Minutes of the Board of Education special meeting held Wednesday, February 2, 2000, in the Itasca School District #10 Administrative Office, 200 North Maple Street, Itasca.

The purpose of the special meeting was to interview representatives from two Superintendent Search Firms.

I.President Lynch called the meeting to order at 6:06 p.m. with the following ROLL CALL:

PRESENTABSENT

Mr. Hervas
Ms. Lynch
Mr. McCann
Mrs. McDonald
Mr. Powers
Mr. Schawel
Mr. Torii

ALSO PRESENT:

Dr. Glenn Acksel, Superintendent
Mrs. Catherine Seger, Recording Secretary

The Pledge of Allegiance was said.

II. President Lynch welcomed visitors to the meeting.

III. Dr. Acksel introduced Mr. John Cassel, a representative from the
Illinois Association of School Boards (IASB).
Mr. Cassel serves the northern part of the state.

President Lynch asked Mr. Cassel to give an overview of what the IASB does in terms of Superintendent Searches.

Mr. Cassel expressed his thanks for the opportunity to make the presentation. The IASB gets involved because the selection of the superintendent is the most important function of a Board of Education. He stated that there is no "canned" package. It’s appropriate to be individually suited for each board. After meeting with the board, the IASB puts together the package.

Initially a screening team is put together consisting of 1) a board member who has been through the process, 2) a superintendent who has been through the process from the superintendent’s side serving as an advisor, and 3) an IASB representative (Mr. Cassel). The screening team would meet with the board to find out what the board is looking for in terms of a superintendent. They would also do a workshop to prepare the board for the interview process.

The association works on a time and materials basis. Depending on how the search is designed will determine the cost.

He explained that there are three parts to the search. The first part is to get clear on what type of person the board is seeking. This would include surveys of staff and community to help determine the type of person being recruited.

The second step is recruiting the candidates. Mr. Cassel stated that getting the word out is much easier that it used to be. However, the district needs to market itself in order to attract a pool of high caliber candidates since the pool is getting smaller.

The third step is the board’s actual selection process.

Mr. McCann asked what distinguishes the IASB from the other search firms since there’s a lot of competition. Mr. Cassel answered that they have a lot of experience. About 1/3 of the districts in state use their own resources; 1/3 use the IASB; and 1/3 use other search firms. It’s clear that the IASB is working for the board since they are already working for Boards of Education. Additionally, they also have a good network. They know the process that nurtures and builds the way the board and the superintendent should work together. The search should be conducted in such a way that compliments this attitude.

Superintendent Acksel asked who the team members would be. Mr. Cassel that in addition to himself, the IASB would most likely choose the rest of the team. It is also a possibility that the board could select someone of their own choosing.

Mrs. McDonald questioned the retention rate of superintendents placed by the IASB. Mr. Cassel replied that he has done some research on this issue but doesn’t have a number. The IASB searches nationally and maintains a data-base of about 600 people that have expressed interest in Illinois superintendencies. All the people in the data-base are sent a brochure. Brochures are also sent to universities and graduate schools.

Further discussion ensued.
It was established that the IASB does a paper search, checks candidates thoroughly, but no face to face interviews are conducted.

Mr. Cassel said that this was a good opportunity to engage the staff and community in what people want in a superintendent. Perhaps surveys could be sent to the staff and community, then reviewed to see what is needed in a superintendent.

The basic service provided includes interviews with the board, compiling candidates, polling staff and community, etc. Their quote is $8,000. Pre-screening would support additional fees.

All candidates will be thoroughly checked before being brought to the board.

The last three searches included Peru, Benjamin and West Chicago. The Association has done a lot of searches but have not been doing many in DuPage County.

Mr. Cassel has been doing searches for the past 5 or 6 years. He feels that he brings experience in working with people to the job.

Without additional questions, Ms. Lynch thanked Mr. Cassel for attending.

Ms. Lynch called for a 10 minute break.

Following the break and some discussion, the next interview was conducted.

IV. Superintendent Acksel introduced Dr. Dave Willard and Dr. Doug Parks
representing Hazard, Young, Attea & Associates, Ltd.
They acknowledged the board for inviting them.

As before, President Lynch asked that they give a short presentation concerning their service. Dr. Willard discussed the history of the firm and the process by which searches are conducted. He stated that he and Dr. Parks would be the two people conducting the search if hired by the District. Dr. Parks is a superintendent in Buffalo Grove, a K-8 (2,600 students). He has also been superintendent to a special education cooperative, as well as a superintendent in Iowa and an elementary principal. Part of his work in Iowa consisted of conducting interviews for superintendents.

Dr. Willard was a high school teacher in Naperville and a superintendent in DeKalb, County. Eventually he went to Long Grove Kildeer school district and retired four years ago. He also does financial advising in addition to conducting searches occasionally. He has been involved in 15-20 searches over the last 4 years.

The firm has been in existence for about 15 years and has done about 250-300 searches. The focus group consists of current superintendents, retired superintendents, board members, and university representatives. There are associates in about 30 different states. Hazard, Young, Attea & Associates is a national organization. They have done Bensenville and are currently doing Forest Park. Among the districts they have done include Downers Grove, Tinley Park, Lisle, Villa Park, Homer, Evanston elementary, and Lake Forest High School.

Their niche initially was high expectation, high demand school districts but recently, they have taken over the large district school searches.

A flow chart was distributed. The left side of the flow chart indicated what the board must do and the right side, what the search firm does. The first thing would be to meet with the board and begin the planning process. A calendar for the search would be developed as well as who would be involved in the community to help the board identify what the characteristics of the next superintendent should be. Two people will spend two days in the district and will meet with the board individually at least one hour as well as all individuals the board/search firm deem necessary. Forms will be distributed that will need to be completed by the interviewees. It can be adapted to suit the board’s needs. When it’s brought back, they can check for congruence with the various groups and the board. This helps them to develop a profile of likenesses and differences among the groups. The board and search team can then discuss this profile. This is an essential part of the service. It also helps these people to feel that they are involved in the process of selecting the superintendent - the most important job the board does.

The board will need to nominate a liaison to be the contact person with the search firm.

Dr. Willard also distributed a "letter of understanding." This is a form of a contract between the Board and Hazard, Young, Attea & Associates, Ltd., delineating the specifics of conducting the search.
Discussion ensued with members of the board.

Background checks are done by the service. One of the hallmarks of their services is that they are able to check candidates thoroughly. Networking is important to this firm. It is crucial in giving insight.

Vacancy notices are sent to approximately 700 – 800 people.

Dr. Willard indicated that they have already begun to make calls in an effort to find out more about Itasca and what the community would like to see in a superintendent.

Candidates experienced in smaller districts or strong assistant superintendents might be the kind of people District 10 may attract.

When questioned about their philosophy on handling internal candidates, Dr. Willard replied that there are three ways: 1) that internal candidates be handled as all other candidates. The search firm will interview at least 15-20 people and the internal candidate could be among those interviewed. 2) The board could tell the search firm that this is a strong person that they want to be part of the finalists, and 3) the board could tell the search firm that this person will be a finalist. The best and most common way is the first option, that is to treat the candidate like everyone else.

Further discussion ensued. Salary and compensation should not be stated per this group’s recommendation. This way the board will not be locking themselves into anything.

Mr. Schawel asked that they name the top 5 characteristics that a candidate should possess. The answered that while is was the board’s final decision as to what they wanted in a leader, this was their "generic top 5." One was to facilitate groups – to help create a picture of the organization. This should be someone who can express a compelling purpose of the organization; someone who has an even disposition to enable them to relate to a wide variety of people and should have more listening than talking skills. This person should have a clear vision of what the organization should look like. Another characteristic would be to look for inclusiveness, a person who works well with others, shares credit with others, and has strong personal integrity. This fits into the profile of a good leader - someone who isn’t going to put themselves first but instead, the organization.

Cost was discussed. In addition to the base cost of $14,000, other expenses could entail about another $14,000 - $15,000. This might include dinners, bringing candidates in, hotel expenses, etc. so it could be roughly around $30,000.

Mr. Powers questioned the time frame and was told that a schedule will be set up at the planning meeting. The earlier you have candidates, the better the field will be. Discussion continued.

The board will advise Hazard of their decision as soon as possible.

They were advised to check with Bensenville, Evanston, and Villa Park among the references.

President Lynch and members of the board thanked Dr. Willard and Dr. Parks for their help.

Discussion continued as to the advantages and disadvantages of the groups interviewed.

President Lynch suggested that members have a decision in mind for the February board meeting.

Internal candidates were discussed. The consensus was that internal candidates would be advised to go through the process.

Dr. Acksel will place a motion on the board for the February agenda. At that time, he will be directed to develop a contract with the search firm to be reviewed by the District’s attorney, Barry Moss.

V. Mr. Torii moved to adjourn. The motion was seconded by Mr. McCann.
All AYES: NAYS none. The meeting adjourned at 8:50 p.m.