Illinois State Board of Education Finance and Audit Committee Met June 1.
Here is the minutes provided by the committee:
I. Roll Call
Chairperson Chris Benson brought the meeting to order at 9:31 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
Other Board Members Present
Darren Reisberg, arrived at 10:05 a.m.
Staff
Dr. Carmen I. Ayala, State Superintendent
Kirsten Parr, Board Services Coordinator
Kim Clarke, Executive Assistant to the State Superintendent
Dr. Brenda Dixon, Research and Evaluation Officer
Carisa Hurley, Director of Early Childhood
Cara Wiley, Director of Wellness
Amanda Elliott, Executive Director of Legislative Affairs
Dr. Dana Kinley, Executive Director of Systems of Support
David Moser, Director of Facility Management
Emily Fox, Director of Educator Effectiveness
Jeff Aranowski, Executive Director of Safe & Healthy Climate
Dr. Jennifer Kirmes, Executive Director of Teaching and Learning
Dr. Ernesto Matias, Education Officer
Dr. Jason Helfer, Deputy Instructional 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, Operating Officer
Tassi Maton, Internal Audit 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
Kristen Kennedy, Acting Exempt Legal Officer
Mark Haller, Director of Nutrition
Oriana Wilson, Executive Director of Programs
II. Public Participation
There was no public participation.
III. Approval of Minutes: May 4, 2021
Mr. Eddy made the motion for the Finance and Audit Committee to approve the May 4, 2021, meeting minutes. Dr. Lett seconded the motion, and it passed by roll call vote.
IV. 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
There were no questions for this item.
B. Contracts & Grants Over $1 Million - Approval of the Notice of Funding Opportunity/Request for Proposals for Principal Recruitment Program
There were no questions for this item.
C. Contracts & Grants Over $1 Million - Approval of Sole Source Contract with Illinois Education Association for New Teacher Virtual Coaching and Mentoring Program
There were no questions for this item.
D. Contracts & Grants Over $1 Million - Approval of the Intergovernmental (IGA) Amendment with DoIT There were no questions for this item.
E. Contracts & Grants Over $1 Million - Approval of the Intergovernmental (IGA) Amendment with Illinois Board of Higher Education
Ms. Hurley provided follow-up information addressing a previous meeting’s quandary: there will not be new cohorts, but there will be the option for new participants in existing cohorts.
F. Contracts & Grants Over $1 Million - Approval of RFSP for the implementation of a new state assessment There was a discussion on the timing of board action on this item, what process specifically would be approved, and legal concerns. The committee members said that they would not feel comfortable moving forward without having the legal concerns addressed.
G. Contracts & Grants Over $1 Million – Approval of Governor’s Emergency Education Relief Fund II (GEER II) Grant with Illinois Network of Child Care Resource & Referral Agencies (INCCRRA)
Ms. Wilson provided information on this item.
Chair Benson asked and received reassurance that families of greatest need are being considered, including those in rural communities.
Mr. Reisberg joined the meeting at 10:05 am.
H. Contracts & Grants Over $1 Million – Approval of Governor’s Emergency Education Relief Fund II (GEER II): Chaddock for the Workforce Expansion Project
Ms. Wilson provided information on this item.
I. Contracts & Grants Over $1 Million - Approval of Intergovernmental Agreement with Illinois Board of Higher Education for High Impact Tutoring Program
Dr. Kirmes provided information on this item.
Mr. Eddy asked about how funding and services are allocated. Dr. Kirmes explained that funding flows to the IBHE and then to the districts and institutions and that the determination of services is largely a collaborative effort. He asked more specifically if there is assurance that the distributions will reach rural areas. Dr. Kirmes explained that the IGA is currently being written and that staff will make sure to include specifications that provide this assurance. Dr. Matias added that there is a lot of creative thinking in process in how to best serve all areas.
Mr. Reisberg asked if there would be more specific information about the program by the June Board meeting. He and Mr. Eddy outlined some reasons why the current level of detail does not make them comfortable with moving forward with approval. Dr. Kirmes provided some more detail verbally and stated that the Board would continue to be updated as the program is developed.
Chair Benson thanked Dr. Kirmes for her team’s work and the information they have provided. She asked if IBHE was chosen as a partner for statewide reach. The answer was yes, but they were also chosen as a resource for identifying qualified tutors. Mr. Reisberg asked if there are any resources being used to find tutors who are retired educators. Dr. Kirmes explained how the regional delivery system would do this.
J. Contracts & Grants over $1 Million - Approval to Release Supplemental American Rescue Plan Funds to FY 2021 McKinney-Vento Continuation Grant
Ms. Wiley provided information on this item.
Mr. Eddy asked for and received details about the services this grant is paying for.
K. Contracts & Grants over $1 Million – Approval of Learning Conditions – Statewide Trauma Response Initiative – Intergovernmental Agreement with Illinois Department of Public Health
Ms. Wiley provided information on this item. Dr. Benson showed appreciation for the work being done by this team and for Ms. Wiley’s passion for it.
L. Contracts and Grants over $1 Million - Approval of Lanter Distributing, LLC contract amendment Mr. Haller provided information on this item.
Mr. Eddy asked how the contract would accommodate an increase in minimum wage. Mr. Haller explained that this is something staff is currently thinking through and for which they are making adjustments in the contract and bidding.
M. Contracts and Grants over $1 Million - Approval of additional funding for University of Kansas to support the administration of the Dynamic Learning Maps Alternate Assessment (DLM-AA) to be administered in the fall of school year 2021-2022
Dr. Clayton provided information on this item.
Chair Benson asked where and how the additional ESSER funding came from. Dr. Clayton said that this item is a statement for the need of additional funding and Mr. Wolfe explained that the funding would come from IDEA grants.
Dr. Lett asked how many districts will be conducting this testing in the fall. The answer was 5% of them.
N. Contracts and Grants over $1 Million - Approval of additional funding for Breakthrough Technologies to support the administration of the Illinois Science Assessment to be administered in the fall of school year 2021-2022
Dr. Clayton provided information on this item.
Chair Benson asked how many districts will be conducting this testing in the fall. The answer was 9% of them.
O. Contracts and Grants over $1 Million - Approval of additional funding for Pearson to support the administration of the Illinois Assessment of Readiness to be administered in the fall of school year 2021- 2022
Dr. Clayton provided information on this item.
Dr. Lett asked for a percentage of participation for items M-O and what percentages of the original prices in the contracts are being paid.
P. Approval of the Alzina Building Lease
Ms. Oller provided information on this item.
Mr. Eddy asked if there is a way out of the lease before the five years is up. Ms. Oller confirmed that there is a termination clause.
Mr. Reisberg asked if and what other options are being explored. Ms. Oller said that staff will continue to evaluate space and functional needs as the “new normal” is established and that will influence future exploration.
Mr. Eddy asked if the agency is able to sublease the space. Ms. Oller said she would look into that and follow up.
V. Internal Audit Updates
A. Forthcoming Reports
Ms. Maton said that items i-iii are still pending release by the auditor general and will hopefully be on the agenda for the Board’s acceptance by the June meeting.
Dr. Benson asked if there is any information that enables a more precise prediction of when the reports would be ready. The answer was no, but Ms. Maton let her know that items ii and iii are slightly further ahead than item i.
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)
B. Current Audits
i. FY21 Financial Audit
Staff had an entrance conference with KEB. The entrance conference for the FY21 single audit is scheduled for June 10th.
VI. Discussion Items
A. Legislative Update
Ms. Snopek, Ms. Elliott, and Mr. Rodriquez reported that the spring session is in overtime as a result of additional discussion within the Senate, and the House may also be meeting next week to deal with outstanding issues. They reported that the budget and 15 out of approximately 100 tracked bills have passed both chambers. Budget working groups are continuing to meet and share questions/meeting requests for agency staff. ISBE recently met with members of the House Appropriations-Elementary & Secondary Education Committee to further discuss ESSER III funds, specifically the roughly $480 million retained by the agency and it plans to allocate funding. A couple of bills were also highlighted for the Board’s attention.
Mr. Reisberg asked for and received a status update on the elected school board. It will likely continue to be a topic of conversation over the summer.
Chair Benson thanked Ms. Snopek, Ms. Elliott, and Mr. Rodriguez for all their hard work.
B. ESSER Update
This item was not discussed.
C. FY 2022 Budget Update
Mr. Wolfe went over the current budget while highlighting certain items and changes.
Mr. Reisberg asked what caused a substantial increase in the Southwest Organizing Project and what kind of grant it is. Mr. Wolfe said that the increase occurred quite recently, so he does not have information of its purpose yet. He said that the grant is annual and state GRF funded.
Mr. Reisberg made a note that he would like to develop a better understanding of what is a member initiative, what is not, and how that is determined. Mr. Wolfe provided the information that the Southwest Organizing Project was approved as a Superintendent recommendation and then a Board recommendation. It was conceived as a member initiative and eventually became a Board recommendation. Mr. Reisberg said that parent mentoring is important and would like to see more of the materials that evaluate the effectiveness of the program.
Mr. Eddy expressed concern about the Southwest Organizing Project not being statewide and Mr. Wolfe informed him of some the program’s expansion. Mr. Eddy asked if the Board has any authority to require expansion along with its approval of the allocation. Mr. Wolfe explained that there is a lot of discretion on the part of the Board in terms of expectations as far as implementations.
Mr. Eddy asked if the reduction in funding for Early Childhood is across-the-board or targeted. Mr. Wolfe said that it would be targeted.
VII. Closed Session
Dr. Lett moved that the State Board of Education go into closed session for the following exception item:
A. Litigation, when an action against, affecting or on behalf of the particular public body has been filed and is pending before a court or administrative tribunal, or when the public body finds that an action is probable or imminent, in which case the basis for the finding shall be recorded and entered into the minutes of the closed meeting. 5 ILCS 120/2(c)(11)
He further moved that Board members may invite anyone they wish to be included in this closed session. Mr. Eddy seconded the motion, and it passed with a unanimous roll call vote.
The open meeting recessed at 11:17 a.m. The open meeting reconvened at 12:30 p.m.
VIII. New Business: Items for the Next Agenda
Dr. Lett asked if the next meeting would be in person. Chair Benson said yes and it would likely be in Springfield.
IX. Next Meeting: August 10, 2021
X. Adjourn
Dr. Lett moved to adjourn. Mr. Eddy seconded, and it passed by roll call vote. Chair Benson adjourned the committee at 12:32 a.m.
https://www.isbe.net/Documents_Board_Meetings/20210601-Finance-Audit-Minutes.pdf
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