EDUCATION OVERSIGHT BOARD MEETING MINUTES March 26, 2008, 8:00 A.M. Conference Room 412B (4th Floor) State Capitol Building Oklahoma City, OK 73105 BOARD MEMBERS PRESENT: Susan Field, Patrick Gilmore, Sherry Labyer, Abby Holbrook, Penny Williams and Rep. Tad Jones BOARD MEMBERS ABSENT: Ami Shaffer, Sen. Kathleen Wilcoxson, and Sen. Judy Eason McIntyre OTHER REGULAR ATTENDEES: Office of Accountability Staff: Robert Buswell, Jeff Wallace, and Jerry Hsieh VISITORS: Greg Metcalfe Call to Order: Ms. Field called the meeting to order at 8:25 A.M. Introduction of board members and guests: All board members and staff were introduced. Mr. Buswell introduced Mr. Greg Metcalfe from the State Attorney Generals Office. Roll Call: Roll was taken and Ms. Field declared a quorum to be present. Approval of Minutes: Mr. Gilmore made a motion to approve the minutes of the February 20, 2008 meeting with one minor correction. Ms. Williams seconded the motion, and it passed without dissent. Executive Session pursuant to Title 25, Oklahoma Statutes, Section 307(B)(4), for confidential communications between a public body and its attorneys concerning pending investigations, claims or actions: Mr. Gilmore moved to convene in executive session at 8:28 a.m. Ms. Williams seconded the motion, and it passed without dissent. Ms. Labyer made the motion to reconvene in open session at 9:33 a.m. Ms. Holbrook seconded the motion, and it passed without dissent. Possible Action as a Result of Executive Session: Mr. Gilmore moved that the Board grant the Executive Director authority to settle the 2007 vendor contract dispute in accordance with the discussion had during Executive Session. Ms. Williams seconded the motion, and it passed without dissent. Status Report on the Oklahoma School Performance Review Program (OSPR): Mr. Buswell stated that reports have been delivered and board presentations made at Weleetka, Wetumka, Sasakwa, and Justice. Mr. Buswell also stated that Frederick and Wynnewood were offered additional consulting work for any special needs their districts may have. Frederick had concerns about security and Mr. Buswell obtained a security consultant to assist them. Wynnewood had additional interest with regard to energy management and Mr. Buswell found a consultant to conduct an energy audit for the district. On-site visits have been completed in Mounds. On-site visits are currently being conducted in Cement and Tipton. A preliminary visit was done for Turner and they would like a review. The second draft for Okmulgee has been received and sent to the superintendent for review and the board presentation should be in April or May. Mr. Gilmore asked Mr. Buswell to give a summary of how RFPs are put together and contracts are issued. Mr. Buswell described how the Office of Accountability is attached to the State Regents for Higher Education and that the Office abides by the policies and procedures of the Regents. The Regents act as the fiscal agent for Office for qualifications of contract proposals. The proposals are evaluated by Office of Accountability and State Regent staff. Once a winning proposal has been selected, the Regent's purchasing department contacts the company and the RFP becomes the contract. Mr. Buswell reminded the Board that several years ago they had instructed him to not bring each and every request for a performance review to the Board for approval, but rather, he should act on the district's request, secure a vendor through the RFP process, and contract with the winning vendor for reviews to be carried out. Mr. Buswell asked if the board would like to reaffirm that directive and the Board did so unanimously. Status Report on the Oklahoma Educational Indicators Program: Mr. Buswell stated that the Education Indicators Program is moving along at a normal pace and all report cards and reports should be released on schedule. Y-T-D Expenditure Report for FY-2008: Year-to-date expenditures were discussed. Mr. Buswell noted that computers were purchased and money is available for additional performance reviews. Other items of interest include in-state mileage and out-of-state transportation and lodging. Mr. Buswell also discussed that rather large printing costs would be charged to the Office at the very end of the fiscal year. Mr. Gilmore moved to approve the report. Ms. Williams seconded the motion, and it passed without dissent. Legislative Update: None New Business: None Announcements: The next Board meeting is scheduled to be held April 16, 2008 at 8:00 AM. Adjournment: At 9:56 A.M., Ms. Williams made a motion to adjourn. Ms. Labyer seconded the motion, and it passed without dissent. The minutes of the March 26, 2008 meeting of the Education Oversight Board were approved as submitted on May 14, 2008, 2008.