Agenda setting

Judge groups on how they create meetings

Much changed last week during the Oklahoma State Board of Education meeting headed by recently appointed State Superintendent Lindel Fields. The blinds were opened, the barriers removed and even the lights seemed a little brighter.

Those in attendance saw the portraits of the Oklahoma Educators Hall of Fame members lining the hallway leading to the room. The pictures were removed by former Superintendent Ryan Walters, who took them down under the offensive reason that they glorified “bureaucrats and union leaders.” He resigned Sept. 30, and parties were thrown.

In this new day was a new agenda - an actual agenda.

At the meeting, Tulsa’s Channel 2 reporter Erin Christy posted on Facebook an image of the agenda available in-person. Per state law, it was posted 24 hours earlier with the topics for discussion and vote. Agendas at the meeting contained background information in red type to explain details of each item.

For example, one item stated: “Flexibility of Allocated Textbook Funds Discussion and possible action on statutory waivers allowing flexibility in the use of state-appropriated textbook funds pursuant 70 O.S. § 16-114a” followed by a list of 10 districts seeking this flexibility.

It’s enough to satisfy the law. Still, rarely do people know these policies or what’s really being approved.

Does this item mean districts want to buy less books or use money for non-book items? Maybe something else?

Helpfully, this was added right under that entry for the meeting: “Districts seeking this waiver are asking to reduce the library-media center hours. Under the Administrative Code, each school district is required to offer a specific number of hours that the library/media center is open to students. However, some schools do not have sufficient school enrollment numbers to justify a full-time librarian at every site. When this happens, the school district requests an exemption to the number of hours the library/media center must remain open. Much like with the Library-Media Services waiver (number 4 above), the district fills out a form detailing the reason for the request, alternative strategies in the event the request is not approved, impact to student learning, et.”

Ah, that clears things up.

I agree with Erin Christy when she stated, “I have never seen this on a board meeting agenda, and as a reporter, it is certainly helpful …”

It’s unknown if this practice will continue, but I hope so. And, I hope other organizations will take a similar approach.

The Oklahoma Open Meeting Act provides a minimum of what a public meeting agenda must contain. Attorney General Gentner Drummond resumed annual education sessions on the state’s open meeting and records law and has staff who can help public agencies with questions. He created a department dedicated to helping people get records when agencies drag their feet or refuse.

The remarkable thing about the Oklahoma State Education Department’s new agenda is how it goes beyond the minimum. It’s a sign that real change has arrived. It’s a symbol that Superintendent Fields intends to encourage residents to know more about what’s happening in public schools and to create space for residents to watch their government in action.

Meeting agenda information is a fair gauge on the transparency dedication of an agency.

The worst agendas used to belong to the Tulsa County Board of Commissioners. Ten years ago I went to observe a meeting and had no clue what was being discussed or approved. The agendas looked to be written almost in code with references to policy numbers rather than plain language. It took about two or three nice people near me to translate what was happening.

Tulsa County Clerk Michael Willis deserves credit for turning that around.

Willis worked with commissioners to improve the language of the agendas by adding more detail in regular words. Residents can go online and hit links to original documents like resolutions or background information.

Even more, anyone can download the 379-page board packet for the Tulsa County Board of Commissioners’ 9:30 a.m. Monday meeting. Not all agencies go as far as to post board packets, which are public records. I’ve argued with handful of public officials on that point.

Willis has done a remarkable job. So has Superintendent Fields in setting a new tone - and agenda.

Photo by 2H Media on Unsplash