Illinois State Board of Education Finance and Audit Committee met June 2.
Here are the minutes provided by the committee:
Chairperson Chris Benson brought the meeting to order at 9:30 a.m. Roll call was taken, and a quorum was present with four members. Chairperson Benson 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
Dr. Nike Vieille (virtual)
Other Board Members Present
Darren Reisberg, arrived at 9:31 a.m.
Donna Leak, arrived at 10:19 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
Emily Fox, Director of Educator Effectiveness
Dr. Ernesto Matias, Education Officer
Melissa Oller, Operating Officer
Tassi Maton, Internal Audit Officer
Robert Wolfe, Financial Officer
Dr. Sean Clayton, Director of Assessment
Irma Snopek, Policy and Communications Officer
Mark Haller, Director of Nutrition
Jeremy Duffy, Legal Officer
Sergio Hernandez, Director of Family and Community Engagement
Barbara Moore, Director of Special Education
Christine Paxson, Director of ESSA/IL-EMPOWER
Marci Johnson, Director of CTE and Innovation
Kim Barnes-Cummins, Supervisor of Student Care
II. Public Participation
There was no public participation.
III. Approval of Minutes: May 3, 2022
Dr. Lett made the motion for the Finance and Audit Committee to approve the May 3, 2022, meeting minutes. Mr. Eddy 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 – Significant Revenue Loss Grants
Mr. Wolfe presented on this item.
It was confirmed that the term “significant” was not determined in statute. Mr. Eddy hopes that it can be defined in statute in the future.
Mr. Wolfe reminded the committee this is a one-time fix for the two districts. He also discussed the lag and the Equalized Assessment Valuations loss.
Mr. Eddy asked why the Illinois State Board of Education must approve this grant; it was confirmed that staff is following the statute.
B. Contracts & Grants Over $1 Million – FY2023 Virtual Coaching/Mentoring for New Teachers Ms. Fox presented on this item.
Mr. Eddy asked if there are areas with less representation. Ms. Fox noted the team hopes to expand in Western Illinois and noted she can share a word document version of the map with Mr. Eddy.
Chair Benson asked how long ISBE can use Elementary and Secondary School Emergence Relief (ESSER) funds for the project. Ms. Fox noted that the agency intends for ESSER funds to be used in FY 2023, and in FY 2024 the team will use other resources.
Mr. Reisberg wondered if there are professional communities where districts can share information and learn from each other. Ms. Fox noted the team is not currently working on this initiative, but agreed it is a good idea.
Mr. Eddy suggested more representation in eastern Illinois. Ms. Fox noted she will share that suggestion with the Illinois Education Association.
Dr. Vieille wondered if the team will collaborate with the Illinois Federation of Teachers as well, and the answer was yes.
C. Contracts & Grants Over $1 Million – Award of Invitation for Bid for USDA Foods Warehousing and Distribution
Mr. Haller presented on this item.
There were no questions for this item.
D. Contracts and Grants Over $1 Million – Approval of Amendment to Lanter Distributing LLC Contract for the USDA Foods Warehousing and Distribution
Mr. Haller presented on this item.
Dr. Vieille recognized the increases in the chart were due to increasing gas prices, and this was confirmed as correct.
E. Contracts & Grants Over $1 Million – Request Approval to Release FY 2023 Parent Mentor Program Grant to Southwest Organizing Project (State General Revenue Funds)
Mr. Hernandez presented on this item.
There were no questions for this item.
F. Contracts & Grants Over $1 Million – Approval of Qualified Language Interpreters Training Ms. Moore presented on this item.
There were no questions for this item.
G. Contracts & Grants Over $1 Million - Approval of the KIDS Coaching IGA Extension Mr. Eddy asked if the training can be used in college programming and curriculum. Dr. Ayala noted the team can look at this initiative, but it would most likely be restricted to Illinois colleges.
V. Review of Contracts and Grants Over $1 Million – for August Approval
A. Contracts & Grants Over $1 Million - Approval to Release an RFSP to Enter into a Competitive Bid for the Administration of the Illinois Science Assessment
Dr. Dixon and Dr. Clayton presented on this item.
Dr. Vieille asked why the amounts are decreasing each year. Dr. Clayton noted the team took an estimate and shared that there is a slight decrease due to student enrollment.
Dr. Lett asked why Illinois uses more than one vendor and has more bids. Dr. Clayton listed the different vendors the team partners with. Dr. Dixon added some context on the vendor process.
B. Contracts & Grants Over $1 Million - Approval to Release FY 2023 Parenting Education Pilot Program Grant to ParenTeach
Dr. Matias and Mr. Hernandez presented on this item.
Mr. Eddy noted that 18 school districts have participated and there have been 52 courses delivered. He asked if this is a good return of investment. Mr. Hernandez noted that it is a pilot program and his team partnered with Harvard University to create an evaluation. He added that once the evaluation is completed and the team sees the results, he will be able to see the outcomes. Dr. Ayala added some additional factors that contributed to the number of school districts and courses.
C. Contracts & Grants Over $1 Million - Approval to Release a Request for Sealed Proposals (RFSP) and Award a Subsequent Contract to Conduct Initial School-Level Needs Assessments for IL-EMPOWER Schools
Dr. Matias and Ms. Paxson presented on this item.
Chair Benson asked if this is a short-term initiative, and the answer was yes.
Dr. Lett asked what scores the designated schools are based on. Ms. Paxson noted the scores are based on the accountability indicators from the last fiscal year.
D. Contracts & Grants Over $1 Million - Approval to Award a Sole Source Grant to Youth Build Illinois Dr. Matias and Ms. Johnson presented on this item.
Chair Benson asked if the initiative is popular in larger districts. Ms. Johnson noted it is popular in metropolitan areas, and the team hopes to expand the program.
Chair Benson asked what the complications are to expanding. Ms. Johnson shared that it is difficult to find sites.
Mr. Eddy asked if the number of youth participants was affected by the pandemic. Ms. Johnson noted that the average number of participants is 300.
Mr. Reisberg asked what is the difference between a high school program and YouthBuild. Ms. Johnson stated that YouthBuild is an alternative program.
Dr. Lett hopes to see more students served with the potential expansion.
E. Contracts & Grants Over $1 Million – Approval of Request to Enter into an Intergovernmental Agreement with University of Illinois Springfield
Dr. Matias and Ms. Barnes-Cummins presented on this item.
Dr. Lett asked how the districts were chosen. Ms. Barnes-Cummins noted the districts were on the exclusionary discipline list and then had to file through an application process. She said that it was originally a first-come, first-served process; now the team is looking at other factors. Ms. Barnes-Cummins also named the four districts in the partnership.
VI. Internal Audit Updates
A. Current Audits
i. FY21 Financial Audit
Ms. Maton noted that KEB provided a draft report, and the exit conference was on June 1. She added that the final report should be completed by mid to late June, which is why the report is a tentative item for the June Board meeting.
ii. FY21 Statewide Single Audit
Ms. Maton shared that the FY 2021 statewide single audit is on hold until the FY 2021 financial audit is completed.
iii. FY22 Financial and FY21/22 Compliance Examination
Ms. Maton noted that the examinations are underway and both audits have begun.
iv. FY19/FY20 Compliance Examination Findings Progress Report
Ms. Maton noted that the hope is that this is the final report for the Board’s review, and KEB will begin retesting the findings soon.
VII. Closed Session
Mr. Eddy 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)
B. Meetings between internal or external auditors and governmental audit committees, finance committees, and their equivalents, when the discussion involves internal control weaknesses, identification of potential fraud risk areas, known or suspected frauds, and fraud interviews conducted in accordance with generally accepted auditing standards of the United States of America. 5 ILCS 120/2(c)(29) and that Board members may invite anyone they wish to be included in this closed session. Dr. Lett seconded the motion, and it passed with a unanimous roll call vote.
The open meeting recessed at 10:34 a.m. The open meeting reconvened at 11:18 a.m.
VIII. New Business: Items for the Next Agenda
There were no new business items shared.
IX. Next Meeting: August 9, 2022
X. Adjourn
Dr. Lett moved to adjourn. Mr. Eddy seconded, and it passed by unanimous roll call vote. Chair Benson adjourned the committee at 11:19 a.m.
https://www.isbe.net/Documents_Board_Meetings/20220602-FA-Minutes.pdf
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