Minutes Executive Director Search Committee Alabama School of Fine Arts June 15, 2010 1:00 p.m. Trustees present: Suzy Baker, Edie Barnes, Victor Blackledge, Anjanetta Foster, Rosemary Johnson, Jim Methvin. Present by phone: Jane Moore, Ed Starnes. Others present: Jesse Bates, Joseph Brock, Stuart Flynn, Michael Hallman (for Hungsin Chin), Brad Hill, Lee Anne Lee, John Northrop, Jamie Plott, Catherine Walden, Michael Yancey. Present by phone: Kim Scott. The meeting agenda was followed. Refer to the ASFA June 15, 2010 Search Committee handout, page 1. Meeting was called to order followed by a roll call, and welcome and introductions. Email and other contact information were obtained from each committee member. The roster, with contact info, was sent to the committee members following the meeting. Jim Methvin stressed that any interested individuals from the ASFA community and the local community would be welcome to participate in the overall process, and be part of subcommittees. The Four Phases of the search committee were introduced. Refer to ASFA June 15, 2010 Search Committee handout, page 3. Rationale was provided for each step leading to the goal of finding outstanding candidates capable of leading the school. Committee member Suzy Baker presented a study of the search processes of several schools in the region. She covered many issues the committee will want to consider. The committee identified several key goals that they would like considered during the search process. The committee was charged with identifying key responsibilities and duties of the Executive Director. The committee and the other interested individuals participating in the meeting were divided into three subcommittees. Refer to ASFA June 15, 2010 three subcommittees. The subcommittees are being lead by Lee Ann Lee, Jesse Bates and Michael Yancey. The subcommittees will report-out at the July meeting.
The meeting was adjourned at 2:15 p.m. The next meeting was announced for July 28, 2010 at 1:30 p.m.
ASFA Executive Director Search Committee Members Representatives from ASFA staff Dan McCurdy, Student Support-Student Advisor Jamie Plott, Business Manager Representatives from the academic core faculty Lee Anne Lee, Foreign Language Catherine Walden, Social Studies Specialty Chairs Jesse Bates, Theatre Hungsin Chin, Math/Science Stuart Flynn, Creative Writing Darius Hill, Visual Arts David Kenner, Dance Kim Scott, Music Foundation Board member Frank Adams, Jr. Student Representative Joseph Brock, senior music student Alumni Representative Andrej Bidikov PTSO Representative Michael Yancey, President Director of Curriculum and Instruction Brad Hill Executive Director John Northrop Board of Trustees committee members Suzy Baker Edie Barnes Victor Blackledge Carl Crosby Dr. Anjanetta Foster Shelia Jackson Rosemary Johnson John Jones Jim Methvin
Search Committee members (continued) Dr. Jane Moore John Nixon, Jr. Jim Reed Monty Stabler Ed Starnes, Jr. Larry Voit Dr. Sara Strange Wright Additional staff and interested individuals to participate and to serve on subcommittees Michael Hallman, Math/Science Stephanie Atwood Shannon Barnette NOTE: For questions and information regarding the ASFA Executive Director search, contact Jim Methvin at methvin2@charter.net; home 871-5469 or work 989-2203.
ASFA Executive Director Search Committee Three subcommittee groups appointed June 15, 2010 Identify key responsibilities and duties of the Executive Director Group one To use By-Laws and Evaluation Form Group two To use the Employment Agreement Group three To use the Policy Manual and Administrative Code Group one Lee Anne Lee, team leader Shannon Barnette Rosemary Johnson Kim Scott Jim Methvin Group two Jesse Bates, team leader Suzy Baker Edie Barnes Joseph Brock Jamie Plott Catherine Walden Group three Michael Yancey, team leader Stephanie Atwood Brad Hill Victor Blackledge Stuart Flynn Dr. Anjanetta Foster Michael Hallman
Alabama School of Fine Arts Executive Director Search Process May 27, 2010 Saved as: ASFA May 27, 2010 ED Search Process
Board of Trustees Actions on May 27, 2010 I. Motion to authorize an ASFA Executive Director Search Process II. Resolution to establish the ASFA Executive Director Search Committee This resolution establishes an Ad hoc committee called the ASFA Executive Director Search Committee. The committee will begin its work on June 15, 2010. The members of the search committee are as follows: All ASFA Board of Trustees members Two representatives from the ASFA staff Two representatives from the academic core faculty Six Specialty Chairs or their designee from the specialty faculty One ASFA Foundation Board member One senior student representative One alumni representative who graduated within the last four years The PTO President or his or her designee who must be a PTO officer The Director of Curriculum and Instruction The Executive Director as an ex officio member * * Article V of the ASFA By-Laws states that the Executive Director serve as an ex officio member of all committees. All search committee members must be in their representative position during the search process. If a committee member is no longer in his or her position, a replacement representative will be named.
Monthly meetings ASFA Executive Director Search Committee Work Time of each meeting: 1:00 p.m.; exceptions noted below June 15, 2010 July 28, 2010; time 1:30 p.m. August 17, 2010 September 15, 2010 October 27, 2010; time 1:30 p.m. November 15, 2010 December 15, 2010 January 26, 2011; time 1:30 p.m. February 15, 2011 March 15, 2011 April 27, 2011; time 1:30 p.m. May 17, 2011 June 15, 2011 Place: ASFA campus Conference line: A conference call phone line may or may not be available depending on the location of the meeting in the school. All meetings will be announced with an agenda since a quorum of the Board may be present.
ASFA Executive Director Search Committee Work Search Committee actions for June 2010 Identify roles of the Search Committee and the role of the Board of Trustees Identify key goals for the search process such as the following: (The examples are in no particular order.) Have a methodical process Community involvement is important and welcome A process that is open to the public and allows for stakeholder and public input Draw-in as many quality candidates as possible. Want to throw the net wide Announcement will be posted for a minimum of 30 days Subcommittee assignments Discuss the process in general Discuss the direction of the Search Committee Distribute reference material Search Committee actions for July, August, September, and October 2010 Review and discuss 2009 ASFA Strategic Plan Review and discuss ASFA s Educational Philosophy policy (356-X-6-.01a) Committee to discuss and begin to identify the key responsibilities and duties of the executive director Committee to discuss and begin to identify the job qualifications of the executive director
Community input sought from all stakeholders and the public regarding key responsibilities of the executive director Analyze various Alabama superintendent employment applications and job announcements Analyze other specialty school superintendents employment applications and job announcements Committee to formulate job announcement document based on these qualifications and responsibilities citing the key qualities Committee to formulate the employment application based on these qualifications and responsibilities Write application questions to identify qualities and skills the board is seeking When formulating the job application, write the key to grade the application to be used at a later date Identify the same key areas of responsibilities, duties, qualities for interview process to be used at a later date Begin to identify job announcement strategies Draft timeline for the search process Identify and decide on the type of announcement Identify media sources, contacts Approve and recommend to the ASFA Board of Trustees 1. An executive director search process that would include strategies for announcing and advertising the position; 2. Timeline for the application period; 3. The final job announcement and application; and 4. Identify expenses associated for overall search process.
ASFA Board of Trustees to meet October 27, 2010, to consider the Search Committee s recommendations. In addition, the Board will consider a budgeted item for the Executive Director s search. The Board will also review the Search Committee s key goals identified in June, to see if all are met. Search Committee actions for November 2010 Further refine search process by discussing and agreeing upon the receipt of applications review of applications interview process public gatherings to get to know the candidates selection process
ASFA Executive Director Search Committee Meeting Handout June 15, 2010 1:00 p.m. Meeting agenda 1. Meeting called to order 2. Roll call 3. Establish a quorum of the Board of Trustees 4. Welcome and Introductions 5. ACTION REQUIRED: Obtain email address(es) and multiple contact telephone numbers of all committee members 6. Discuss communication expectations for the committee 7. Identify role of the Search Committee 8. Discuss the Four Phases of the Search Process 9. ACTION REQUIRED: Discuss and identify key goals for the search process 10. ACTION REQUIRED: Identify ways to immediately involve all ASFA stakeholders and the local community in the overall search process 11. Subcommittee assignments for Phase One Identify the key responsibilities and duties of the Executive Director 12. Reference material distributed for assignment 13. FUTURE ACTION REQUIRED: Subcommittee homework assignments to be completed and presented at the July committee meeting 14. Announcement: Next meeting Wednesday, July 28, at 1:30 p.m. 15. Adjourn
ASFA Executive Director Search Committee Meeting Handout Search Committee members June 15, 2010 All ASFA Board of Trustees members Two representatives from the ASFA staff Two representatives from the academic core faculty Six Specialty Chairs or their designee from the specialty faculty One ASFA Foundation Board member One senior student representative One alumni representative who graduated within the last four years The PTO President or his or her designee who must be a PTO officer The Director of Curriculum and Instruction The Executive Director as an ex officio member* * Article V of the ASFA By-Laws states that the Executive Director serve as an ex officio member of all committees.
ASFA Executive Director Search Committee Meeting Handout June 15, 2010 Four Phases of the Executive Director Search PHASE ONE Identify and determine the Executive Director s characteristics and qualities, and key responsibilities and duties Review ASFA policies and the Strategic Plan PHASE TWO Review job announcements and applications from a variety of schools and school systems Incorporate information from Phase One into an announcement and application PHASE THREE The announcement, and receipt and initial screening of applications PHASE FOUR Further screening; the interviews and selection
ASFA Executive Director Search Committee Meeting Handout June 15, 2010 Discuss and identify key goals for the search process (The following examples are in no particular order.) Have a methodical process Community involvement is important and welcome A process that is open to the public and allows for stakeholder and public input Draw-in as many quality candidates as possible. Want to throw the net wide Announcement will be posted for a minimum of 30 days NOTES
ASFA Executive Director Search Committee Meeting Handout June 15, 2010 Identify ways to immediately involve all ASFA stakeholders and the local community in the overall search process NOTES
ASFA Executive Director Search Committee Meeting Handout June 15, 2010 Identify the key responsibilities and duties of the Executive Director Reference material to be used by the committee: I. By-Laws of the ASFA (July 22, 2009) II. Evaluation Form of the ASFA Executive Director (2009-10) III. Employment Agreement Exhibit A Expectations and Responsibilities for the Executive Director (August 15, 2003) IV. ASFA Policy Manual V. ALABAMA SCHOOL OF FINE ARTS ADMINISTRATIVE CODE VI. ASFA STRATEGIC PLAN (July 23, 2009) Subcommittee assignment: Using the reference material highlight key words and phrases; group similar tasks and responsibilities; rank the groups in order of importance; and outline work. Each group needs to read and understand the Strategic Plan s Mission, Objectives, Parameters, and Beliefs Three subcommittee groups: Group one Group two -- To use By-Laws and Evaluation Form -- To use the Employment Agreement Group three -- To use the Policy Manual and Administrative Code
Subcommittees are to invite ASFA stakeholders and interested community members to participate in their groups Subcommittees are to report-out on July 28, 2010. Reference material ASFA Executive Director Search Committee Meeting Handout June 15, 2010 SOURCE: By-Laws of the ASFA (July 22, 2009) The following are direct quotes: Chief Executive Officer of the ASFA and, subject to the control of the Board of Trustees Shall have general supervision of the affairs of the ASFA and its other subordinate employees May employ with the approval of the Board of Trustees such persons as may be needed from time to time for the effective operation of the ASFA and fix their compensation within the limits made available for such purposes He may sign and execute in the name of the Board of Trustees any contracts or other documents authorized by legislative act or the Board of Trustees He shall perform all duties incident to the office of chief executive officer of the ASFA Shall report all relevant actions taken to the Board of Trustees at each regular quarterly meeting Shall be authorized to approve for expenditure sums on behalf of ASFA in accordance with State laws, rules, regulations, and procedures Shall report such expenditures to the Board at each regular quarterly meeting Shall..
Certify and keep at the principal s office of the ASFA an original and at least one copy of its rules and regulations, objectives, and guidelines as amended. Keep at the principal s office of the ASFA a book of minutes of the Board of Trustees of the ASFA Be the custodian of the official Board of Trustees records. See that the books, reports, statements and all other documents required by the Board of Trustees are kept in orderly fashion. In general, perform all the duties of the office of Executive Director and such other duties as may from time to time be required by the Board of Trustees.
SOURCE: Evaluation Form of the ASFA Executive Director (2009-10) Reports to Board: Recommends policies Reports on budgetary matters Provides accurate description of entire school program Ensures well run, efficient organization Serves as chief advocate for school Maintains and articulates school vision to wide range of audiences Acts as a line of defense and last court of appeals Engenders trust and good will of school and pubic Maintains fundamental standard of excellence, measured in student accomplishments Maintains a qualified work force Finds, interviews and recommends qualified employees for Board approval Initiates hiring and dismissal of faculty and staff, consistent with best interests of school Prepares, reviews, refines, recommends and defends annual budget, and adjusts program to meet fiscal realities Approves school s curriculum, its content and the manner in which it is presented Ensures that school s dormitory is run efficiently, safely and responsibly Leads strategic planning and implementation to ensure school s growth and development Keeps abreast of educational trends and opportunities, particularly within school s specialty disciplines Reads professional journals, papers and other publications Attends local, state, regional, national and international meetings Makes quick, decisive and responsible decisions to ensure smooth operations Consults with staff and faculty leaders Serves on board of directors of ASFA Foundation, and maintains cordial, productive relationships with foundation staff and directors
Ensures campus safety for students and staff Ensures that facilities are comfortable and well-maintained for students and staff Encourages and supports effective parent involvement in school programs and activities Maintains positive relationships with state officials to help ensure ongoing funding and support Supervise Recruitment, Technology, Maintenance ** and Housekeeping** staffs (** Added in 2009-10 due to administrative staff reduction)
SOURCE: Employment Agreement Exhibit A Expectations and Responsibilities for the Executive Director (August 15, 2003) The following are direct quotes: The Executive Director is responsible directly to the School s Board of Trustees. That responsibility includes recommending policies, reporting on budgetary matters and providing an accurate profile of the entire school program. The Director must keep the board informed about the School and Provide it with a well-run, efficient organization of which Board members can be proud advocates. Serves as the representative of everyone connected with the Alabama School of Fine Arts Must have a vision for the program Be able to articulate its purposes and possibilities to a wide variety of audiences Must engender the trust and good will of the entire School and the public Must maintain a fundamental standard of excellence that cannot be qualified by temporary circumstances Is the principal spokesman for the School and its program. Serves as the first line of defense and acts as the last court of appeals in most matters. Is responsible for finding, interviewing and recommending to the Board of Trustees those persons who should be employed by ASFA. As the chief executive officer of the School, the Executive Director Prepares, reviews, refines, recommends and defends an annual budget. In the event that the approved budget is less than the budget submitted to the Governor, the
Executive Director must accept the final budget figure and make the necessary, often painful adjustments to the fiscal reality. Must approve and take responsibility for the School s curriculum, its content and the manner in which it is presented. Has the responsibility to ensure the curriculum reflects the highest possible standards and to recognize the reality of what can be achieved. Responsible for the staffing and operation of the School s dormitory, insuring the residential facility is run in an efficient, safe, and responsible manner. Responsible for overseeing the staffing and operations of the food service program. Must keep abreast of the myriad aspects of education and be aware of the cutting edge of special disciplines taught in this program. The reading of professional journals, papers and other publications, attending local, state, regional, national and international meetings dealing with the care and education of youngsters and trends in fine arts and math/science is an essential part of the job. Responsible for initiating policies, budget projections, new programs and/or changes in programs, and hiring and dismissing faculty and staff consistent with the best interests of the program. Oversees the day-to-day operations of the School. Meeting with his staff of vice directors (academics, counseling, finance, information) and department chairs (Creative Writing, Dance, Theatre, Arts, Music, Visual Arts, Math/Science) on a regular basis, the Executive Director keeps abreast of School activities and problems and, with the best advice available, makes decisions to deal with situations at hand.
SOURCE: ASFA Policy Manual SOURCE: ALABAMA SCHOOL OF FINE ARTS ADMINISTRATIVE CODE (Identical language in both documents) The ED is the chief executive officer of the ASFA who, under the direction of the Board, supervises the ASFA and all personnel. The ED is responsible for the management of the school under the Board policies, and is accountable to the Board. The ED may delegate to other school personnel the exercise of any powers and the discharge of any duties assigned to the ED by the policies or by the Board. The delegation of power or duty, however, shall not relieve the ED of responsibility for the action taken under such delegation. Responsibilities are: Executive officer of the Board Directs the management of the ASFA To plan and recommend to the Board the purpose, program and policies for the ASFA and once adopted by the Board, to diligently strive to achieve those purposes and implement those programs and policies. To establish, subject to the Board approval, the organization of the staff of ASFA in a manner to accomplish effectively the ASFA purposes. To assign, in accordance with Board policies, the number and types of positions required to provide the proper personnel necessary for the program s operation. To seek the most capable candidates for employment and to nominate for appointment by the Board all regular and part-time professionals and consultants as needed within the framework of the budget and applicable Board policies. To provide leadership to the Board, the staff, and the community in a continuing effort to improve the effectiveness and efficiency of the ASFA.
To direct the ASFA in a manner so as to promote the continuous growth of the staff in their capabilities to accomplish their tasks. To establish and maintain a thorough program of research and evaluation of all aspects of the ASFA s operation and to provide the Board with information needed to evaluate the effectiveness of the ASFA and set goals for priorities and improvements. To keep the public informed of school programs, to be mindful of community interests in planning improvements, and to involve in appropriate ways citizens of the community in ASFA planning, operation and evaluation. To plan, for adoption by the Board, the annual budget and to administer that budget in a diligent manner. Budgeted funds shall be expended in a fair and efficient manner in accordance with state laws and reliable accounting procedure, and in a manner that will achieve equity in the investment of financial resources of all students. To perform a judicial function in hearing disagreements concerning school operations and administrative decisions and to resolve these disputes fairly. To keep informed of new developments in the field of education in the arts in order to give leadership in program improvement. The ED shall also remain current in State and Federal laws, as well as judicial decisions and opinions, which may bear upon the purposes and operation of the ASFA. To attend all Board meetings, participating in all deliberations other than those concerning his appointment. To represent the interest and policies of the ASFA as a permanent member of the ASFA Foundation Board of Trustees. The ED shall keep informed of modern educational thought and practices by study, visiting of other school systems, attending educational conferences and by such other means as may be appropriate. The ED shall keep informed of current trends in all areas of the arts, and in arts education, and in arts administration practices. Personnel employed by the Board are responsible to the Board through the ED. The ED will submit nominations to the Board for appointment of regular noninstructional personnel.
The ED has the responsibility for implementing policies established by the Board. The ED is expected to provide staff members and the community with opportunities to suggest new policies and policy improvements. Staff suggestions for policy modification should be presented to the ED. The Board delegates to the ED the function of specifying required actions and designing the detailed arrangements under which the school will operate. These rules and detailed arrangements constitute the administrative regulations governing the school. The ED is authorized to close the school in the event of Additional ASFA policy references: The ED shall keep informed of current trends in the area of math/science, etc. To recommend for approval all contracts made in the name of the school. To recommend for approval all contract renewals, terminations, extensions or exceptional conditions. Additional ASFA ADMINISTRATIVE CODE references: Delegation of executive powers by the Board to the executive director provides freedom for the executive director to manage the ASFA within the Board s policies, and frees the Board for policy-making and appraisal functions. Title: Code of Ethics -- A professional educator must constantly uphold the integrity of the profession in all his actions and relations with pupils, colleagues, and the community. The professional educator recognizes worth and dignity of each individual and strives to attain excellence in all his endeavors.
SOURCE: ASFA STRATEGIC PLAN (July 23, 2009) The mission of the Alabama School of Fine Arts, a diverse community of explorers, is to nurture impassioned students by guiding and inspiring them to discover and fulfill their individual creative abilities in an atmosphere distinguished by the fusion of fact and feeling, risk and reward, art and science, school and society. Rewritten as: The mission of the Alabama School of Fine Arts, a diverse community of explorers, is to nurture impassioned students by guiding and inspiring them to discover and fulfill their individual creative abilities in an atmosphere distinguished by the fusion of fact and feeling, risk and reward, art and science, school and society. Objectives: Every teacher shall inspire. Every student shall create. Every student shall achieve fulfillment through the process and product of learning. All learners shall acquire and use advancing technology skills that apply to their specialties. All impassioned students shall graduate. All graduates shall gain admission to a program related to their ASFA specialty. Parameters: We will make all decisions in the best interest of the student. We will not compromise the safety of our school community. We will neither compromise our integrity nor tolerate disrespect. We will not allow the quality of our program to be compromised. We will not tolerate acts of prejudice. We will not tolerate the undermining of the school s legislatively mandate powers, duties and responsibilities and its mission and beliefs.
Beliefs: Art is fundamental. Science is fundamental. Life-long exploration and pursuit of knowledge are essential human endeavors. Every person has the need and the right to create. Everyone can learn. Learning is a cooperative endeavor. Intellectual and creative potential transcend culture, sexuality, and social realities. Diversity enhances the quality of life. All individuals and their work deserve respect. Everyone has the right to recognize, nurture and preserve his/her individuality. Individuals are responsible for their own actions. Integrity is essential to the pursuit of excellence. Humility, service and giving strengthen self, community, and society. Process and product are equally important.