[0:01] mm hmm, mm hmm, wow.
[0:08] Mhm.
[0:11] Good evening everybody.
[0:12] And thank you for joining us for our third hand over youth Services steering committee meeting.
[0:17] Um we'll call this to order, we will start first with I'll jump to you Andrew with um if there were any public comments that we have to address to kick it off.
[0:30] Um We have no public comment at this time.
[0:32] Um if we get any during the meeting, I'll bring it to your attention.
[0:35] Thank you very much.
[0:36] Okay, so the committee discussed last time a couple of weeks ago, our assignment, we were going back and looking at skills and qualifications to put together in a job description.
[0:48] Um I believe everybody sent in some information on their opinions of what they were looking for and they use services director and I know that that information went to Andy and also to jess.
[1:02] So I think at this time we can discuss um that information and maybe a possibility of what we've come up with for a job description and I believe that's going to go to jess, correct, correct.
[1:15] Alright, Alright.
[1:16] So just take it away.
[1:17] Thank you.
[1:18] Sure.
[1:18] My pleasure.
[1:19] Um so hello everyone.
[1:21] Um so I definitely got feedback from several people.
[1:24] Um what I did is I took the current job description I think had been circulated with this group a while back and kind of used that as the starting point and then made some edits and changes from there.
[1:36] Um and then the other idea that we had that I think makes sense, particularly seeing a lot of the feedback that I did receive um from a lot of you is the idea of also doing like having the official job description, but then also having kind of a position profile, it's almost like a pamphlet, kind of like advertising the job advertisement, so to speak, and it kind of goes through and gives, you know, highlights about the town, the community kind of drills down into kind of like more like characteristics and qualities of the type of person and the type of work, things like that.
[2:13] So we thought that would be a nice companion item to have with the actual job description, which tends to be more kind of technical specific, certain things are required to be in there because of laws etcetera.
[2:25] So that's kind of the approach we took.
[2:27] So we do have available um both those documents to Andrew which one do you think it makes most sense to start with the profile or the job description?
[2:36] I would say start with the profile.
[2:38] Okay.
[2:38] Um so Andrew's gonna hopefully be able to screen share that here.
[2:42] Um The profile as it is right now is just a lot of text in the different categories that we'd be envisioning having as part of it, the final street Ready product and we get to that point will be formatted almost like kind of like a flyer pamphlet, It'll have some nice pictures in it, we figured we could showcase um you know, a photo perhaps of the youth center, some of the kids in action um things like that.
[3:09] So it'll it'll look different.
[3:10] We just kind of want to focus mostly on the actual text and what we want to say in that document for tonight's purposes.
[3:16] And then I'm actually thinking maybe we start with the job description because the profile then rolls it up so and we can see how as I thought this through.
[3:26] So I'm gonna share my screen um and you tell me how you want to work through it.
[3:31] Okay.
[3:32] Okay.
[3:33] I mean pretty much the job description, it's kind of the middle section, that's gonna be the area where we focus um some of it is pretty much boilerplate.
[3:43] Um So really it's that essential functions section there that you see, that's kind of what we want to really work through in terms of the key points that we think are the actual essential functions of the job.
[3:57] And then just so you can see the whole thing Andrew if you could just kind of scroll down just to see the other um sections so that obviously we touch on the relevant categories of, you know supervision, the person receives supervision that they may give.
[4:10] So that's in there.
[4:11] Um And then for rating purposes and things like that, these other categories are in there in terms of you know, judgment situations, they would have to make types of contacts.
[4:21] We can certainly talk about education and experience.
[4:25] Um I know there was some back and forth from some of the folks that sent in feedback on that in terms of like specifically what type of degree would be needed um and then again the knowledge, skills and abilities which kind of ties into the essential functions but in a different way.
[4:40] Um and then the last few pieces um again are pretty much boiler boiler plate um pieces of the job description, so it probably makes sense just to go through point by point, starting with those essential functions.
[4:53] Um and then I don't want, you know, if people want to just take a minute to start reading through and then start chiming in with comments, thoughts and then again, you'll see kind of what we've done in terms of taking this to then make that position profile, which will really be the thing that people see when they're out looking for the job, that kind of cells.
[5:13] Um not only the position but the youth center, youth services, the whole community services division, the whole enchilada so to speak.
[5:21] I think justice, because people are in different types of screens looking at this, it might be hard to read.
[5:26] So I'm going to suggest you actually read through each point um and then ask for feedback on them.
[5:33] Sure.
[5:34] I think, I mean the screen I'm looking at, I'm on a laptop and it's like a teeny teeny tiny yeah.
[5:39] Andrew are you able to jack it up at all or is it?
[5:42] Um Oh, there we go.
[5:47] That's getting a little that's getting better.
[5:49] But I'm still happy to read them if you think that is what makes the most sense.
[5:54] Andy but yeah, I can see that a lot better now to my eyes are not that great anymore.
[5:59] Um Alright, so first ones develop and implement youth development, recreational educational cultural programs, hire, supervise and evaluate intermittent and seasonal summer program.
[6:11] Staff recruit volunteers for program work um, ability to advocate on behalf of youth for needed services.
[6:19] Programs and events demonstrate a commitment to providing a safe and accessible space for youth of all abilities, ability to empower and guide youth desiring to pursue a variety of social justice causes, identify and recommend strategic opportunities for special projects and new ventures that are consistent with the mission of the division, assess community needs for new youth development, recreational educational and cultural programs and we stop right there and maybe review those first few, anybody has thoughts or comments.
[6:56] I know I have to, well I have one just on the development and the implementation of youth development.
[7:04] So it's a it's a it's a fine line right?
[7:07] Because you have to have somebody that um is mature enough to supervise and has had some experience doing it, but also the ability to still relate through the kids in the program.
[7:21] I think that that is um important.
[7:25] But um having somebody that's doing it for x amount of years and as high as staff upon staff.
[7:32] My only concern would be, do they relate to the kids?
[7:36] That would be that stuff?
[7:37] That's the asterisk that I'm sticking with.
[7:40] They have to be approachable and they have to be able to um communicate effectively with these kids so that maybe lower down or that maybe it's own bullet that we need to develop.
[7:53] Um it's definitely in the position profile document, which yeah, it's it's it was definitely one of those feedback points that several folks had.
[8:02] So I would um, I would suggest um, I like the demonstrated commitment language.
[8:10] Um, I like that wording.
[8:14] Um, I would I would look at two things.
[8:17] So when I started to read the um, advocate on behalf of youth, I was assuming that that would be um in the community sense that they become a voice for young people within the community or community issues or community needs um where I would actually want to see something that's a demonstrated commitment um for mm for um what is the word I'm looking for um, for the youth run like the programs and events like the ability to engage and um, and and empower young people's interests around those things.
[9:03] Think that might be further down.
[9:05] I think you've got you've got two different aspects in that first bullet, right?
[9:10] The first is to development, developed the youth program.
[9:14] The second is to manage the people that are supporting, you know, the supporting cast that the, the recruit volunteers and program work and, and I think what Ryan I kind of agree.
[9:26] I think I would, I would maybe I would, I would pair up the ability is going to demonstrate a commitment to providing a safe and accessible space for youth.
[9:37] I would I would we bring that sentence up and have have, you know, something like orchestrate and implement youth development, recreational education and cultural programs and then demonstrated commitment to providing a safe and accessible space for youth of all abilities.
[9:53] Now that's the first bullet is about the kids and, and the, and the, the program.
[9:58] The second would be, you know, uh, something to do with management, you know, um, managing and then that's where you're hiring, supervising, evaluating and, and recruiting for program work.
[10:11] I would, I would break the two up into into two separate parts.
[10:16] What if it I mean, I think to reflect the views of this group and the feedback we've had, um, demonstrating a safe and accessible space for all youth period and then if you want to capture something that's around, um, accommodations and accessibility, that that become a different line.
[10:35] But I think that what brian's saying is you put those two at the very top, you're setting a tone for what you're really looking for.
[10:47] I'm gonna, I'm gonna suggest that we consider going, going back to our original idea and starting with the profile because I think it's going to help frame this conversation in a way that I think will be meaningful for this group.
[11:02] You do that?
[11:03] Yeah, I agree.
[11:06] Or we just kind of go through all the bullets at once because again, I think a lot of this is in there, it's almost two pages of kind of essential function skills, all that.
[11:14] But yeah, a lot of like, again, kind of those qualities, like, you know, somebody relating to the kids, like Absolutely, that's something we want.
[11:21] But is that necessarily job description language?
[11:27] That's I think the profile starting there probably does make more sense, but if we start down this road and we decide we want to go back, we can certainly do that too.
[11:40] Yes.
[11:40] Do you want to just walk through the format of the profile?
[11:43] Yeah, I just I don't see it up on my screen yet.
[11:47] I see a lovely picture of the Ballard Rail station.
[11:52] Okay, perfect.
[11:53] Alright, Thanks.
[11:54] Andrew um so the opening paragraph, we still need to do some work on but essentially to be just kind of an overview of the town of handover as a whole, in terms of like number of residents, touch a little bit on history.
[12:09] Community highlighting.
[12:10] Its maybe like list out the number of, you know, students or kids or schools, things like that, so that that's a work in progress bill.
[12:17] Um then the next section and if you want to scroll down is um a little bit about the community services department, because obviously this position falls under youth services, which is part of the greater umbrella of community services.
[12:33] So um Gemma actually put this section together, which nicely covers and touches on kind of all the different areas.
[12:40] Um the community services services gives the candidate or prospective candidate insight and the kind of community services division.
[12:47] Um that's kind of that section there, then we talk about the actual youth services division of community services, um and kind of touches on the mission and the goals of what A.
[13:03] I.
[13:03] S.
[13:04] Is designated to provide.
[13:06] Um so again, some just language there on that.
[13:12] Um then we touch on the various partnerships with, you know, the public schools, public safety, athletic departments, all these various things here and then general put together for us, kind of what the goals and objectives are for 22 coming into this.
[13:33] And so we touch on the key areas of growth expansion, um you know, continuing to move all the efforts forward with a Y.
[13:41] S.
[13:41] We talked about diversity equity inclusion efforts, um, rounding out the whole team, um and really kind of touching on these things that have been the ongoing discussion for the past few months.
[13:54] Um and again, this will be a lot more interesting, I think when it's put into the proper format with like the appropriate photos and things like that, but this is really just kind of the meat of the Framework, um then scrolling down Andrew, we touch a little bit on the Cormier Youth Center, this is clearly um a huge selling point for us.
[14:15] Not many towns have a dedicated center the way we do and then particularly one as nice as the one that we have, so that's definitely going to be a selling point in terms of attracting top quality candidates to this position and making them interested in applying because of the facility that we have.
[14:32] Then this is where we get into a lot of those ideas and concepts that a lot of you have talked about in our meetings that have sent in over email, but this is kind of, you know, what are those qualities we want to see in the next Director of AI S.
[14:47] So this one I can actually go through and we can, you know, talk about each bullet and definitely get you know feedback if anybody thinks anything's missing, this is kind of the meat of that section um that we should go through.
[14:59] Um So first one is a strong commitment to collaborative leadership to ensure for the sustainable development of services to hand over his youth.
[15:08] Uh then we have demonstrated ble experience working successfully with teenagers and youth, collaborative teams and community stakeholders, expertise in budget management and oversight diversification of funding sources which hold on, I have to minimize the screen which includes securing grants, foundation support and gifts, expertise in best practices related to mentoring and team building, coupled with a commitment to professional development, unwavering commitment to an understanding of professional boundaries and associated policies related to interacting with youth, fair and open mind with a commitment to diversity equity, inclusion, ability to communicate effectively with youth staff management and elected officials.
[15:59] Experience of hiring, supervising, developing and reviewing staff, including seasonal staff.
[16:06] I believe there's more on the next page, but if we well there's only three more.
[16:10] So let's go through these and we can start talking about all of that before we get into the other sections.
[16:14] Um so we have a collegial and approachable personality and ability to serve as a role model for youth, demonstrated ability and commitment to the values, vision and goals of A Y.
[16:25] S.
[16:25] And then lastly ethics integrity and a commitment to service above self.
[16:32] Alright, so what are people thinking?
[16:43] Here's my question on this.
[16:44] Just so my question is on the third bullet point, the expertise in budget management, um securing grants, you know, foundation support and gifts.
[16:55] I mean, uh like I don't know how how important is that in the job description, right?
[17:03] Is I I don't I would believe that could be more of a learned behavior because someone could be guided that could be more of a financial group that could help them with that, right?
[17:12] Um I just wouldn't want that to be something that stops a successful candidate based on their interaction with the youth because they didn't have, you know, budget experience or securing grants.
[17:27] My dad, even even the word expertise as opposed to experience is much more intimidating for someone and I'd move it down.
[17:39] Um I agree with Ryan 100 so Andy, what would you suggest instead of the word expertise?
[17:54] Just knowledge of budget management and oversight.
[17:57] Like what would be a word you would, what did you say?
[18:02] Exposure?
[18:04] Yeah, exposure.
[18:05] I mean experience knowledge, knowledge is a good one because somebody might, you know, I think a lot of people would say, well, you know, I understand it and maybe I haven't done a lot of it, but I get it and that would kind of familiarity, somebody um yeah, I think no, I think knowledge is probably um the way but again, I do think that order that things are put in as people are reading it.
[18:33] People naturally feel that things on the top are like up there for a reason.
[18:37] So just thinking about that too.
[18:40] Okay, laura, go ahead, laura, thanks.
[18:44] Um I think we're missing an opportunity here to really capture the culture of the program like this to me is, is kind of reading like a job description versus um kind of what like soft qualities we need a person to bring.
[19:00] So I'd love to see a little more about what a day an average day looks like, like you're gonna be bouncing from ping pong to art, you're gonna be in grit.
[19:09] Um And I think that's a missed opportunity to give a candidate.
[19:13] Um just it's kind of more of like what's been built up already.
[19:18] Um So that's my biggest thing is I don't know much about hiring, but to me this reads very kind of clinical and I think we have an opportunity to make it, give it a little more personality and really let shine.
[19:32] Um the kind of person that we'd like to see in the role.
[19:36] I agree with that brian, what do you have?
[19:39] Um Thanks laura.
[19:41] I agree with laura there that was actually really well put the this is this is it is somewhat sterile, right?
[19:50] I mean we we we are looking for a director.
[19:52] So I do think that you've got to have both the leadership and the management and we talked last last time about boots on the ground versus administrative skills.
[20:04] And I think I think we've got to capture both and I and I think that we probably are doing a good job capturing the administrative side of what we're looking for, but maybe not as much the the the the the passion of that individual, you know, their their their their motivation, right?
[20:26] Um I also think that the rack and stack matters and so we don't need to, maybe we remove that from the context of what needs to go 1st and 2nd and 3rd and figure out maybe what needs to be on the page first and then and then maybe we look at it in the context of okay, this is the what now we now we then we talk separately or another time about where you know, what the order should be or what should be, how it should be stacked.
[20:57] I'm just thinking along those lines.
[21:00] Um even just the changing of the language to say the next director will be um and we'll have so I mean, just imagine the difference of saying the next director will be a passionate leadership leader who collaborates to ensure, right?
[21:17] Like you can take these and just by twisting it today will be and then the starting each line with, you know, um with kind of those qualities that we're looking for.
[21:32] Um you can't you cannot capture all of the qualities in words.
[21:36] I mean, I think that's one thing, but I think that those words that we use and I can even go back to that follow up but inclusive, passionate, you know, um dedicated like those are the words that if that's what starts each of those lines and you're saying this is a person who will be those things totally changes the tone of this.
[21:57] Mhm.
[21:58] Go ahead Laura, would this be an opportunity to um get some feedback from the kids?
[22:04] This could be like a very cool, open ended question to kind of give some cultural relevancy.
[22:09] So, having an opportunity for them to fill in the blank the next director of Ai S will dot dot dot be able to beat me in horse on the basketball court will be just as comfortable in a painting class as whatever.
[22:26] Um This would be a maybe a cool way to do um some kind of good natured outreach, agree, agreed.
[22:39] So it's, I'm gonna jump in though on that because I think that there's a place for that and that and over has such a our goal right now is to get something out um to start this process quickly, not quickly, but in, you know, as quickly as we can.
[22:56] Um but I think that the handovers hiring process is so complete, that the youth, you know, will be part of that.
[23:04] Now, I'm just hesitant to go that far.
[23:08] Um at this point I feel like it would, right, I think we need to kind of stay on this path to get something out there or else you're not going to hire somebody in time for the timeline that the town's hoping that's my thought Gemma.
[23:23] I don't know as far as the timeline if that's a concern for you um involved.
[23:31] I wasn't sure.
[23:35] I'm sorry, I didn't hear the question, sorry, when will the youth be involved?
[23:39] I wasn't sure what the um like in the interview process or so we're going to go over the hiring process.
[23:47] Um In a second, we'll talk about the town's typical hiring process and then what we're proposing for the director.
[23:53] Um In that process we have the youth representative from the steering committee being a participant.
[24:00] Um I'm not sure how much we can expand and I defer the Andy on this, having the youth involved beyond that because people applying for this position um aren't expecting to be public candidates until their their chosen candidates.
[24:15] Once they're chosen, though, you could have a group of members interview them.
[24:19] Yeah.
[24:20] I think once once they're chosen and know they're going to be appointed.
[24:24] Um There were finalists.
[24:26] You could have the finalists because that'll be public once they're finalists are going to have to tell whoever their employer is when when they are our finalists.
[24:35] Yeah.
[24:36] Um So I think that would be a time to maybe inject that proportion of this.
[24:41] The processes, we lay it out also is going to show that there is an opportunity um through the all day assessment Center um to really design exercises that assess the soft skills.
[24:54] Um really, you know, this is where we're seeing this in word, but when this is finalized, it will be a, you know, somewhat flashy to page pictures where a candidate who's short on time can take a look and say, is this something I'm interested in exploring further and then if they do they go to the job description and then they consider applying.
[25:16] Um We're trying to catch people in a moment in time.
[25:19] Um giving them a general idea of what the job is about, what the town's about, what the department's about and what are the resources that are going to be available to him or her in the position and try to do that really fast.
[25:29] Um We're not trying to select our candidates through the profile, we're just trying to say in a snapshot, this is the opportunity and hand over.
[25:36] Um and then kind of guide them to the next step.
[25:40] We're going to put them through a whole long um arduous comprehensive assessment process if they decide to go further.
[25:49] Um But ultimately this is, hey, I'm interested in working here or I'm not and let me go to the next.
[25:56] So um Andrew, do you want to look at the hiring process?
[26:01] You know, just real quick for everybody?
[26:03] I, you know, I do think that as well, you know, Andy mentioned as you get closer to, I'm getting some finalists in there.
[26:10] Um you know, if we want to um You know, look at a different process, you know, Laura that you had mentioned, um you know, my experience, you know, I've been in hiring now for 25 years, I think I've probably hired over the 15,000 people in 25 years.
[26:28] It's it's it's really, I've seen it a couple of times where the employees interview their new boss and I've never seen it go well right because people now we're talking about adults here, right?
[26:45] They all have different agendas, different ideas of the way things should be.
[26:49] Um And then, you know, you get into this giant hired by committee type of deal, right?
[26:54] That you know how big is the committee going to be.
[26:56] So you know, if we get four or five, you know, people maybe maybe there is time to get them in the kids involved with it.
[27:03] Like I don't, again, whatever the town will allow and if that's within the rules and regulations of having youth involved with that, I don't see that, but I wouldn't have them in involved with screening 25 people.
[27:15] You know, I think what Laura was saying is that in order to to um bring to life the program, you know that the kids voices that like obviously would paint that picture and I don't I'm not, I'm always forgetting kids involved.
[27:29] I just and I will push Andrew very hard to make sure that there are our youth interviews, you have to do that as part of this process, but I agree it would be the finalist.
[27:38] Um but in the meantime I do.
[27:42] I think that what we have here has captured a lot of what we've said.
[27:46] It just isn't being presented in the way that I think this committee would like to hear it like, like we want to hear more like we want to hear the excitement, the passion, like what, what we're looking for and I think that that can be done, like I said by tweaking some of the language and also it's not gonna look stale, it's going to be on a colorful, bright thing, which will change the tone of it as well.
[28:08] So, so why would you smoke?
[28:10] Go ahead?
[28:10] I'm sorry, especially with the pictures on it, like, I wish I could find a sample I can send you if you got to um like I know the Collins Center has uh position profiles they put out when they're hiring like town managers, things like that.
[28:23] I can kind of give you a feel if you look at their website, if they have any out there.
[28:27] Um, but it definitely gives it a whole different look.
[28:30] People love the pictures particularly and that's where we're gonna definitely shine with, you know, showing off our facilities and things like that.
[28:38] So I, I would say this suggest though in all fairness right with, you know, again, we don't want to be quick and you know, we do have somewhat of a time constraint as well, but you know, if we should, we can look at the hiring where the town does the process, we can go back to a little bit of the description, it sounds to me that it's just too jagged, there's not a lot of softness in there, right?
[28:59] It's like boiler point and this is definitely not a boiler point position.
[29:03] You know, the charisma that, you know, that somebody has and their energy has to be able to be, um, you know, absorbed by these kids, right?
[29:13] Like that's, that's really a lot of this position.
[29:15] Maybe we come back and we fine tune it.
[29:17] The committee can be rest assured that there's nothing that's going to go to press without you, everybody on the committee seeing it and giving it a thumbs up.
[29:26] So, um, if it's another meeting, we have to do to fine tune it and we'll do that as well.
[29:31] So why don't you jump in Andy Andrew?
[29:34] I'm sorry.
[29:34] Andrew.
[29:35] Mm hmm.
[29:38] All right.
[29:40] So like I said, I'll walk through what typically are general um, hiring processes and then, um, what we're thinking in terms of this process and much like the job description.
[29:50] If there's things that people would like to see here, we can certainly um, add those and then bring it back or for the committee's a review at the next meeting.
[30:00] Um, as a starting point, um, I always talk about the town charter.
[30:05] So the town charter is the governing document for appointing town officials.
[30:09] It's also the governing document for every aspect of the actual municipal organization.
[30:14] The town manager is the appointing authority um, for all town employees.
[30:19] With the exception of the town accountant who was appointed by the select board, um, the select board confirms town manager appointments based on merit and fitness alone.
[30:27] That's the language that's in the charter and that just means that they um they don't get into the process that well.
[30:33] We think you should have selected that person rather than this person but is the person uh fit uh and have the credentials to do the job um other than establishing the appointing authority and requiring board confirmation.
[30:45] The charger is silent on the process for appointing town officials and that's an okay thing because that gives the appointing authority a lot of discretion into how the design a process.
[30:55] And I think our process has evolved quite a bit over the years to be um sort of one of a kind when it comes to a general government appointments.
[31:06] So our process and I'm gonna get into much more detail about each of this.
[31:10] Uh It begins with candidates screening.
[31:13] Um We then go to a traditional panel interview that I'm sure everybody has been a part of at some point in their career.
[31:19] Then an assessment center in all day assessment center or half day assessment center and then candidate selection and community introduction and the community introduction piece depends the extent of that depends um a lot on the candidate and the position that we're hiring.
[31:36] Um So who's involved in each step of these um During the candidate screening process it's facilitated by human resources and is the screening panel um under a panel interview we have assessment panel members I think we're proposing eight B on this panel and that includes internal and external stakeholders.
[31:55] So people within the organization, people outside of the organization and people who may be connected to the organization by way of a border committee.
[32:04] Um What we like to do is have that panel to do the traditional interviews.
[32:10] Actually served as the evaluation panel during the assessment center.
[32:15] Um And we can talk a little bit more about what an assessment center looks like in a second.
[32:19] Um And then lastly candidate selection ultimately the decision is made based on the finalists and then we engage the community to whatever extent is appropriate for the position.
[32:30] Obviously there's some positions we appoint every single day um where the only community involvement is the name on the agenda at the select board meeting.
[32:36] And then on the other end of the extreme we have public um open house public forum, major introduction type activities.
[32:47] So I tried to go into each section of this process in some detail and um what I think in our team I think it would make sense but certainly when we want some feedback.
[33:00] So what I'll do is I'll walk all the way through it and then we can kind of go back.
[33:03] Um So screening panel the Director of Human resources will facilitate the screening process with the support of the screening committee.
[33:09] Uh the screening panel will include the following one representative from the steering committee, one rep from the Town manager's office, one rep from the Community Services department, one rep from the D.
[33:20] E.
[33:20] I.
[33:20] Commission.
[33:21] And then Andy Egmont being a resident expert in the field.
[33:25] Um The screening panel will ultimately determine the number of candidates to be invited to the panel interview.
[33:30] So that's that's these two here.
[33:33] Um Selected candidates will be invited to participate in a traditional panel interview.
[33:37] The panel shall include the following um two representatives from the steering committee, one youth representatives from the steering committee.
[33:43] So three of the members will be from the steering committee.
[33:47] Um one representative from each of the following departments, Community services library and the indoor public safety.
[33:53] All of those departments are very involved and work with the youth and collaborate um with the Y.
[34:01] S.
[34:02] Hopefully collaborate even more with us in the future.
[34:06] Um the town manager or designate and then the director of Human resources and in speaking with Andy.
[34:12] What she would do is rather than be a voting member of the panel will advise based on um the the candidates and them moving through the process.
[34:22] So based on the outcome of the panel interview, we've moved to an assessment center.
[34:27] Uh The interview panel will also serve as the evaluation panel for the assessment center.
[34:31] Selected candidates will be invited to participate in the assessment center which may include the following components and our exercises.
[34:38] So we asked people to come here for a large portion of the day show up at 8 30 tell them they're gonna probably be here at two o'clock.
[34:45] Um We usually split the panel from the first round into two panels.
[34:49] One panel is scenario based questions for the candidates.
[34:53] Um The other assesses, foundational skills, leadership skills, the soft skills, and we try to have those two process and rankings happen without the two groups talking to each other to see if there's any similarities in the ranking because we see people who on the scenario based exercises are really solid and then um I'm nearly as strong with the other panel.
[35:15] Sometimes you get those aligned perfectly and you usually have really high level of confidence in your candidates when that's the case.
[35:22] Um We typically ask them to do a public presentation, not really to the public but to both panels put together, um pretending to be either an elected or appointed body or just members of the public.
[35:34] Um They we tried to mock a day in the life of whatever position we're hiring.
[35:40] So we call this uh the inbox.
[35:42] So let's say candidates arrived at 8 30 village report to a different room in town offices and they'll have their outlook calendar for the day and this is where we get into all the different activities that are happening at the youth center over the day, but also some of the administrative things they're going to have to do during the day.
[36:00] And this is where I really think we can see how they can shift from being a manager to being engaged with the youth.
[36:08] So I just Did some typical stuff that we would do.
[36:11] So they have a budget meeting at 10:15.
[36:15] So now they're there at 8:30 AM.
[36:16] They may have an exercise between now and then, but at 10:15 they have to be ready for a budget exercise.
[36:21] We could mock a personnel matter that comes up within the division and have them report to the HR office and see how they handle that and you give the candidate's total discretion and how they're gonna handle the actual exercise.
[36:33] So all they'll have is a piece of paper saying uh john smith, I didn't come to work today, I'm making something up.
[36:39] Obviously it'll be more complex than that.
[36:41] Um Here are a lot of the extenuating circumstances.
[36:44] The HR Department asked you for a recommendation by 2:00 today, whatever.
[36:48] Um so we get to see that and then we include strategic planning but we can also talk about the actual activities that happened in the youth center and building exercises around that as well.
[36:59] Um Another idea is the development of an entry plan in this Cantabrian bullet number two which is a public presentation sometimes if there's not enough time in the day.
[37:08] What we'll do is we'll reach out to the candidates um 48 or 72 hours or even a week before their assessment center date.
[37:16] And we may say um you know during your first day you're going to be asked to present to the select board What your six month plan is and give them a clean like a blank blank canvas.
[37:27] What would that look like if you could create it any way you want it to your first six months um taking into account that everything that needs to be done, everything that's been there, the history etcetera and then see how they do and then we usually disrupt their day in some way shape or form, anybody who's worth in town or school.
[37:45] Uh Municipal government are on the school side of the house to tell you gaze rarely go the way you expect them to.
[37:50] Um So we'll do some kind of disruption in the day to see how they handle um That as well.
[37:57] Um The panel will evaluate candidates based on the exercises and identify the two finalists again.
[38:02] Andrea will serve uh in an advisory capacity um during that step of the process.
[38:09] So at the conclusion of that process um we usually move into candidate selection.
[38:16] So what I would anticipate is that the panel identifies um two finalists.
[38:22] Um Ultimately i in my capacity as the time manager make the final decision and recommend appointment of somebody um whoever that person may be.
[38:31] Um We just as office would do background and reference checks.
[38:37] Um and then I think we could have some youth engagement process because now you have a candidate who has been vetted um you know that they check out on that front.
[38:46] Uh It's okay to introduce them to the youth and they know they're going to get most likely appointed, providing the board doesn't um vote not to appoint them.
[38:56] And I don't think that would happen if we had a a solid candidate.
[39:00] So I think this is really where that could take place and then once the board um approves the appointment, what I have always thought about doing um since we started this process is the exact same thing.
[39:14] Um you would do with town manager or superintendent candidate which is you have a open house, a big public gathering to introduce the new director to the community.
[39:28] So that was a, you know, a 10 minute um stroll through what the proposed processes.
[39:35] Um This process has worked with other positions and I think, you know, if we do a good job tailoring it to this position, I think it will serve the process.
[39:45] The candidates in the town well.
[39:48] Um so I'm happy to answer any questions.
[39:49] Um we can go back to the beginning or wherever else people would like to start.
[39:55] Well, I appreciate it.
[39:56] I think it was a good snapshot of the whole process.
[39:59] I think the takeaway for this group.
[40:02] Um you know, if you want to be on that screening committee or on the interview panel, just email myself and and Andrew and we'll figure out who will be doing that.
[40:16] Um Do you guys have any questions on this process?
[40:19] Because of course we want to get back to the description that there was some go ahead Ricky.
[40:38] I don't think we can hear you.
[40:40] You guys hear her okay, so no volume.
[40:45] Sorry.
[40:54] All right.
[40:55] Um Anyone else have any questions on this part of it before we get back to the description?
[41:01] He's gonna log out and back in.
[41:03] Um Can I ask how the committee would feel about?
[41:07] Mhm And and hoping that we can um I think going through line by line, like as a group is a really difficult thing to do.
[41:20] Um I would love to work with just I mean this is one of those, this is part of my gig here that I can help with um is to rewrite some of it and try to capture some of of what um I know laura was saying and what um brian was saying, capture a little bit more of it and re prioritize things um in a way that would be really appealing to me as a professional in the field.
[41:46] Um and then I'm wondering if it would make sense to take that and actually share it with this group and get people to do some written feedback, some, you know, comments on a google doc something instead of sitting here and trying to do it because ultimately Ultimately trying to have 12 come to an agreement on wording is like one of the most painful experience possible.
[42:10] Um but if we do that, it ultimately is going to be gemma.
[42:14] Um and jess who have to, you know, finalize what it is with our, but if you're open to that, I'd be happy to take what's here, Mix it around, send it out in the next couple of days in a format that people can really provide feedback.
[42:29] Um I would say this ingest on that.
[42:33] Um I think the concern um you know, and I don't want to speak to you, Lord or anybody else, but I think the concern is the spirit of this, right?
[42:41] The spirit of why we're trying to do this is, is academia, we get it, but, you know, that person is not going to relate to these kids and I think that's the concern that people are having.
[42:51] So yeah, the spirit of that job order, it could be fine tuned, it would be great.
[42:56] Yeah, and I think, I mean, I'm like, it's it is a job description and anybody looking for work is looking through lots of jobs.
[43:04] I did a quick search, I had said that I looked for some existing job descriptions in other places.
[43:09] Um and the truth is most of them are really dry.
[43:12] Um No offense, yes, I was going to say, but being written by HR people, but we have an opportunity here to which are language a little bit.
[43:21] Um and so I don't I mean, I think anything that we that makes it stand out is great, but ultimately it is still a job posting.
[43:29] Um and I think a lot of that passion and stuff is going to come through the panel a interviews, but if it's okay with with the and over team, I'm happy to do that and send it back out.
[43:42] Any feedback on that?
[43:44] You don't have any objections to it for comments.
[43:48] Would you suggest um that the profile that we put together is really the right place to um kind of articulate those very value based sort of the indescribable thing that you want somebody to have, that you can't really measure.
[44:09] It wouldn't really be in a job description, but I think that's where you put it.
[44:13] So people go, yeah, that's not me, I'm not that type or whatever.
[44:17] Exactly.
[44:18] We've got another hand up with with back.
[44:27] Okay, sorry, he's so frustrated.
[44:29] And this, do you um go ahead.
[44:33] Lord, do you want to write it list?
[44:35] Andy Okay, go ahead laura go ahead.
[44:38] She's typing real quick.
[44:39] Is this something we could get via email before the meeting and take a look at and then like come prepared with questions and feedback Andy Yeah, I mean, my hope is is to actually put it in a format where people can can make notes and send in, you know, some stuff.
[44:56] So we have some of that ahead of time.
[44:58] We could edit it with with if there's common feedback and then send it back out.
[45:02] So when we come back together we can do very pointed.
[45:04] Hey, I was thinking about this word would mean more better this way, you know, whatnot.
[45:10] Um And I think I again, and like brian said, I think part of this city is has been so clear integrity.
[45:18] Yes.
[45:20] Um this has been so clear, there's common themes as to what what we're looking for and I just think it really needs to show that I think um I think I'm just reading the comments um having integrity modeling integrity, right?
[45:38] And being able to um the lead with integrity is a huge piece.
[45:45] So I agree with that as well.
[45:46] I think that's a great point in there.
[45:48] Um and then so then we can come back together and meet kind of um give it like a final once over because people will have given some feedback and even we could have made um some other things, Right?
[46:02] So she said um also I'm wondering about transparency is not that the town community doesn't get involved into well into the process, Is that correct?
[46:11] I think part of that and I mean Andrew that, but um when you have people applying for jobs can't make it public until they're finalists.
[46:20] Right?
[46:20] So you can't have that.
[46:21] It's like you'd ruin all the one thing we hear consistently with leadership level positions is confidentiality theoretical process.
[46:31] And quite frankly, I'm not sure we'd have two candidates who are willing to be public finalists.
[46:36] I think we'd have one.
[46:37] So you are going to go before the board have your appointment confirmed, but we're going to have a public a portion of the process.
[46:45] They would agree to that.
[46:47] But I don't think you'd have to people the expectation from police chief, fire chief DPW director right down to front lines of organization and everything in between that there's no ex expectation they have to public.
[47:00] Finally.
[47:00] Yeah.
[47:01] I think the only people that do that are superintendents in town managers.
[47:04] Right.
[47:04] Right.
[47:05] So it would be very hard um hard pressed to get.
[47:10] I think two candidates, I think they would run a risk of losing a potentially good candidate by doing.
[47:16] The other comment here is about getting the kids involved.
[47:19] And I do.
[47:20] Um So I'm I have to set up my meeting with the current staff.
[47:25] But that information will go to the hiring committee like what they're looking for so that that committee and we can do it with young people to and say okay, what are you looking for in the next person.
[47:35] Um So that the committee that's hiring has the voice of the kids.
[47:38] Does that make sense that they have like they could have some of that sense of what they're saying, but um, I think they're going to say a lot more of a lot more, they're going to say very similar things to what this committee is saying at this.
[47:55] Well, there maybe not.
[47:56] I mean they're kids, right?
[47:58] So the kids that are involved in the youth center now, some of them don't know the old staff at all and it's a new day and we don't know what we would hear from them.
[48:09] They're not adults, they don't go to work during the day, They don't, you know, I don't know what we would hear from them.
[48:15] And I also, so I'm feeling a little bit like, I don't want to, no, you're not giving them the power to decide.
[48:22] You're asking them?
[48:22] No, no, no, no, no.
[48:23] Not about power to decide, but like, where are kids at and what?
[48:28] And in what way can we engage them in a discussion that would be meaningful for them?
[48:33] I mean, I could do that and I think it probably should be done, um, to just go in one day and and sit down and have a conversation and say, you know, I'm helping the town hire a new person, what do you think they should know?
[48:47] Um, the feedback from some kids.
[48:49] It's very individual, but there's definitely in middle school, there's plenty of kids who are, who are able to say, oh, we need somebody who this or that.
[48:56] Um I did notice in the job description, there's no mention of parents where it said communication skills, there's no mention of parents anywhere and I think that's a big part of this job.
[49:06] Sorry, that just popped.
[49:07] Mhm.
[49:09] This you can't um I can't hear you, but you wrote regarding transparency.
[49:15] You understand the candidates um can't be public but couldn't the process be I'm not sure what you mean by that.
[49:33] So maybe, I mean we'll wait for her answer.
[49:35] I'll hear this.
[49:36] You should be asked.
[49:37] Well, no tim tim just wrote that and I agree.
[49:39] But that goes to the next channel, that's not for this committee that goes to the next to the interview panel.
[49:47] You are the outside input.
[49:49] If it was just jess in Jama writing this up, that would be internal.
[49:55] But Andrew created a committee of representatives from the community.
[49:59] That that's that makes sense.
[50:02] So that is that you are the public process and I will say as of right now, there have been more public process for this position and um either I think that tom Andrew or superintendent of school.
[50:14] So there's a big, big public component to this process.
[50:20] Um and I would say is significant as a public component of any process we've had.
[50:26] I mean all of our meetings are also being broadcast like anybody can come on and what I always say and I've talked about this in the past with other groups?
[50:33] It's frustrating, right?
[50:34] Public hiring is frustrating because you want to open it all up um to let the public participate at every step.
[50:42] The problem is if we did that, we wouldn't have Canon.
[50:45] And um, that's just the reality of um what the, what this environment is, like, it's public, but these candidates who want their process to be inherently private.
[50:56] How do you meet the two up?
[50:59] There was one conversation that we had said early on that we um we're gonna try to put something out to the public for feedback based on what the conversation here had been.
[51:08] And we haven't done that, nope, as once the job description is created.
[51:13] That is an option is to put something out saying here are the qualities that we've, you know, determined are important.
[51:21] Like prioritize them for us and just ask the community that simple question to take, you know, five things and prioritize them and then that goes to that interview panel like that.
[51:31] So take what this group comes up with.
[51:33] Have them prioritized and that's the first point of information for the next panel.
[51:37] Yeah, basically that list, that's in the profile when we rewrite it into being a little more lively.
[51:43] That that goes to the public as a, as a quick survey, prioritize this and then you give that to the hiring channel.
[51:51] So Andy on that note, um, you know, do we want to, you know, get another meeting next week at this time?
[51:59] Do we want to move that fast?
[52:01] We get it out to everybody and then have somewhat of a final product by friday for everybody to review over the weekend.
[52:10] I mean I can probably um today is Tuesday um I can if if jess sends me over the documents that exist now um I can probably redo those and get them onto something that people can at least give feedback.
[52:26] Um and I could do a draft just based on the um the profile bullets about what we could ask the community to pry prioritize us feedback.
[52:37] So with this draft be um it might cost.
[52:40] Andrew more though for me to do it that fast.
[52:43] Okay.
[52:44] So what would it be with the pictures?
[52:46] I'm just trying to get, you know, set an expectation or is it just not yet.
[52:49] Not yet.
[52:50] This is still internal.
[52:51] So this would just be to finalize the wording and get it out.
[52:55] Okay.
[52:56] Anyway, I just, so so we're not going to end the meeting, but I just, would everybody be comfortable with that with meeting back up on the 12th Same time.
[53:06] Andy Andrew Question would do people have availability to maybe meet on the 11th, the week after school?
[53:14] Um is vacation.
[53:16] So where it would be great to get one in next week because the week after won't be 11th works for me too on a monday is fine or the 14th?
[53:24] whatever is better.
[53:25] I just Tuesday, I would be running to meetings at once, so you want to do that.
[53:30] So um, Anyone that can do it on the 11th works for me.
[53:37] Oh look at that.
[53:41] Are you guys able to hear me now?
[53:45] Hey jake.
[53:48] I am so sorry.
[53:49] I will never use my computer again for a zoom call.
[53:51] This is my husband.
[53:52] I'm gonna use this from now on.
[53:53] Um, so forgive me for all the typing.
[53:55] A couple of other quick questions.
[53:57] Is there the possibility?
[53:58] And again, I understand the candidates have to can't be public, but um for them to spend some time at the youth center, even sort of anonymously just taking a tour, maybe just to kind of see their them in the space and how they respond to it.
[54:13] I think we can invite them to do that for the assessment center.
[54:17] It would be nice to do that.
[54:18] My favorite.
[54:19] Can I just tell you right now what my favorite thing to do to directors is when I throw a wrench, I'm like, oh, you have to plan an event immediately and I make them make it to do list of everything for the event and you find out real fast if they're the safety police or they're the big picture, not detail.
[54:35] Like it's actually a really telling a good one.
[54:40] So yeah, I'd be curious to see them just kind of mix, you know, in the mix of the youth center and the other thing just about the transparency um I totally get all that, I just I know that there's you know, always active minority or whatever of vocal folks that complain that you know, they don't get enough information or whatever.
[54:59] So for example, these meetings are they pushed out to people, I mean I know they're recording anyone can watch them, but is there anything that we could do?
[55:05] I love the idea about doing a survey, you know, having them um rank the things and also something open ended I think would be useful also for the kids just because I think we're all very thoughtful about the words that we're using and what we're looking for, but you just never know.
[55:22] Someone might say something brilliant that we hadn't thought of or something might come up again and again do like a ranking for prioritizing and then you can actually have like, or if you're an adult or a parent in the community, like do you have any comments and then if you are, you know, do you have a child who has comments and then just leave it open.
[55:41] That stuff's hard to sort through.
[55:42] But they have some interesting stuff.
[55:46] Yeah.
[55:46] I I think it would be worthwhile because I think I also think that, you know, in my very in my corporate days we called it C Y.
[55:52] A you know, like just so you know, we've asked we've used it, you know um So not only do I think about the informational to us but I also think you know then we can say that we did it you know that we are out reaching that we're listening that were soliciting you know like I just want to feel at the end of this process that we did all we could right you solicit engage et cetera.
[56:18] What we can do is when we send that out we will put a link to all these meetings on it so people can at their leisure watch the meetings, we can say what happened to each of them.
[56:27] Um So people have a whole catalog of info.
[56:29] They can go and watch them all or watch none of them and just fill out the survey but they'll have the option of doing that.
[56:34] Great.
[56:35] That's a good idea.
[56:37] Perfect.
[56:38] Um All right.
[56:39] So are there any other questions for the committee?
[56:44] So we've agreed on April 11 at 7:30.
[56:49] We'll recap.
[56:50] Well um the meeting will get out Andy and jess are going to rewrite this job description?
[56:58] Probably get it out to everybody.
[57:00] You know, does the google doc work because it's really easy for you to make comments.
[57:05] Is there anyone that if you google doesn't work for you, you can just send comments um in an email or an award doctor let's agree Andy that we should have a product by friday so people could look at it on saturday.
[57:20] Okay.
[57:20] And then we can come into the meeting ready to go with questions.
[57:25] Look at the what we think the final product is and fine tune it.
[57:29] So we can maybe get this pushed out.
[57:31] Yes.
[57:32] If you can just, if you can send it over to me, I can even start um later tomorrow and yep, I can get you both of those right now.
[57:41] Actually just do you think if the comments coming over the weekend, we have time to turn around a document from monday night?
[57:49] Well, well, well, let's look and see what they are.
[57:51] Let's leave it.
[57:52] Like our goal will be to look for some common themes and make those changes.
[57:56] And then if there's some that we need to discuss or debate.
[57:59] Um, then that's what we'll use the meeting for.
[58:02] Yeah, I can be online this weekend to Andy so I'll give you my cell phone when I forward over the documents.
[58:08] And that way, if we have to connect on the weekend, I'm usually always around.
[58:13] Yeah.
[58:15] And I mean, I think, I think everyone has to be open to understanding that they're giving your feedback, but we're not going to make every single change that people suggest that needs to be, we'll take them all in.
[58:25] But ultimately somebody has to decide.
[58:29] Mm hmm.
[58:30] Okay.
[58:31] Any any other questions.
[58:32] Anything I'm going to do one question generally, are people comfortable with the outline for the process?
[58:39] Obviously we'll fill in a lot of the blanks as we get going.
[58:41] But the framework seemed to make sense.
[58:46] And as a reminder if you're interested in serving on one of the, on the screening committee, email Ryan and myself, um, and maybe we can nail that down at the next meeting too.
[58:58] Okay.
[58:58] Any other questions?
[59:00] I appreciate everybody's time.
[59:02] I know this is the process.
[59:03] We will get there.
[59:04] Uh, so motion to adjourn in a second against.
[59:10] Okay.
[59:11] Thank you.
[59:11] Laura, Are you okay with the journey?
[59:13] Yes, brian.
[59:17] Okay.
[59:18] Tim.
[59:19] Yes, yes.
[59:24] Less.
[59:25] Yes.
[59:26] Albert.
[59:27] How are you?
[59:27] Thanks for joining us.
[59:29] Thank you.
[59:30] Um, all right.
[59:31] I think we are good to go.
[59:33] Thank you.
[59:33] Everybody.
[59:34] Thanks everyone.
[59:35] Good night.
[59:37] Mm hmm.
[59:40] Mhm.