EDUCATION OVERSIGHT BOARD MEETING MINUTES December 9, 2009, 9:00 A.M. Conference Room 412-A (4th Floor) State Capitol Building Oklahoma City, OK 73105 BOARD MEMBERS PRESENT: Susan Field, Patrick Gilmore, Edward Petersen, Reed Downey, and Sen. John Ford BOARD MEMBERS ABSENT: Dr. Sherry Labyer, Ami Shaffer, and Rep. Ann Coody OTHER REGULAR ATTENDEES: Office of Accountability Staff: Robert Buswell, Jeff Wallace, Dan Craig, Jerry Hsieh, and Dr. Lonnie Melvin VISITORS: Jim Bynum, OEA Call to Order: Ms. Field called the meeting to order at 9:02 A.M. Introduction of board members and guests: Board members and office staff introduced themselves. Ms. Field welcomed Mr. Jim Bynum with OEA. Roll Call: Ms. Field declared a quorum to be present. Approval of Minutes from the September 16, 2009 Board Meeting: Ms. Field asked everyone to look over the September 16th board meeting minutes. Mr. Petersen made a motion to approve the minutes of the September 16, 2009 meeting without change. Mr. Downey seconded the motion, and it passed without dissent. Year-to-Date Expenditure Report for FY-2010: Mr. Buswell handed out a FY-2010 expenditure report and stated that most expenditures including printing costs come later in the fiscal year. He reported that the line item “All other professional, scientific, and technological services” is for the consultants of the performance reviews. This dollar amount includes the actual amounts for Hulbert ($40,000), El Reno ($51,000), Haworth, ($40,000), and Fletcher ($44,000) and an estimate for Broken Arrow ($180,000). Mr. Downey asked how large is Broken Arrow and Sen. Ford asked how much will they pay. Mr. Buswell replied that Broken Arrow has the largest high school in the state and is the tenth largest district and that they will pay 25% of the total cost of the performance review. Mr. Buswell gave a brief overview of Broken Arrow School District and that their superintendent contacted us for the review. Mr. Buswell then reviewed some of the details of the expenditure report including in-state lodging, in-state mileage, maintenance and repair, and printing supplies. Mr. Buswell also spoke about how he annualized some of the expenditures. He mentioned the 5% cut all state agencies are taking until the end of the fiscal year and that he has included this cut in this expenditure report. Sen. Ford mentioned there may be additional cuts as well with the possibility of using some of the rainy day fund and stimulus dollars. There was then discussion about the estimated carryover. Mr. Buswell spoke on how we will save dollars from printing, reviews, and salary. Mr. Craig is leaving to take a position as the Oklahoma State Director of the North Central Association. Sen. Ford made a motion to accept the Year-to-Date Expenditure Report. Mr. Downey seconded the motion and it passed without dissent. Status Report on the Oklahoma Educational Indicators Program: Mr. Wallace began by stating that principal response rates are very high for the 2009 survey. Mr. Wallace also mentioned that data items from the State Department of Education and other sources are on track for the year. Mr. Hsieh mentioned the high number of downloads from the web site every month. Mr. Gilmore made mention of the many uses of the educational indicators reports and Mr. Downey asked if it might be cost effective to make pdf copies of the district reports instead of paper copies. Status Report on the Oklahoma School Performance Review Program (OSPR): Mr. Craig began by speaking about recent performance review activity. The Crooked Oak performance review was presented, the Hulbert onsite visits were completed with the third draft due this week along with the final presentation being scheduled, and the onsite visits for El Reno and Haworth are completed. The Fletcher review has been awarded and the onsite will be in January and the office is currently reviewing the bids for the Broken Arrow performance review. The Broken Arrow review should be awarded within the next two weeks with the onsite beginning in February. Hulbert, El Reno, and Haworth reviews would be presented to their respective school boards after the first on the year, Fletcher should be presented around the end of the school year, and the drafts of the Broken Arrow review should be available in June with an August presentation. Dr. Melvin then spoke about upcoming reviews. She mentioned that Indiahoma, Hinton, Geary, and North Rock Creek have all signed up for performance reviews. She also mentioned that a presentation has been scheduled for the Pond Creek-Hunter board and possibly a presentation for the Tecumseh board. The Dover, Vinita, Silo, Freedom, and Hominy school districts have also contacted the office for more information about performance reviews. Mr. Downey asked how many performance review presentations there were in 2009. Mr. Craig said there were four presentations with two more scheduled for after the first of next year. There was a discussion about low performing schools and if they are targeted for performance reviews. Mr. Buswell spoke about the structure of the program. Mr. Craig spoke about the criteria for 100% funding is a lower API which is one definition of low performance and Dr. Melvin mentioned about the many recommendations in a performance review that give districts resources to help them improve student performance. Report on P-20 Data Coordinating Council: Mr. Buswell began by mentioning HB1111 which was vetoed and SB222 which created three groups. Mr. Buswell is appointed to one of these groups, the “P-20 Data Coordinating Council”. Dr. Paul Risser is the chairman of the council. Mr. Buswell spoke about three grants in which the Council was interested, including the “Race to the Top” education grant. The P-20 Council is charged with determining the current status of state educational data systems, learning about longitudinal data systems and making recommendations on how to design one for Oklahoma, and make recommendations to the Governor and Legislature on how to get it all done. Mr. Buswell stated that the Council was looking at how to make everything work together. He spoke about how the State Department of Education’s WAVE system is starting to look good, the Oklahoma State Regents for Higher Education’s unified data system has been around for many years, the Oklahoma Department of Career and Technical Education’s data system is in a transitional stage, and the Oklahoma Employment Security Commission’s data system has linked data in the past. The Council is working hard to obtain a $17 to $18 million grant from the federal government to have a seamless educational system in Oklahoma. Presentation of Staff Longevity Recognition Awards: Mr. Dan Craig – for 5 years of service Mr. Jerry Hsieh – for 10 years of service Mr. Jeff Wallace – for 25 years of service Mr. Robert Buswell – for 25 years of service New Business: Mr. Buswell passed out a current newspaper article and a list of tentative Board meeting dates on 2010. After a brief discussion the March 17, 2010 meeting date was changed to March 24, 2010. Mr. Gilmore made a motion to accept the following schedule of meeting dates for 2010. Mr. Downey seconded the motion and it passed without dissent. February 17, 2010 March 24, 2010 April 21, 2010 May 19, 2010 June 16, 2010 September 15, 2010 October 20, 2010 November 17, 2010 December 15, 2010 Announcements: none Adjournment: Mr. Gilmore made a motion to adjourn the meeting. Mr. Petersen seconded the motion and it passed without dissent. The meeting ended at 10:24 AM. The minutes of the December 9, 2009 meeting of the Education Oversight Board were approved as submitted on February 17 2010.