EDUCATION OVERSIGHT BOARD MEETING MINUTES September 16, 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, Dr. Sherry Labyer, Edward Petersen, Reed Downey, and Ami Shaffer BOARD MEMBERS ABSENT: Sen. John Ford, and Rep. Ann Coody OTHER REGULAR ATTENDEES: Office of Accountability Staff: Robert Buswell, Jeff Wallace, Dan Craig, Jerry Hsieh, and Dr. Lonnie Melvin VISITORS: None Call to order: Ms. Field called the meeting to order at 9:04 A.M. Introduction of board members and guests: All board members and office staff introduced themselves including new board member Reed Downey Roll Call: Ms. Field declared a quorum to be present. Approval of Minutes: Ms. Field asked everyone to look over the June 17th board meeting minutes. Mr. Gilmore made a motion to approve the minutes of the June 17, 2009 meeting without change. Mr. Petersen seconded the motion, and it passed without dissent. Status Report on the Oklahoma Educational Indicators Program: Mr. Buswell presented an overview of the Educational Indicators and School Performance Review Programs. Mr. Buswell reported that the data request has been sent to the State Department of Education and the first sets of data have been received. He also mentioned that the last 4 digits of SSNs were requested as an additional request in order to begin a study of teacher supply and demand and longevity in the profession. The office may partner with the Teacher Retirement System for this study. Mr. Wallace gave a brief report on the 2008 Educational Indicators Report delivery schedule and Mr. Buswell spoke about the media coverage in 2008. Mr. Hsieh gave an update regarding the internet usage of the Educational Indicators portion of the office’s web site. There have been over 1.5 million report card downloads since May including over 300,000 in both May and June and over 400,000 in both July and August. Hsieh said he is expecting to have over 500,000 downloads in September or one download every 4-5 seconds. Ms. Field asked if we had any information from the user questionnaire and Mr. Hsieh said not at the present time but that the main audience for downloads was parents and teachers. It was also mentioned that 12 years worth of educational indicators data is now available online. Status Report on the Oklahoma School Performance Review Program (OSPR): Mr. Craig handed out copies of the Duncan Performance Review presented in August. He commented that the consultants working on the Duncan review stated that the Duncan School District was one of the best districts they had ever worked with and explained that the format of the printed review will change slightly for the next review. Mr. Craig then gave a brief overview of the Duncan review and the OSPR process. Mr. Downey asked Dr. Labyer about the Duncan School District and Dr. Labyer responded about the district and the work the district is doing to improve. Mr. Craig went over upcoming reviews in Hulbert, El Reno, Haworth, Fletcher, Broken Arrow, and Indiahoma. Dr. Melvin then spoke about the Crooked Oak review and the conferences and presentations in which the office recently participated. End-of-Year Expenditure Report for FY-2009: Mr. Buswell went over the close out of the FY-2009 expenditures. Mr. Buswell pointed out the section titled “Other Professional and Scientific, and Technological Services” and that it had an overstated carryover amount due to one of the performance reviews being finalized late enough in the fiscal year so as to be shifted into the next fiscal year. Mr. Buswell stated there will be a budget carryover of $324,000 into FY 2010. Mr. Petersen made a motion to accept the FY 2009 Expenditure Report. Mr. Gilmore seconded the motion, and it passed without dissent. Year-to-Date Expenditure Report for FY-2010: Mr. Buswell reported that state revenues are down and therefore the allocations from the State Treasurer’s Office for both August and September have been cut by 5%, going from $62,510 to $59,385. He also stated there may be additional cuts in FY-2010 if state revenues remain lower than anticipated. Mr. Petersen asked if the office’s carryover could be appropriated to some other agency. Mr. Buswell replied that it is a possibility but with the Broken Arrow Performance Review on tap for this fiscal year, most of the carryover would be spent. Mr. Downey asked if the Oklahoma City Public Schools had ever asked for a performance review. Mr. Buswell responded that the office does not have the capacity to carry out a performance review of that size of district using our current format. Mr. Buswell then spoke about cost increases in the areas of insurance, teacher retirement, longevity, and FICA that have affected budget. He also described the difference in actual versus estiamted performance review costs. Ms. Shaffer made a motion to accept the Year-to-Date FY-2010 budget report. Dr. Labyer seconded the motion, and it passed without dissent. Approval of changes to Office of Accountability Personnel Policies, & Procedures Handbook: Mr. Buswell mentioned that the State Regents are in the process of revising their policy for leave sharing and when they have determined the proper wording, the office will ask the Education Oversight Board for a similar revision. Approval of Proclamation of Appreciation for Penny Williams and Abby Holbrook: Mr. Buswell displayed proclamations for Ms. Williams and Ms. Holbrook for their service to the board. Mr. Gilmore made a motion to accept the proclamations of appreciation for Ms. Williams and Ms. Holbrook. Mr. Petersen seconded the motion and it passed without dissent. Election of New Officers: Mr. Gilmore made a motion to reelect the same officers for FY-2010. Dr. Labyer seconded the motion and it passed without dissent. New Business: Mr. Buswell passed out a report on web sites in school districts and discussed newspaper articles on cut scores. 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 10:50 AM. The minutes of the September 16, 2009 meeting of the Education Oversight Board were approved as submitted on December 9, 2009.