Illinois State Board of Education Finance and Audit Committee Met May 4.
Here is the minutes provided by the committee:
I. Roll Call
Chairperson Chris Benson brought the meeting to order at 9:30 a.m. Roll call was taken, and a quorum was present with three members. Chairperson Benson made the declaration, “An in-person meeting is not practical or prudent because of a disaster. Physical presence for the meeting is unfeasible due to the disaster.” All attendees joined via phone. She verified that each member could hear one another and follow the discussion, and that they were able to testify.
Members Present
Chairperson Chris Benson
Roger Eddy
Dr. David Lett
Staff
Dr. Carmen I. Ayala, State Superintendent
Kirsten Parr, Board Services Coordinator
Kim Clarke, Executive Assistant to the State Superintendent
Brenda Dixon, Research and Evaluation Officer
Carisa Hurley, Director of Early Childhood
Dr. Dana Kinley, Executive Director of Systems of Support
David Moser, Director of Facility Management
Emily Fox, Director of Educator Effectiveness
Dr. Ernesto Matias, Education Officer
Hector Rodriguez, Director of Government Relations
Jennifer Saba, Executive Director of Regional Services
Krish Mohip, Deputy Operational Education Officer
Martin McGreal, Director of District/School Leadership
Maureen Font, Director of Data Strategies and Analytics
Melissa Oller, Operations Officer
Robert Wolfe, Financial Officer
Scott Harry, Director of Budget
Dr. Sean Clayton, Director of Assessment
Trisha Olson, Legal Officer
Irma Snopek, Policy and Communications Officer
Tassi Maton, Internal Audit Officer
II. Public Participation
There was no public participation.
III. Approval of Minutes: April 6, 2021
Dr. Lett made the motion for the Finance and Audit Committee to approve the April 6, 2021, meeting minutes. Mr. Eddy seconded the motion, and it passed by roll call vote.
IV. Review of Contracts and Grants Over $1 Million – for May Approval
A. Contracts & Grants Over $1 Million - Approval of the One-Year Intergovernmental Agreement with Northern Illinois University for the Illinois Report Card, Ed360, and 21st Century Learning Center
There were no questions for this item.
B. Contracts & Grants Over $1 Million - Approval of the Two-Year Intergovernmental Agreement with University of California - Berkeley Evaluation and Assessment Research Center (UCBEAR) for the administration of the KIDS survey assessment
There were no questions for this item.
C. Contracts & Grants Over $1 Million - Approval of RFSP for the implementation of an improved state assessment
Mr. Eddy asked what the ramifications would be of selecting a provider other than the one with which ISBE has an existing contract. Ms. Olson explained some of the agency’s obligations and said that the potential risks could be discussed in a closed session. Dr. Lett expressed concerns about these risks and asked that this conversation be had before action is taken. Dr. Benson noted that there is a closed session at the May Board meeting that will occur before voting on this item. Ms. Olson affirmed that she will be able to facilitate this discussion at that session.
V. Review of Contracts and Grants Over $1 Million – for June Approval
A. Contracts & Grants Over $1 Million - Approval of the Notice of Funding Opportunity/Request for Proposals for New Principal Mentoring Program
Mr. McGreal presented information on this item.
Dr. Benson asked if there is any data about why the retention rate is as it is. Mr. McGreal said that the leading reason is lack of preparation for the position. He also noted that principal satisfaction with the position was surprisingly higher this past year. Dr. Benson asked about the program’s history. Mr. McGreal outlined that it was written into statute in 2006-07 and first implemented in 2008.
Mr. Eddy asked if the agency anticipates selecting multiple vendors. Mr. McGreal said that any vendor that satisfies the requirements will be selected.
Dr. Ayala noted that the program will be funded by Elementary and Secondary School Emergency Relief (ESSER) dollars until 2024; alternative funding sources will be sought out after that.
Dr. Benson noted that the approval of the grant in June will cause for a tight turnaround and asked if there will be sufficient time. Dr. Ayala agreed that it will be tight, but the agency will do its best.
B. Contracts & Grants Over $1 Million - Approval of the Notice of Funding Opportunity/Request for Proposals for Principal Recruitment Program
Mr. McGreal provided information for this item. Dr. Ayala noted that this piece will not be funded by ESSER and will need General Assembly approval.
Dr. Benson asked if one of the facets of support the candidates will be receiving is tuition. Mr. McGreal outlined the ways in which applicants will be supported. Dr. Benson expressed appreciation for the fact that people in this position will be receiving support, as being a principal is one of the most difficult leadership positions one can have.
C. Contracts & Grants Over $1 Million - Approval of Sole Source Contract with Illinois Education Association for New Teacher Virtual Coaching and Mentoring Program
Ms. Fox provided information on this item.
Dr. Benson thanked staff for the improvements in the virtual platform.
Mr. Eddy asked what data is being collected about the program as this will be important to be able to show when seeking other funding sources after ESSER. Ms. Fox explained that there is a subcontract that ensures numerous surveys of program quality are being conducted.
D. Contracts & Grants Over $1 Million - Approval of the IGA Amendment with DoIT
Ms. Hurley provided information on this item.
E. Contracts & Grants Over $1 Million - Approval of the IGA Amendment with Illinois Board of Higher Education
Ms. Hurley provided information on this item.
Dr. Benson asked what the criteria is for choosing applicants. Ms. Hurley said she could follow up with information on how the Governor’s Office of Early Childhood Development selected candidates.
F. Approval of the Alzina Building Lease
Ms. Oller provided information on this item.
Mr. Eddy expressed concern about the lease being for five years, as the space needs may change or be different than expected. Ms. Oller explained that the agency has the ability to terminate the lease at any time with no financial penalty, so long as it gives a notification of termination within 120 days of move-out.
VI. Internal Audit Updates
A. Current Audits and Forthcoming Reports
Ms. Maton reported that these items are tentative for May as they are not yet finalized, though they are getting closer to completion. The latest they will come before the Board for acceptance is in June.
Ms. Maton reported that she has received draft reports for items i. and ii. and there is an exit conference scheduled for this afternoon. Regarding item iii., KPMG reported one finding, to which ISBE has provided a response.
i. Acceptance Item - Fiscal Year 2020 Financial Audit Report (as needed)
ii. Acceptance Item - Compliance Examination Report for the Two Years Ended June 30, 2020 (as needed)
iii. Acceptance Item – State of Illinois Single Audit Report for the Year Ended June 30, 2020 (as needed)
Dr. Lett asked how many material findings there were in the financial and single audit reports the previous year. There was one material finding for the financial audit and five for the single audit. There was a marked improvement in the single audit this year.
VII. Closed Session
The committee did not go into closed session.
VIII. Discussion Items
A. Legislative Update
Mr. Rodriguez reported that a total of 110 tracked bills passed either the House or Senate after the April 23 deadline to pass bills out of their respective chamber. The legislature will continue meeting ahead of the May 14 deadline to pass bills out of committee. He highlighted a number of bills for the Board’s attention.
Mr. Eddy asked if there are any efforts toward merging the bills about sexual abuse into one bill. Mr. Rodriguez said no, but many of the agency’s concerns have been addressed. Ms. Elliott outlined some of the changes that are being made.
Dr. Lett asked for a status update on SB 1832. Ms. Elliott said that she could acquire an update later this day.
B. FY21 School District Transportation survey
Mr. Wolfe provided an overview of the purpose of and responses to the survey. He also went over some of the projections and estimates made from the data. He stated that the purpose of having this discussion is to get the Finance and Audit Committee’s recommendations and be able to present them in meetings with the Governor’s Office of Management and Budget as well as the House and Senate Appropriations
Committees. He presented the options of actions to be recommended.
Dr. Benson thanked Mr. Wolfe for his extensive overview, which preemptively addressed her concerns.
The committee agreed to endorse the staff’s recommendations, and Mr. Wolfe outlined the steps the staff will be taking henceforth.
Toward the end of the meeting, the committee briefly looped back to this item and Mr. Eddy asked if the projections took into consideration potential rises in costs. Mr. Wolfe explained that districts were asked to provide their best estimates of costs, which would have taken rises in costs into consideration. The agency also makes use of trend analysis that factors it in as well, but there was limited data due to effects of COVID-19.
C. ESSER Update
Dr. Ayala, Dr. Matias, Mr. Mohip, and Mr. Wolfe discussed with the committee the staff’s current plans for ESSER funds as well as some of the approvals that have been made. Dr. Ayala noted that she plans to provide an ESSER update at every meeting for the next several months.
Dr. Benson noted that the timeline for the implementation of the ESSER II funds has stretched longer than anticipated, which has been a concern at the legislative level, but there is understanding of the fact that leaders are putting a great deal of time and energy into optimizing the use of these funds and making the programs that the funds jumpstart sustainable.
Mr. Eddy noted a pending amendment to a bill that would allow certain salaries to not count toward the 6% cap. He said that the failure of this bill to pass would require a reconsideration of major costs. Dr. Ayala and Mr. Mohip provided reassurance their team is combing through the ESSER guidelines and communicating with the U.S. Department of Education about details such as this. Mr. Eddy encouraged the agency to express support for the aforementioned amendment.
IX. New Business: Items for the Next Agenda
Dr. Ayala noted that there will be an ESSER update and a legislative update.
X. Next Meeting: June 1, 2021
XI. Adjourn
Dr. Lett moved to adjourn. Mr. Eddy seconded, and it passed by roll call vote. Dr. Benson adjourned the committee at 11:01 a.m.
https://www.isbe.net/Documents_Board_Meetings/Finance-Audit-Comm-Minutes-05042021.pdf
Alerts Sign-up