May 27, 2020 at 6:00 PM - Called Board Meeting

Discussion:  Ms. Booher called the meeting to order.  The application window closed yesterday, May 26th at 5:00 p.m.  We have 12 applicants, nine external and three internal.  Ms. Booher has asked that the Screening Committee come to Central Office to work on the applications.  Board Members were also asked to come to the Central Office to view the applications and if that's not convenient, Mr. Trent will be able to send those through a secure dropbox to you.  Remember we will not be making copies.  If someone wants to come look they can. Mr. Pless stated he might have problems getting here by 3:00 to pick them up so receiving them electronically would be best for him.  There are five Board Members and seven committee members making the pairing for reference calling perfect.  A document will be prepared for reference questions.  They will be general, safe questions and will be sent to each Committee Member and Board Member for each applicant.  We would need to get started on the reference checks.  Mr. Pless asked if the meeting was streaming and that people couldn't find it.  Mr. Trent stated that YouTube was not working.  He also stated if it didn't start streaming in the next few minutes it was being streamed to the cloud and would be available after the meeting.  Dr. May asked that we get a general set of questions from Ms. Owen to know what to ask and not to ask.  Follow-up questions can get us in trouble. You may be tempted to ask about pregnancy, children, etc.  It would be best to steer clear of protected categories, classes, military service, etc.  Ms. Booher stated we should add a disclaimer to the reference sheet.  All Board members stated they could help call references.  

Discussion:  Ms. Booher stated that the Screening Committee will be looking at the applications here at the Central Office.  Board Members can access them through a secure Dropbox or view at Central Office. 
The Screening Committe members will be paired up in two's with Board Members to call references.  Ms. Booher is working on a document outlining the pairings. Dr. May requested Ms. Owen be called to provide a general list of questions and things that aren't allowed to be asked.  Ms. Owen will be giving feedback on the questions asked. 
 
Day of meeting:  First item on Agenda vote on director.  Dr. G. public notice was given.  Dr. G. more notice than what we have?  Rita to divide references tomorrow, May 28th.  Thank you to Nicole, Felecia, Joey and Dr. G. in helping us with everything.  Nicole closed survey over the weekend.  They're here at C.O. for you to pick up.  Mr. Isaacs: Asked if Board Members could see the candidates resumes.  Ms. Booher stated they could come to CO or they would be dropboxed via secure email.   Very important for them to see candidates and resumes.  Essential to have these. 



Executive Order #16, Governor has extended to June 30th. 

 

Discussion:  Screening committee:  How do you want the committee to choose applicants?
Mr. Isaacs:  Would like a recommendation from entire committee.
We need to give directions to the Committee.  We've chosen rubric from Board Policy as to what requirements and specifications are required for the applicant.
All internal people get an interview and we will call references.  Mr. Isaacs stated whatever the group as a whole wanted.  The Committee will work through the rubric individually and compile the results.  Results by next Friday, June 5th.

Discussion:  Social Distancing:  Several candidates are out of state.  CDC recommendations, etc.  We're going to have to do Zoom meetings for all. 

All Board Members can meet at CO, sessions will be recorded, interview candidate with big screen to see them really well and also using Chrome Books.  CO would host the meeting, interview then move to the next applicant.  We can be fair this way. Interviews will be uploaded to Youtube.  We have to make candidate available to the public.  We will use chat feature to allow public to ask questions.  Not a perfect way but meets Board Policy.  Mr. Pless:  Is there any consideration in slowing the process down to where we can do something else.  Is there a way to have an interim in light of where we are the importance of a decision.  Mr. O'Quinn: Does not like Zoom interviews.  We can wait and get people to come after we choose the finalists.  The 100 mile rule.  Dr. May:  it does change the dynamic of the interview it's easier in other ways.  You have visual your'e more engaged.  Everybody needs a clear audio and video.  No guarantee of whats coming in the fall....fear is the Corona Virus hits the big areas and hits rural in the fall with a bigger second wave.  Interim knocks that person out of being able to apply.  Ms. Booher:  really pushed to get someone in before school starts. There are no guidelines in the fall for how school is going to start.  We're re-writing the book every single day to start school.  We can't be behind the eight ball.  It's not ideal but it's where we are.  That person needs to be here from the get-go.  Mr. Pless:  Doesn't know if it's policy that an interim can't apply.  It seems really quick for the circumstances.  Ms. Booher:   Remembers search for Mr. Alexander and spent a couple months dragging everything out.  Interim policy states that someone that wants to apply cannot be interim but we can suspend the policy.  Meeting has to be posted within two days for public.

 

Discussion:  We will meet for a Called Meeting on June 8th at 6:00 p.m. to accept recommendations from the Search Committee and choose the number of candidates to interview.  After narrowing, we will draw each name to get the order of the interviews.   We would like to invite our new Board Liaison, Veronica to observe and ask questions if that is okay with everyone.  Mr. Pless asked if that would be for each interview.  Ms. Booher stated yes, we could give her five minutes at the end of each interview.  

Questions:  come up with three or four questions to ask.  Email questions by middle of next week, deadline of Wednesday, June 3rd at 12:00 noon.  Mr. O'Quinn:  Asked about nteraction with them.  Everyone will participate.  Dr. May:  definitely helpful.  Ms. Booher:  Asked if everyone was okay with the questions being asked this way. 

After interview time, short break.  Would we have another called meeting or work session. Decisions cannot be made at a work session.  Suggestion from Ms. Owen was to choose number of people.  Everyone write down top four candidates, Felecia to read them off.  Thoughts?  Mr. Pless:  Are we going to have a called meeting.  Rita:  work session, called meeting or just do it on the 16th. Dr. May:   Called meeting can take action and avoid a long drawn out thing. We should narrow it down to smaller than 12 people.  Then will be prepared for next meeting.  Danny:  How many do we interview from the beginning?  Interviewing three internal and possibly three external.  Minimum of ??? maximum of ???.  We can say a minimum of 6 and maximum of 8.  Everyone agreed.  Called meeting 8th and 13th.  
 

Discussion:  Voting has to be first item on Agenda.  Dr. Gardenhour:  Public notice was given the day after his resignation with the Board deciding a search would be done.  Website, meetings, first thing on Agenda.  Is there anywhere else we need to give notice?  Ms. Owen gave us those dates and deadlines we need to meet and we've done all that.  

Ms. Booher will work getting everything together for the Committee Members. Surveys are ready to be picked up at Central Office.  A varied view of things in the surveys, comments, etc.