BEN W. MURCH HOME AND SCHOOL ASSOCIATION

General Meeting

Meeting Minutes March 3, 2020

HSA Co-Presidents Ashley Webb and Julie Lobb called the meeting to order at 7:00PM on March 3, 2019 in Room B112 of Murch Elementary School.  

Executive Board Members present:  Ashley Webb (Co-President), Julie Lobb (Co-President), Amy Turner (Vice President), Heather Williams (Vice President), Maurice Werner (Treasurer), Chris Cebrzynski (Principal), Wendy Cresswell (Teacher Representative), Robin Goracke (Budget/LSAT) Elisa O’Keefe (Past President), Justin O’Connor (Community Engagement), 

Other Members in Attendance: Heather Barlow (Communications), Megan Duffy (Assistant Treasurer), Paula Cuevas (Assistant Treasurer)

Parents: Mary Garcia, Steven James, Louis Yacob, Crystal FitzSimons, Kara Barnes, Steve Feinberg, Rachel Ginzburg, Cristina LaRocca, Charles Rich, Jordan Tama, Patrick Ventrell

1. Approval of prior minutes – Heather Barlow

Heather noted that the minutes for the February 4 general meeting was posted to BaseCamp for review on February 26, and sought the Board’s approval of the minutes.  

Heather made a motion that the Board ratify the previously posted minutes for the February 26 meetings as the official record of those meetings.  Ashley seconded the motion, there was no objection, and the motion passed by unanimous voice vote.   

2. President’s Report – Ashley Webb and Julie Lobb
3. Presentations Committee. Ashley reported on upcoming presentations: 

Once Upon a Moon is a presentation on Mar 27 for PreK through 1st. 

On Mar 23, Sam Drassen is addressing inclusion with all grades. He has same condition as character in Wonder book. Eating lunch with small groups and guidance counselor. Mr. C. will include it in his blog. 

Working on a mindfulness professional to present to parents. 

Also, movie Screenagers about use of tech and social media, geared to a 10 and up audience, talked about showing every 2-3 years, date sometime in April to May. 

Discussion ensued about positive feedback for Black History Month. 

1. Auction Update. Julie reported that Solicitations team has 125 donated items, excluding class and teacher donations. Working on securing caterer/staffing, will include coronavirus cancellation policy in contract. Dates for bidding to open and ticket sales still TBD. 
2. Principal’s Report – Mr. Cebrzynski

Mr. C reported on the budget process. Budget increased, at $7.2 million because in part enrollment projectment went up to 650. Two new, district-funded special education programs that are self-contained to cover teacher and aides. EL numbers increased to 4 EL teachers.  

There are three levels of positions. 1–  required. 2—can petition for funds to be allocated for a different position. 3—flexible dollars to be used at Principal discretion. Thinking of how to relocate some dollars for $855,000 of flexible dollars. 

Maintaining current staffing, except going from 4 to 3 K aides and no language teacher. Will go from 4 to 5 special education teachers. Will have math and reading specialists each for K-2 and 3-5. Adding R25 custodian who can open and close building; only one R25 custodian on staff now and cost overtime dollars for other custodians to open or close building. Administrative premium is money spent outside contract dollars. Had $0 and spent $10,000 over the past years. Now tracking and giving $25K. Total of 5 custodians next year; building requires 6. Adding one EL, one inclusion teacher who works in classroom, math in K-2. 

For non personnel spending: $111K goes to security. $35K to professional development. $5K goes to excellence through equity is assigned by district for at-risk students. 

Mr. C is working on 6 key areas for next year: professional development, class rosters, Comprehensive School Plan (CSP) committee, supervision and master schedule, departmentalizing 2nd grade, and lunchtime clubs and groups.

World language is from flexible fund. Looked at data and need to target gaps in math and reading in K-2. World language is not teaching language; it’s more for exposure. Attention needs to be on academic achievement and success for all students. One idea to fill culture exposure: every month is different culture month in our school. This year, improving International Night to expand to International Day for in-school activities. If budget increases, we’d love to bring back geography/world cultures class. For transition to middle school, consulted with middle school principals who said it doesn’t matter what language is offered in elementary. 6th graders do take geography, and geography class preps them for that. 

Paula asked if 5 special ed teachers be enough to address IEPs? Yes. 

How does staff plan address data on achievement gaps? Through performance of people who work with kids. Collective teacher advocacy closes gap. Specialized training for specialized instructions, including how to work with African American students. 

4. Treasurer’s Report – Maurice Werner
5. Review of Monthly Statements. Maurice provided a summary of the monthly financials. He noted that book fair did well.  Concessions income is increasing. Expenses haven’t changed much since last time. School supplies is within $9K of budget. Currently running a deficit of what we’ve spent versus what we’ve raised. 

For the Income Statement, Maurice reported that the HSA has brought in $198K to date. 

Will discuss next year’s budget at April HSA meeting. 

Robin asked about musical fees. Maurice reported it’s counted in performance arts revenue line item and received $3600 as of now from participation fees. Robin reports that’s a little low because it’s $100 per kid times 50 kids. She will go back to Musical committee to see if that can be increased. Maurice noted that scholarships are available if needed. 

5. Fundraising/Community Engagement Update – Justin Connor

Justin reported on Amazon Smile opportunity to raise money. School gets .5% of all purchases. Doesn’t work on app only on website. Maurice said recently got quarterly check for $180. 

Justin also reported that Mar 12 is scheduled for Guapos restaurant night. 

April 1 is scheduled with Silver restaurant

April 22 is Potomac Pizza in Chevy Chase. 

Murch Day @ Nationals date will be in spring. Possible dates for 1:35 PM home game are May 3 (limited seating without shade cover), May 24, and June 7. Consensus was for June 7. Tickets will be $42. $39 goes to Nats, HSA gets $3. Aiming for 150 tickets sold in 150 seat block. Can return unused tickets before game date. Ticket price includes $10 concession credit. 

DC United games are at 8 pm and may not work for elementary families.

Washington Spirit games—Justin will check in with Courtney. 

6. Communications – Heather Barlow

Update on Email Delivery Issues: Heather reported that last week school emails started going to junk and spam folders. After research, Mailchimp (email delivery platform) recommended authenticating domain server. Had problems logging into the domain server but gained access. May need to change domain servers, which will lower the cost. 

If not fixed by Friday, will send link to newsletter to Listserv. Decided not to print out newsletter for Friday folders. 

Murch HSA account will take over listserv if there is no volunteer

Hope to get emails fixed by Mar 10 for Murch Plus signups

7. LSAT Update – Robin Goracke

Robin reported that the school budget is in and Mr. C has a new proposal for LSAT. Robin will set up committee meeting for March and will include anybody additional who wants to join. Goal is to have draft of budget for April meeting. But because of date of auction, won’t be able to finalize numbers until May meeting. In late May will have public meeting to approve HSA budget, when it becomes final. 

LSAT is overseeing inclusion forum. One thing required by Comprehensive School Plan is inclusivity. Robin thinks it will continue to next year. Affects presentation and babysitting line items in budget. Robin says they’ll pre-plan events to include into budgeting. Will bring proposal to committee and then to HSA for approval.

Discussion ensued about LSAT Inclusion Forum. 

Group of parents with children in Capitol Language Services (CLS) at St. Paul’s presented request to Mr. C. for CLS to move into Murch building because it affects Murch community. CLS space in church is no longer adequate because of growth and safety issues crossing Ellicott St. Full time afterschool programs are important to some families. Not representing X-day, but issues are likely the same. Murch Plus provides 1 hour per week. CLS provides 15 hours of afterschool care a week.  CLS provides scholarships. CLS operates inside many DCPS buildings, including Lafayette. Parents request that CLS in the Murch building be a priority and co-exist with Murch Plus. CLS would pay rent to Murch. 

Mr. C responded that Mary Eckstein can give a detailed answer as why this isn’t a possibility at the moment. Not my intent. Would love to see all programs in our school. This program has possibilities.  Mr. C promised that Mary would respond to any inquiries within 48. Says it not a DCPS issues; it is with DGS. 

Megan asked if this a request for HSA support? It’s an effort to raise awareness within the Murch community. We thought this was an additional forum for communication. 

Robin said that aftercare is a line item in the budget. HSA meeting can be a forum to discuss aftercare issues. At other schools, like Janney, parents pay HSA for aftercare fees. 

Not requesting resources from the HSA. 

Should we add it to next month’s agenda? Ashley says that HSA has no decision here. Past HSA meeting discussed 3rd grade teachers, Musicals, etc. So HSA can be a place for a discussion, and HSA can consider helping. 

Parents to request a meeting with Mary and then report back to HSA. 

Ashley adjourned the meeting at 8:15 PM.  

BEN W. MURCH HOME AND SCHOOL ASSOCIATION
General Meeting

Meeting Minutes February 4, 2020

7:05pm

HSA Co-Presidents Ashley Webb and Julie Lobb called the meeting to order at 7:07 PM on February 4, 2020 in Room B112 of Murch Elementary School.  

Executive Board Members present:  Ashley Webb (Co-President), Julie Lobb (Co-President), Amy Turner (Vice President), Heather Williams (Vice President), Jason Veny (Secretary), Maurice Werner (Treasurer), Paula Cuevas (Assistant Treasurer), Meghan Duffy (Assistant Treasurer), Chris Cebrzynski (Principal), Elisa O’Keefe (Past President), Wendy Cresswell (Teacher Representative), Robin Goracke (Budget/LSAT), Justin Connor (Community Engagement), Heather Barlow (Communications).

1. Approval of prior minutes – Jason Veny 

Jason noted that the minutes for the January 14 meeting was posted to BaseCamp for review on January 24 and sought the Board’s approval of the minutes.  

Jason made a motion that the Board ratify the previously posted minutes for the January 14 meetings as the official record of those meetings.  Ashley seconded the motion, there was no objection, and the motion passed by unanimous voice vote.   

2. President’s Report – Ashley Webb and Julie Lobb

GrantEd Speaker.  Two speakers came in to discuss the organization GrantEd.   GrantEd was founded as the vehicle to ensure that teachers would no longer have to spend their own money to keep their classrooms adequately supplied, to provide out-of-classroom experiences for their students, or to access the professional development necessary to keep DC classrooms current and effective. The organization provides funding directly to teachers in Title I funded schools for supplies, specialty supplies, student experiences (busing).  The organization is a technological way to get money to teachers quickly without grant writing. 

Teachers submit 60 second videos explaining what they need the funding for.  The videos are scored and approved. GrantEd allows up to $500 every 30 days to teachers.  The money is sent directly to teachers. The organization started two years ago. Grants work two ways  – forward and backwards by giving funds to teachers for upcoming needs or reimbursing teachers.

The Board discussed using the low-income grant to fund GrantEd. 

A motion was made and seconded to use the low-income grant on GrantEd. The Board approved with one member opposed. 

Murch Fun Run. Ashley will meet with Ms. Dresbach. HSA will see what the student council comes up with.  Fun Run might target a different audience than auction. 

 Auction Update. We may want to start exploring different ways to fundraise. Right now need getaways and sports tickets.  Revisit how the auction is done next year. 

3. Principal’s Report – Mr. Cebrzynski

Mr. C reported that the budget has few funds with flexibility. LSAT supporting budget priorities.  He is preparing three scenarios of budgets what the allocations were and see different perspectives and how best to support students. Mr. C reported that the budget looks good and increased from 614 to 651 students.   In a ballpark budget increase of close to $800,000. $1.6 million of funds can be reallocated by writing a petition to superintendent. All need to be submitted by Monday. 2/14 will be submitting final budget. LSAT meeting is scheduled for 2/5 5:15pm. 

4. Treasurer’s Report – Maurice Werner

Review of Monthly Statements. Maurice provided a summary of the financials.  As of January 29, 2020, we have $199,809 in total assets compared to $171,578 at the same time last year.  Liabilities are $156,550 compared to $168,620 last year. As if February 3, 2020 we have a profit of $147,261 compared to $287,000 for the year.  However, some of our costs are slightly overbudget: 

Maurice highlighted that there were overages for Community events – over budget by $1,186; electronic learning – $1507 overbudget; performing visual arts expense – $4747 overbudget.  Hospitality expense is significantly underbudget and the resource expense has not be used. Our current expenses are $144,575.88, approximately 10K deficit. 

5. Fundraising/Community Engagement Update – Justin Connor

Guapos is scheduled for February 27th from 5-close. HSA gets 20% on total receipts. Guapos night is also scheduled for March 12 and on May 14. 

Nats night will be in April or September this year.  Justin reported he will get a block of 150 tickets. Justin also reported looking into a DC united game on May 3 or May 15. 

Upcoming events: 

• April 1 – Silver on Wisconsin Ave. 
• April 22 – Potomac Pizza 

6.         Murch Musical – Robin Goracke

Update from a few weeks ago. Rehearsals started. 51 students casted- at least one 3rd grader has a speaking part. 84 students tried out. So far HSA has collected 2/3 of fees.  Still waiting for $1400. The musical is scheduled for a weekend in June – 11th and 12th .

Upcoming dates: 

• Talent show is 4/3.
• Lip Sync 3/5.
• Wine Cellar Party is moving from 3/14 to 3/7.

7.         LSAT Update – Robin Goracke

LSAT meeting postponed because the budget was embargoed.  For the HSA budget, identify the needs and put in his recommendation and working back from the timeline of approving the HSA budget. May 5 meeting for final budget for HSA.  

In March there will be a budget committee meeting for HSA. Review draft budget in April and May – later in May  

Ashley adjourned the meeting at 8:11pm

 

BEN W. MURCH HOME AND SCHOOL ASSOCIATION

General Meeting

Meeting Minutes January 14, 2020

6:05pm

(Makeup from 1/7 meeting which was cancelled due to inclement weather)

HSA Co-Presidents Ashley Webb and Julie Lobb called the meeting to order at 6:07 PM on January 14, 2020 in Room B112 of Murch Elementary School.  

1. Executive Board Members present: Ashley Webb (Co-President), Julie Lobb (Co-President), Amy Turner (Vice President), Heather Williams (Vice President), Jason Veny (Secretary), Maurice Werner (Treasurer), Paula Cuevas (Assistant Treasurer), Meghan Duffy (Assistant Treasurer), Chris Cebrzynski (Principal), Elisa O’Keefe (Past President), Wendy Cresswell (Teacher Representative), Robin Goracke (Budget/LSAT), Courtney Woolridge (Community Engagement), Heather Barlow (Communications).

Other Members in Attendance: Bhavna Lee (parent), Josh Epstein (parent), Jason Levin (parent), Lori Mihalich-Levin (parent), Louis Yacob (parent). 

2. Approval of prior minutes – Jason Veny 

Jason noted that the minutes for the December 3 general meeting was posted to BaseCamp for review on December 10 and sought the Board’s approval of the minutes.  

Jason made a motion that the Board ratify the previously posted minutes for the December 3 meetings as the official record of those meetings.  Ashley seconded the motion, there was no objection, and the motion passed by unanimous voice vote.   

3. President’s Report – Ashley Webb and Julie Lobb

• SOS Update. Raised $112,842 and budgeted for $110,000.
• Auction Update. Auction will be on April 25. Wine cellar party on March 14. 
• Holiday gift giving. Brought in $2,500.  Last year brought in $4,000.
• New Legislation. David Grasso proposed to the city council that any HSA raising over $10,000 must submit budget for review and donate 10% to other schools; Murch HAS usually donates 1%.  If it passes it will drastically affect money and how it is raised. 

4. Principal’s Report – Mr. Cebrzynski

Mr. C reported on the upcoming Panorama survey – the district is pushing a survey about how things are working in the school and district. Mr. C wants to partner with the HSA to get the word out. Budget season is coming up. There will be a priority survey in first week of February about priorities and inclusion.  Additional questions about why people may or may not answer a certain way. Week-long survey: there will be paper copies; computers set up in school; a third-party is producing the survey for $100.  

There is a parent forum on inclusion 2/11.  There will be a call out all parents to participate in focus groups to discuss subgroups within our school.  Budget process will begin mid-February/end mid-March. 651 is the enrollment for next year. There will be two new special education programs. Currently there is a 3-5 SLS program students with learning supports.  Murch is adding a similar PK4 and K-2 program. From a budgetary standpoint, there is additional funding.  

The District has decided to change how budget dollars will be provided to schools.  Implementing in 2021-22. Dollars to schools quicker. Take students and apply per pupil expenditure; change in formula.  

Next LSAT is scheduled for February 3. 

• 5. Treasurer’s Report – Maurice WernerMaurice Werner reported on the Ward 3 feeder meeting – touched on many priorities adopting a new budgeting scheme by 2022 address community needs instead of cookie cutter model.  Expand school based mental health. DC fiscal year had a $500m windfall. Most of the money will be allocated to things by law. But aspiration is to fully fund for DCPS. Right now there is a $60 million gap between how it is funded today from 2012.  Systemwide schools underfunded. Proposed legislation about HSAs did not come up.Review of Monthly Statements. Maurice provided a summary of the financials.  In terms of revenue, we overperformed primarily because of the Fall Fair.  As of January 14th we brought in $134,053.18.  However, some of our costs are slightly overbudget: Community events – over budget by $1,066; electronic learning – overbudget; performing visual arts expense – overbudget.  Hospitality expense is significantly underbudget and the resource expense has not be used. Our current expenses are $144,575.88, approximately 10K deficit. Last year we were at about 185K in assets this year we are about 202K including $154,704 in reserves.

      

  6. Fundraising/Community Engagement Update – Justin Connor/Courtney Woolridge

  Child’s Play Shopping Night. $600 from Childs Play.  Guapos is flexibile any Monday, Tuesday, Wednesday.  Thursday is the best to do it. The following dates were selected: January 30, February 27, March 12, and one in May 14. 

  7. New BusinessMulching event – Heather Williams: $ 934 donation should be $20 next year.  Figure out right dates next year, post it earlier.
     Movie day on Saturday – $750; consider moving from next year. 

  Heather adjourned the meeting at 6:40 

HSA Co-President Ashley Webb called the meeting to order at 7:05 pm on November 6, 2019 in Room B112 of Murch Elementary School.  

1. Executive Board Members present: Ashley Webb (Co-President), Julie Lobb (Co-President), Amy Turner (Vice President), Jason Veny (Secretary), Maurice Werner (Treasurer), Chris Cebrzynski (Principal), Wendy Cresswell (Teacher Representative), Robin Goracke (Budget/LSAT) Elisa O’Keefe (Past President), Courtney Woolridge (Community Engagement)

Other Members in Attendance: Nick Williams (parent).

2. Approval of prior minutes – Jason Veny

Jason noted that the minutes for the October 1, 2019 meeting were posted to BaseCamp for review on October 5 and sought the Board’s approval of the minutes.  

Jason made a motion that the Board ratify the previously posted minutes for the October 1 meeting as the official record of those meetings.  Elisa seconded the motion, there was no objection, and the motion passed by unanimous vote.   

3. President’s Report – Ashley Webb
4. SOS Update.  Julie Lobb reported that SOS has $72,970 pledged so far this year.  The goal is to have $120,000. Currently 130 families have contributed.  Julie noted that there was an issue with the October online payments and 26 people may have to resubmit payment plans.  
5. Holiday gift-giving.  Donations to resource teachers/custodians/aides will be done through PayPal
6. Presentations Committee– Ashley reported that there was a Hispanic Hertiage celebration featuring a Latin American duo.  Murch will be a native American storyteller on Monday, November 25th.

Starting in November there will be forums for parents on inclusivity (November, February and May).  

Robin reported that the at the LSAT meeting in June, Mr. C talked about inclusivity at Murch. Murch wants to work on community building—working with teachers on inclusivity on unconscious bias and making sure the school a welcoming place. The forums will be held on November 20, February 11, and May 6. 

The first topic is “What does a successful community look like?”

Josh Mintz will be a guest speaker at the next HSA meeting to discuss good governance. 

1. Auction: One position filled so far – Events Logistics Lead; we are still looking for Fundraising Lead and Communications Lead.  Julie stated they are looking for a team of people for solicitations role. Julie will look into time sensitive action items and report back to the Board. 

4. Principals Report

Mr. C reported that the school is now fully staffed. Murch hired the last teacher, Debra Gomez as the inclusion teacher to work with special education students.  She previously taught in a DC charter school and received glowing recommendations.  

The STEM fair will be earlier this year—before the February break. 

AMC math contest will be held a week from tomorrow.  It is open to any students in grades 2-5. The test given to students to see how proficient students are in math concepts. 

LSAT is partnering with HSA to expand the conversation that teachers at Murch have been having about being an inclusive community. On Wednesday, November 20th there will be a conversation about inclusion at Murch. The workshop will be led by Murch parents and will focus on inclusion and its relevance in the context of academic and social-emotional development. Teachers at Murch are doing professional development in this area as well.

5. Treasurer’s Report – Maurice Werner
6. Review of Financials. Maurice reported that the balance sheet was similar to last year this time, about $193,000.  This year has about $132,000 in cash $61,000 in CDs. The credit card liability is down. 

The income statement is about level – budgeted $87,000 and earned about $90,000. The Fall Fair brought in $20,500 against a budget of $17,000.  

Maurice reported that we are doing well with rebates, Amazon Smile updates and fundraising at $3400.  

Note: The budget for Community Events is $5,000 and we are already at $4,700.  Overages would need Board approval.

The budget for Electronic Learning was $18,000 and we have spent $19,507.93, overbudget by $1507.93. Overage needs to be approved.  

Maurice Lerner moved to approve the overage of $1507.93 and Jason Veny seconded the motion. The motion was unanimously approved.

The budget for Concessions was $2,500 and we spent $3469.68 (primarily in ordering a lot of tee shirts), overbudget by $969.68. Overage needs to be approved. 

Maurice Lerner moved to approve the overage of $969.68 and Ashley Webb seconded the motion.  The motion was unanimously approved. 

The budget for the Performing and Visual Arts Expense was $10,000 and we have spent $13,332.27, overbudget by $3332.27. Overage needs to be approved. 

Amy Turner moved to approve the overage of $3332.27 and Jason Veny seconded the motion. The motion was unanimously approved.

The budget for Teacher grants was $15,000 and we have spent at $16,333, overbudget by $1633. Mr. C said that the $1633 would come from Murch.  

6. Fundraising/Community Engagement Update – Courtney Woolridge

Courtney reported that Murch day at Child’s Play is confirmed for Tuesday, November 26 from 7pm to 9pm. There will be a table in the back with drinks and snacks.  

Courtney suggested doing an angel tree within the community.  She will follow up with Lauren Miller and the Social Worker about doing it. 

Dates to remember: 

The Talent Show will be April 3; the STEM fair will be on February 3; and Lip Sync will be on March 5. 

The April HSA meeting will be on April 7.

7. New Business

Meghan Jones – Wendy Cresswell reported that Meghan Jones, had been working in an SLS classroom without a teacher trained to teach students with special needs. Ms. Cresswell provided a request by some faculty and staff to provide additional funds for the additional work that Ms. Jones performed.  

The Board discussed the request. 

Amy Turner moved to give Meghan Jones with a thank you card and a gift card in the amount $150.  The motion unanimously carried. 

Next HSA Tuesday, December3, 2019.

Ashley adjourned the meeting at 8:22PM.

 

HSA Co-Presidents Ashley Webb and Julie Lobb called the meeting to order at 7:07 PM on December 3, 2019 in Room B112 of Murch Elementary School.  

1. Executive Board Members present: Ashley Webb (Co-President), Julie Lobb (Co-President), Amy Turner (Vice President), Heather Williams (Vice President), Maurice Werner (Treasurer), Paula Cuevas (Assistant Treasurer), Meghan Duffy (Assistant Treasurer), Chris Cebrzynski (Principal), Wendy Cresswell (Teacher Representative), Robin Goracke (Budget/LSAT), Justin O’Connor (Community Engagement), Heather Barlow (Communications), 

Other Members in Attendance: Josh Mintz (parent), Jeremy Sharp (parent)

2. Approval of prior minutes – Heather Barlow 

Heather noted that the minutes for the November 6 general meeting was posted to BaseCamp for review on November 18 and sought the Board’s approval of the minutes.  

Heather made a motion that the Board ratify the previously posted minutes for the November 6 meetings as the official record of those meetings.  Ashley seconded the motion, there was no objection, and the motion passed by unanimous voice vote.   

3. President’s Report – Ashley Webb and Julie Lobb

• SOS Update: Raised 74% of goal so far with $88,985 donated by 150 families representing 199 students. Online payment problem that was discussed at last meeting is now fixed but took a whole month. We now have to go back to families who set up payment plans to recollect the money. $88,985 includes their pledged donations. Issue highlights that only one person (former Murch parent who volunteers her time) has expertise to fix the issue. May want to consider hiring a person or company for these types of issues in the future. Two suggestions made: 1-to change SOS payment system to same system as Auction and 2-group called Tech Impact in DC that specializes in working on technology for non-profit.
• Auction Update: Found 2 chairs for Comms role. Now trying to get together with event logistics team to start work. Need a solicitations chair. But solicitations are underway with help of temporary lead. Kickoff meeting scheduled for Dec. 5. Amy reported that company previously hired to support auction raised prices by 20%. New company hired to provide staffing and software for Auction website, comes recommended by Lafayette.
• Good Governance by Josh Mintz, consultant to non-profits and not a lawyer: Josh recommends adding 2 policies: anti-harassment and document retention. Ten years ago, Josh got HSA organizational governance back into compliance. Now he speaks to board every few years to give a good governance reminder. Josh made the following presentation:

• Murch budget is larger than 69% of non-profits in DC. 
• DC government is focused on compliance and fraud and is paying more attention to non-profits. 
• Standard definition of governance is fiduciary and oversight. Emerging definition is governance as leadership: fiduciary, strategic, generative. Major role for the HSA is to think about the goal for the school in 10 years.

• • HSA Board’s legal duties
    • Care: use judgment same as competent and prudent person
    • Loyalty: act in best interest of the organization including conflict of interest policies and annual disclosures. Murch HSA a conflict of interest policy that outlines appropriate action for Board members. 
    • Obedience: Act consistent with the organization’s mission, bylaws, and applicable laws. For example, HSA shouldn’t raise money for others instead of donating part of our income to a cause in order to model values. 
  • Roles and responsibilities of the board: 
    • Board focused on mission, goals, and leadership.
  • Recommended Governance Practice: 
    • Every member of the board should review and understand Form 990 (non-profit tax return) before it is filed. 
      • Permitted to meet electronically as long as everyone can hear and speak to each other (not email)
      • Historically Form 990 was just a tax return, now asks about policies: conflicts of interest, whistleblower, privacy, document retention. 
        • Murch HSA first 3 policies. Josh recommends updating current HSA policies to reflect current situations. 
        • Josh recommends HSA to implement a document retention policy to keep with DC regulations. Electronic documentation is allowed. Josh provided sample policy from American Institute of CPAs that can be used for Murch HSA. Some offsite storage options like Iron Mountain can regulate retention and destruction timelines. 
  • The HSA, Board, and individual members are protected by insurance, including Nonprofit Professional Liability D&O which covers legal fees if sued.
    • Can request an event rider to increase insurance coverage for single day events. 
    • Can also request sexual harassment and assault policy rider 

 

• Checklist of Key Corporate Documents: Murch HSA has them all, which are all posted online. Recommend a governance calendar around dates for renewal

 

• Articles of Incorporation

• Bylaws

• IRS Letter of Determination

• IRS Form 1023

• IRS Form SS-4

• Current and past Form 990s

• Current and past audited financial statements

• DC Office of tax and Revenue Registration Certificate (renewed every 2 years in April. Currently due April 1, 2020)

• DC Basic Business Licensee with Charitable Solicitation endorsement (current good through 2021)

• DC Certificate of Sales Tax Exemption

• DUNS number

• Copies of 2-year reports and other corporate filings

• Copies of board minutes and resolutions

• Corporate seal

• Maurice reported that Murch HSA is still finalizing all paperwork for name change with federal and DC agencies. 

• Josh recommended next steps: 

• Update core policies to make them current. 

• Adopt documentation retention policy and follow it. 

• Consider an anti-harassment policy. 

• Incorporate calendar of governance dates

• Discussion ensued about bylaws compliance. Josh reported that in 2011 DC passed new non-profit act with 8-year adoption timeline with section on board committees, and DC code says committee HSA right to act on behalf of board and have to be comprised of Board members. Advisory or special committees don’t have voting rights or contracting authority, and Murch HSA board members only can sign contracts. Ashley confirmed that advisory members of committees like Communications, Budget, and Fundraising don’t vote on Board matters. 

 

 

 

4. Principal’s Report – Mr. Cebrzynski

Mr. C reported that District LEAP leaders from 14 other schools are coming to Murch on Dec 5 for professional development. Shoebox donation activity is underway for 3rd and 5th graders to pack up toiletries in shoeboxes to donate to people in need. 5th graders going to Gettysburg on Dec 6, related to curriculum. Murch received star rating from OSSE, which assesses both public schools and charter based on data. Last year Murch received 79.02 and this year the score was 93.32, which is five stars. Mr. C is holding a meeting on Jan 14, time TBD, to discuss data and rating. Data will show we excelled in every area assessed. Rating is in 4 categories: growth to proficiency, building an environment, in seat attendance and enrollment plus two more categories. Murch data showed several things to celebrate and some red flags to fix. Last year Maury was top rated school in District. Murch is top rated this year. Goal is continuous improvement. 

Community Forum scheduled for Feb 11 to tie in with last Community Forum meeting and Jan 14 data meeting and will cover definition of terms.

 

5. Treasurer’s Report – Maurice WernerReview of Monthly Statements. Maurice provided a summary of the annual financial compilation report. He noted that the accountant provides the report in draft form. Report was sent to Board members via Basecamp—it will have some small changes to that version. The report compares 2019 to 2018. In 2018, ended year with $233,00 and ended 2109 at $211,000 due to spend down of accounts set aside for expenses related to moving into new building. Net assets are similar to prior year. New category in report due to new accounting regulations for nonprofits on whether or not money donated is designated for a specific purpose. Some past donations for situations like Auction paddles up fell into this category. Going forward all money should not be designated because we don’t have the same programs. If in the future we do collect money designated for a specific purpose we should note it for reporting.  

Maurice noted that in 2019 auction revenue increased but SOS decreased. Overall revenue was flat from 2018 to 2019. Expenses went down slightly because HSA stopped being an employer. We started to earn more interest income because of CDs. Cash on hand was spent because of moving into a new building but that should stabilize going forward. 

For the Income Statement, Maurice reported that the HSA has brought in $101,578.31 to date compared to a planned final amount of $287,000. 

• Increased revenue from rebates. Add to future communications about Amazon Smile
• Have gone over budget for community events, concessions, and electronic learning, which was approved at the last meeting. 
• For musical, all ticket sales and participation fees will count as revenue to offset spending. 
• Overall operating at a net loss but still in the middle of SOS campaign and not held Auction yet. 

Maurice noted that all accounting is posted online in Xero and pulls straight from Wells Fargo accounts. It is responsibility of Board Members to review financials. 

 

6. Fundraising/Community Engagement Update – Justin Connor/Courtney WoolridgeChild’s Play Shopping Night. Justin reported that shopping night was held on November 26. Waiting to hear about final amount of money raised until approximately the middle of December. 

57 gifts were bought as donations for Murch families in need. Leftover items on wish list will be added to signup genius and put in newsletter and website. 

No other community events planned for December because it is a busy month. Working with Guapos on possibly 2 dates. A night with Silver planned in April and more dates for Potomac Pizza.

$333 was raised by the Nats game fundraiser. 

 

7. New BusinessWinter Movie Night at the Avalon (Heather). Movie is Toy Story 4 on Jan 11 at 10 am. 

Ashley adjourned the meeting at 8:28 PM.  

HSA Co-President Ashley Webb called the meeting to order at 7:10 pm on October 1, 2019 in Room B112 of Murch Elementary School.  

1. Executive Board Members present: Ashley Webb (Co-President), Julie Lobb (Co-President), Heather Williams (Vice President), Amy Turner (Vice President), Meghan Duffy (Assistant Treasurer), Jason Veny (Secretary), Maurice Werner (Treasurer), Paula Cuevas (Assistant Treasurer), Chris Cebrzynski (Principal), Heather Barlow (Communications), Justin Connor (Fundraising/Community Engagement), Wendy Cresswell (Teacher Representative), Elisa O’Keefe (Past President).

Other Members in Attendance:, Tim Connor (parent), Nicole Anzia (parent), Katie Brin (parent),  Lauren Sion (SOS), Abby Epstein (SOS), Bob Harscheid (parent).

2. Approval of prior minutes – Jason Veny

Jason noted that the minutes for the September 10, 2019 meeting were posted to BaseCamp for review on September 26 and sought the Board’s approval of the minutes.  

Jason Veny made a motion that the Board ratify the previously posted minutes for the September 10 meeting as the official record of those meetings.  Elisa seconded the motion, there was no objection, and the motion passed by unanimous vote.   

3. President’s Report – Ashley Webb

a. SOS Update. Lauren Sion and Abby Epstein reported that the SOS campaign kicked off with stickers, emails, and flyers.  So far SOS has raised $25,000 which is far ahead from last year. SOS had a table at movie night and there will be a table at Fall Fair and a drawing for tickets. There will be magnets sent home and more drawings throughout the year.  Abby wanted to propose having a class competition and they are open to suggestions. The giveaway this year is a Murch car magnet.

b. Low Income Grant. Elisa O’Keefe informed the Board that last year a law firm had a program to disperse funds to low income schools focused on empowering schools to have more PTAs and other education related initiatives.  Last year HSA donated 1% of its budget to the program. The program has since transformed to try to address the bigger needs of the community beyond education. A short discussion took place over whether or not the HSA should continue with the program or look for a similar type program.

It was raised that there has been a lot of news in the last few years about inequality, and the optics of withdrawing from the program would not be good.

Elisa raised two other suggestions instead of the law firm’s program: Kindred Communities and DC Appleseed – groups striving for the same thing—education related initiatives.  Someone also suggested adopting a sister school similar to Lafayette which would include having activities such as coat drives and a day of service.  

Elisa is taking suggestions and will come up with some ideas in November. 

c. Murch Musical. The 5th Grade Parents presented a proposal to the HSA 

Katie Brin, representing parents who have kids Pre-K through 5th grade walked through the 5th Grade proposal. They spoke to several parents representing the community and whether or not the musical was important to continue.  Katie reported that the musical is important because it can be a transforming experience. Several kids want to participate after seeing the musical. It is also great for the community and it contributes to the overall experience at Murch. The school cannot provide staffing this year as Dr. Branch has provided in the past.  

The group spoke to several different theater companies and was able to get bids. The vendors focus on theaters that work on elementary schools and are open to having larger casts. The focus is on inclusivity and having a cast between 30-50.  Bid ranges between 12,000 and 16,000. The HSA would not be required to recruit or coordinate any parent volunteers. They are only looking for communication support. The request for funding — $15,000 would be recouped by the end of the school year. Most of the companies get paid in installments. 

Katie stated the group contacted about 13 different vendors.  The 5 top vendors are: the Educational Theater Company, Levine, Roundhouse, the Traveling Players, and Encore.  Levine would offer a tuition discount for Murch students. 

It was suggested that there should be an HSA liaison and the parent group was ok with that. 

Mr. C wanted to take this year as a planning year to figure out how, with the help of all stakeholders, to create a sustainable model.  Ideally, Dr. Branch would be involved. He goes above and beyond his responsibilities with the production. 

The HSA deliberated and voted on whether to fund $15,000 to the group for the musical.  A motion was made by Amy Turner and seconded by Julie Lobb. The motion was approved with 10 people in favor and 2 people opposed. The HSA will provide the funds; provide the group with its priorities; and assign a liaison from the Board. 

5. Treasurer’s Report – Maurice Werner

a. Review of Financials. Maurice explained that we are running into a credit card spending issue where we have a monthly cap of $20,000, even if we pay the full balance every month, and a yearly limit of $240,000.  There are requests for electronic learning licenses, teacher grants, and other items that require a card. The only way to get around the cap is to apply to the bank to get the credit limit raised.  We are currently maxed out until October 3 (when $20,000 cap resets). Maurice suggested trying to prioritize what needs to be bought with a credit card and noted that it was ok to pay invoices with a check. Maurice noted that we can always pay for other items with a check but we would not get the benefits of Amazon Smile.  

b. Paula Cuevas stated that she needs 3 shifts to count cash at the Fall Fair. Several people from the Board volunteered.  There will be three, 2-person shifts counting cash.  

 

6. Fundraising/Community Engagement Update – Justin Connor

Justin Connor reported that 111 tickets to the game were sold and that netted a profit of $333 to the HSA. He also noted that there is an upcoming event at Silver restaurant on October 25th.  There was a Safeway donation of $2955 in August but we have not yet received the funds. Childs Play reached out for a fundraiser for holiday gifts and they rebate to HSA for that night.  Most of the December nights are already taken but November 13 and November 25 are open. A decision was made to go with November 25 and switch the Potomac Pizza from November 25. Justin also encouraged everyone to sign up for Amazon Smile (Smile.amazon.com) ½ of 1% of purchases goes to HSA. 

7. New Business

a. Fall Movie at Murch (Amy Turner). Amy reported that Murch Movie night was a huge success and we almost broke even on spending losing only about $500. 

b. Teacher Grants (Amy Turner).  Amy reported that the HSA received requests for items totaling a little over $18,000, which is included a large request for a math program.  All of the requests have been approved and purchases will happen soon.  The budget of $15,000 will be supplemented by Mr. C’s discretionary budget, and we may need to make an additional request of the board for additional funds to cover shipping costs.  

c. Flyers – Fall Fair flyers can be translated in Spanish and other languages.  There is a bilingual office at DCPS that does it. The HSA will utilize this service in the future. 

Next HSA Meeting, Wednesday, November 6, 2019.  Ashley adjourned the meeting at 8:45PM.