Illinois State Board of Education Finance and Audit Committee Met Jan. 12.
Here is the minutes provided by the committee:
I. Roll Call
Chairperson Jane Quinlan brought the meeting to order at 9:30 a.m. Roll call was taken, and a quorum was present with three members. Chairperson Quinlan 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. Chair Quinlan delegated her duties as chair to Dr. Chris Benson for the remainder of the meeting.
Members Present
Chairperson Jane Quinlan
Dr. Chris Benson
Dr. David Lett
Other Board Members Present
Darren Reisberg arrived at 9:33 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 & Evaluations Officer
Jason Hall, Director of State Funding and Forecasting
Dr. Jason Helfer, Deputy Instructional Education Officer
Jeff Aranowski, Executive Director of Safe & Healthy Climate
Krish Mohip, Deputy Operational Education Officer
Robert Wolfe, Financial Officer
Tassi Maton, Internal Audit Officer
Cara Wiley, Director of Wellness
Carisa Hurley, Director of Early Childhood
Scott Harry, Director of Budget
Martin McGreal, Director of District/School Leadership
Molly Uhe-Edmonds, Director of Student Care
Dr. Ernesto Matias, Education Officer
William Witkowsky, Director of Information Systems
Dr. Annie Brooks-Pearl, Executive Director of Regulatory Services
Emily Fox, Director of Educator Effectiveness
Dr. Jennifer Kirmes, Executive Director of Teaching and Learning
II. Public Participation
Asia Canady, representing Start Early, informed the committee that one of the biggest barriers to expanding access to high-quality programs across the state is the current early childhood workforce shortage and encouraged the Board to allocate a significant portion of the budget for early childhood entities to compensate staff. Specifically, they would like ISBE to elevate salaries to a competitive wage for the state’s Prevention Initiative programs in community-based settings. Additionally, community-based preschools for all programs should receive parity with school-based settings.
III. Approval of Minutes: December 1, 2020
Dr. Quinlan made the motion for the Finance and Audit Committee to approve the December 1, 2020, meeting minutes. Dr. Lett seconded the motion, and it passed by roll call vote.
IV. Presentation – Learning Renewal
Dr. Ayala provided an outline of the presentation being prepared for the Board meeting on January 20 and requested feedback/suggestions from the committee. The presentation will focus on three areas: Elementary and Secondary School Emergency Relief (ESSER) 1 funds, ESSER 2 funds, and learning renewal (in regard to the agency’s status with partnerships and the Strategic Plan). There will also be updates provided in regard to the Illinois P-20 Council meeting held recently.
Dr. Benson asked if it would be appropriate for this presentation to provide an update on the progress of House Bill 2170. Dr. Ayala said that this would be covered in the legislative update.
Mr. Reisberg asked how the asymmetry of the P-20 and ISBE budget timelines should affect the Board’s decisions when voting on the budget that will be sent to the Governor and General Assembly. He asked if there are any specific requests to make in regard to learning renewal. Dr. Ayala said that the agency is determining if there is any direction to provide to schools with how to use their ESSER 2 funding. Schools and districts will have the autonomy to decide how to use their funds within the state’s parameters related to COVID-19 relief. The agency has the power to determine usage of 9% of these funds. Dr. Ayala said that any concerns regarding learning renewal have been addressed in the current version of the budget.
Dr. Lett expressed a concern from the field that the state’s budgetary issues may mean cuts in districts’ Evidence Based Funding or mandated categoricals. He said that whatever can be done to reassure people about their funding would help ensure that schools are planning more assertively for learning loss. Dr. Ayala said that the agency will be passing along any relevant funding updates as they come.
V. FY 2022 Budget Recommendation Discussion
Mr. Wolfe outlined the highlights of the budget. He reported that there have been no adjustments since the previous discussions and informed the committee of pending updates.
Mr. Reisberg asked for details about how the funds for social-emotional support will be used. Ms. Wiley answered that the agency is looking at ways to find regional coordinators who will be trained in culturally responsive social emotional learning and behavioral de-escalation techniques. Mr. Reisberg asked if this would be an ongoing financial commitment. Ms. Wiley and Dr. Ayala said that it would not be and explained that a capacity-building strategy is being used; the program is not meant to be sustained.
Dr. Quinlan asked if schools would volunteer for social-emotional support or if they would be chosen. Ms. Wiley said that this is still be determined. Dr. Quinlan asked if the second round of federal funding would have money allocated to paying for this support. Dr. Ayala said that this would be determined at a later date.
VI. Review of Contracts and Grants Over $1 Million – for January Approval
A. Approval to Release a Request for Proposals and to Award Nita M. Lowey 21st Century Community Learning Centers Grants
Ms. Wiley provided information on the upcoming approval.
B. Approval of Preschool Development Grant Birth – Five
Ms. Hurley provided information on the upcoming approval.
Dr. Benson asked if the renewal of this grant is opening up the opportunity for other junior colleges and universities to host a site or deliver services. Ms. Hurley said that there is an opening available, and she will notify Dr. Benson if another cohort will be started during this grant period.
VII. Review of Contracts and Grants Over $1 Million – for February Approval
A. Approval of Renewal of Student Information System Contract
Mr. Witkowsky provided information on the upcoming approval.
Mr. Reisberg suggested making the identity of the vendor clear.
B. Approval of Review of Invitation for Bid (IFB) – Software Solutions Educator Effectiveness Systems – Four Developers and One Business Analyst
Mr. Witkowsky provided information on the upcoming approval.
Dr. Ayala added that the agency is working to include more detail with renewals about how much of the renewal is maintenance or enhancement and what those enhancements are. The agency is also working to review contracts more thoroughly to determine why certain systems may or may not be needed and what alternatives there may be.
Dr. Quinlan asked If staff will be conducting any focus groups with stakeholders who use the Educator Licensure Information System, since the system is so heavily used by the field. Dr. Ayala said that they are not currently, but that is a good idea they will try to put into practice.
Mr. Reisberg suggested developing a map of what systems exist across the agency and how they function.
VIII. Current Audits and Forthcoming Reports
A. FY20 Financial & Compliance Audit Status
Ms. Maton provided a brief update that the auditor general is reviewing KEB’s work in the agency and said the audit will hopefully be complete soon.
B. FY19 Single Audit Finding Progress Report
Ms. Maton said that this report has been provided for the committee and verbal discussion would require a closed session. Board members determined that a closed session was not necessary.
Dr. Quinlan applauded Ms. Maton and her team for the work they have been doing to address the previous findings, and she complimented the thoroughness and clarity of the report. Dr. Benson echoed this praise.
IX. Discussion Items
A. Competitive Grant Decision Process
Dr. Brooks-Pearl outlined this process for the committee and noted that the explanation is also available on the Funding Opportunities page on ISBE’s website.
Dr. Benson asked if this process has been in place for a long time or if it was recently developed. Dr. Brooks-Pearl said that it has been in place for years. Dr. Benson asked if those who are not granted awards are allowed to be given feedback about how to approve their application in the future. The answer was yes. Dr. Benson extended her question to ask if comments are available for those applicants to read. Dr. Brooks
Pearl said that they receive scores, and she would have to check and follow up about whether or not comments are provided.
Dr. Quinlan asked where the evaluators come from. Dr. Brooks said that they come from a variety of sources. Evaluators from inside the agency are more affordable and preferable. Dr. Quinlan asked about what happens if there are no applicants or no applicants that fit the criteria. Ms. Brooks the criteria can be reevaluated if that happens.
B. Competitive Grant Schedule Update
Mr. Mehochko presented.
Mr. Reisberg asked how fiscal year 2021 grants could be on track but not complete at this point in the year. Mr. Mehochko explained that not all grants were scheduled to be released at the start of the year. Additionally, the pandemic caused several of the schedules to be modified; the grants are on track with those modifications. Mr. Wolfe added that there were also additional items that were not in the original budget, so the process of release began later.
Dr. Benson asked if the ratio of awards available to applications received is typical. Mr. Wolfe provided context for the ratio and listed some of the criteria that may have prevented some candidates from applying.
Mr. Reisberg asked if he anticipates any changes in the current estimate of 11 competitive Requests for Proposals. Mr. Mehochko and Dr. Matias explained that this is difficult to predict but the process is fluid; change is possible, but not certain.
C. Status Report of the Virtual Coaching Program
Ms. Fox provided this update.
Dr. Benson asked how many new teachers lacking the student teaching experience were employed and, of those teachers, how many participated in the program? She also asked if any feedback from the mentors and/or mentees has been collected. Ms. Fox said she could provide those answers in a follow-up with Dr. Benson.
Dr. Quinlan asked for the breakdown of the coach demographics. Ms. Fox provided statistics on gender, race, and region. Dr. Quinlan requested that in the future a column be included that reflects what the initial goals of the program were.
Mr. Reisberg asked about the communication strategies the program is using in order to reach districts across the state. He also asked if the agency is aware of any challenges other than the pandemic that are causing districts to not take advantage of this program. Ms. Fox said that their current methods are email, social media, and ISBE’s Weekly Message. Addressing the second question, Dr. Matias said that some districts may have their own programs and systems in place that they believe provide sufficient support for their new teachers. Additionally, some districts may not have a strong focus on support for new teachers. Dr. Ayala added that the agency has seen low participation in other initiatives it has tried to implement this year and the relevant feedback was largely about the general overwhelmed feeling district leaders have due to the pandemic. Mr. Reisberg suggested recruiting current participants to make materials that would recommend the use of the program.
X. New Business: Items for the next agenda
Dr. Ayala listed an update on ESSER 2.
Dr. Lett asked if the presentation on procurement that got pulled would be featured in the next meeting. Trisha Olson said yes, and that she would be in contact with him to ensure that his specific concern will be addressed in the presentation.
Dr. Quinlan asked if the Governor’s Office has reacted to the budget recommendations at all. Dr. Ayala said that the agency was told it should move forward with the recommended budget. Mr. Wolfe added that the finance team will be meeting with the Governor’s Office about the budget after the Board has approved it.
XI. Next Meeting: February 2, 2021
XII. Adjourn
Dr. Lett moved to adjourn. Dr. Quinlan seconded, and it passed by roll call vote. Dr. Benson adjourned the committee at 11:03 a.m.
https://www.isbe.net/Documents_Board_Meetings/FA-Minutes-20210112.pdf
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