why would we have why would we want to vote no I I don't think we need to but and then we'd have to wait what the process is it would just kind of reflect more divisiveness maybe I don't know mhm it would be nice to get the the communication the sooner we can get the communication out if this is the direction we're going to go to share this process with the community sooner rather than later so that they do know when they're so the candidates know and so the the community knows that this is what we're looking to do can we make the decision at the next working session next week i' I think I think I just I mean this is the first time I've thought of that and it's a lot for me to process how about we decide at the next at the board meeting we have another session next week we do have a session on Tuesday that's what I said yeah that's sooner the better frankly I agree with you because I mean it's October yeah right and we have to get the the process out um I just don't also like one of the things that we've talked about a lot as a team is not making rash decisions or Rush decisions um and like I like she said she didn't think about it last time but she brought it and it's it's definitely an idea that I hadn't considered and I I would like some time to think about it if that's fair my only concern is the influence that happens in between but that can happen I I mean I I think that but I mean that's we make I appreciate needing some time to process have a whole week whatever you guys decide next Tuesday is fine I'll are you not here we have we have a whole week H we have a whole week here before we to announce it I mean you're going to you're going to announce it it's a board meeting I wait what am I thinking so next week is the 8th next week is the 8th we have a work session so she wants to put it on the agenda to have a final discussion about the direction we're going to move what process we're going to use so we can put it out publicly then I would say I don't think that's going to make any difference for Dave because I think he's out of town that week too he's what out of town oh oh okay so why don't we just do it now cuz it's lots of for me to think want she wants some time okay you want some time I I just yeah I don't know like it's like I said it's a lot for me to process and there's a lot of positives and negatives for each um process I guess and I'm just trying to think through that that's fine from my perspective I think we should I think we should vote on it next week as opposed to the 22nd because I feel like decision yeah because I think we should be getting that information you know I I'm in the position that if you decide that you're go go with it before next week that's fine put it out there from my point of view cuz you're the one that's kind of just you you need more time I get that but if you say Thursday I had enough time put it out there okay what do you think well there are three of us here who feel strongly about going that route yeah so then I mean I I do appreciate you wanting to if you have thoughts about it that you want to share with us that you might feel like would influence the decision that I want there to be time to process that yeah at the same time if there are three of us and I don't know I mean is this even well it's the our way of doing it but is it legally appropriate because if you're going to tell voters that we're going to use the fourth person for the appointment yeah and they may be like well you shouldn't because I don't get to pick the four on the ballot I know I know but there's only three on the ballot uh if I knew that you were going to point the fourth with someone else run making it up but I I think there are some campaign implications that might be a part of this election implications besides just saying we're going to go with the fourth um I don't know what other school districts do because that was one thing I wanted to look up and see if other districts had ever done that we should probably follow up with msba and say is this common do most people do this in this kind of phase um and then you know for those who say hey we're going to have this fourth person because they are the one that wanted to run um just you're not given the opportunity for before anybody else to raise her hand and participate because they may because it's an appointment process which which is an application the appointment process is an application process and so when you're bypassing that we take all the divisiveness out of it I agree but not the appointment process is what stat think like there is so the statute itself is so gray that I don't think we're up against anything legal but like I think what I'm hearing is that people need some time to think about it so why don't we just decide next week yeah cuz the the process is what we determine the process to be and that's really left statute is left at that open for us to determine what that process is right yeah we could we could sit here and say so we could we could just pick somebody right now right I mean the process's here darl so with that then um you know I think um I think Terry's concern which is mine is just announcing it as soon as possible whatever that process is to the community yes because as there um I'll do some research yeah but I mean if you want to wait till next suy find if you decide earlier send it out okay that's fair that's fair all right so um those are all the items that we have on the agenda tonight um just a heads up that next week we are having um our regular working session um on the 8th and I will make sure that this uh appointment process is added to the agenda if the decision hasn't been reached by that time um if you have any items for that agenda that you feel like the Board needs discuss please let me know um other than that we are done for the night so thank you everybody to you over the weekend sometime e e