1. Executive Board Members present: Sue Guzman (President), Meredith Grinrod (Teacher Representative), Chris Cebrzynski (Principal), Ron Eckstein (VP), Brendan Holland (Secretary), Selena Fox (Treasurer), Sharon Bennett (asst-Treasurer), Maura Healy (asst-Treasurer), Stephanie Owens (Personnel), Joanna Brown (VP), and Amy Mack (Communications).Other Members in Attendance: Nisa Gosselink-Ulep (Purchaser), Christine LoCascio, Katelyn Fitzpatrick, JoAnna Graham, and Karissa Kovner.

2. Approval of prior minutes – Brendan Holland
   Brendan presented the minutes for three prior meetings, May 24, June 10, and September 21, which had been posted on BaseCamp for review, and sought the board’s approval.Brendan made a motion that the Board ratify the minutes for the May 24^th, Jun 10^th, and September 21^st meetings as the official record of those respective meetings.  Sharon seconded the motion, there was no objection, and the motion passed by unanimous voice vote.
   

3. Principal’s Report – Mr. Cebrzynski

• Mr. C. reported on various current events.
  • The administration is continuing to address and refine the enrichment program.  Continuing to work on the intervention and enrichment periods, including a survey to faculty and aides to see how things are going and to guide improvements to the program.  Also intends to conduct small focus groups with students.  Math in particular is an important area, as he wants to broaden base of students that are being challenged in math and seek to accelerate students in math.
  • Work continues on Murch’s physical plant.  The playground is built and students are using it now.  Face a need to potentially reshuffle the times for recesses a bit now that the playground is built and the field is back in use.
  • Begun to use the UDC Gym from 12-2 PM, but we don’t have classes scheduled during that time, so continuing to work with UDC.
  • Mr. C. thanked the HSA for the teacher grant program.  Some great programs and ideas have been promoted by the teachers, which have received complete funding by the HSA.  Some things may actually be provided by DCPS, so the grant program has coordinated and worked to apply the grant funds appropriately.
• Mr. C. noted there’s been lots of positive feedback on the Fall Fair and Movie Night. Important to keep the community feel and our culture/climate.
• Sue noted that Coffee on the Playground will be coming back once a month starting in November.  Ron mentioned that we may try to do another movie night or matinee, potentially at the Avalon.  Brief discussion ensued about ways to encourage community building and activities we could do, including fun run or 5k.

4. President’s Report – Sue Guzman

• SIT Update– Christine LoCascio gave an update from the SIT.  A meeting was held with DGS and DCPS and the builder on Oct. 6th, and a community meeting on Oct. 13^th, which was lightly attended.  Some concerns at the community meeting related to UDC and the gym.  With respect to the Murch renovation, Christine noted the following top issues (which were presented in order of discussion during the SIT meeting, not necessarily in order of priority).
  • Presentation from landscape architect about trees and landscaping. Many trees will be saved along Reno, but some will be lost or moved to accommodate the adjusted building plan.  A fair bit of earth has to be moved and the site regarded as well.
  • Bio-retention area was discussed along the new side of the building, could also potential be a learning feature.
  • Not to the point yet of having a detailed discussion re: playground equipment.
  • Builders have received permits for internal demolition and they are now moving ahead. Work crews there now.  There is also a haz-mat component, so another group that will certify that it is being done appropriately.  Starting rat abatement now in anticipation of the rat problem as soon as demo begins, and they’ve already started to work on it.
  • Discussions with faculty about classrooms and the differing needs of various rooms and facilities. More discussions with the teachers as things progress.  Current focus on attached/permanent facilities.   Also discussing specifics on bathrooms and facilities.
  • Tower crane will not be there until early next year. Entryway to the site will be the same for now off, of Davenport, but once the crane is there it will move to Ellicott.  Busses will most likely be moved accordingly to Davenport, perhaps across Reno, or still on 36^th
  • They will also have security at the site. The construction will proceed 7 AM-7PM Mon-Fri and weekends as needed (they will have/need a separate permit for weekend work).
  • Presentations are posted online along with the powerpoints and schematics. C. expressed that the builders were being responsive to teacher needs/input.
  • Still have yet to determine the soccer field and basketball court(s) size and layout.
• Teacher Directed Enhancement Grants – Joanna Brown reported on the grant committee.  Meeting last week and lots of good proposals, fell into three categories:  HSA grant program; Paddles Up (swing space issues, storage, bookshelves); and things that could be covred by DCPS (rugs, pencil sharpeners, etc.).  Things that have been approved for the grants and Paddles Up will get to Nisa for purchasing.  Once organized into buckets, the funding will be expended to covered the grants, for a total of a little over $7,000 (without shipping and taxes).  Potentially eaves enough for a second round of grants.Some of the storage and organization may not be able to be moved or reused at the new school, but these are important for the teachers for the next two school years.  Could potentially discuss what these things are and what they will cost at the November meeting.  Concerns were expressed about potentially purchasing items for temporary usage and ensuring that we’re spending wisely.  About $8,900 left in Paddles Up.Maggie reported that there was money remaining from the “Fill the Gaps” paddle’s up fundraising from one of the earlier year (2014), and it might be better to spend that money down first.  The remaining funds from that paddle’s up may cover the current round of enhancement grants.  Will sort it out, but there is money there we can potentially use.

5. Budget Report

• Financial report for 2015-2016 Budget – JoAnna Graham.  JoAnna reported on the financials from the fiscal year ending as of June 2016.  The Auditors review the numbers but do not perform a full audit, that is not what we contract for (a full audit is very expensive).
  • Expenses versus revenue:  Revenue was $323k in 2016 down a bit from the prior (and shortened) year, which was down slightly from the prior year because of reduced income from the SOS campaign.  Expenses were up for personnel; it accounted for approximately $300k of the 2015-2016 budget year, whereas in prior years it was closer to $250k.  In part, this is because we made additional hires from the prior years, which accounts for this change.  Moved substantial portion of reserves to Technology and renovation set aside.
  • JoAnna reported on the equity assets of the HSA versus assets that are set aside.  Prior years the equity assets were in the range of $145k, and they were down in 2015-2016 to about $75k.  Reduction in funds that have not been specified for a particular use.
  • JoAnna will post the financial report on BaseCamp for review/consideration.
  • Discussion ensued about the school’s DCPS budget process and changes going forward based on enrollment projection.  Previously, Murch had estimated the school would have approximately 600 students, and we now have about 578.
• Projected budget for 2016-17 – Sue Guzman (in lieu of a Budget and Planning Chair) presented the proposed budget for 2016-2017. Sue distributed materials from the May HSA budget meeting and offered the proposed budget to the board as the proposed budget for this year.  Among the changes reflected in the proposed budget are a few new purchases such as off-budget spending for student planners and funding basic school supplies for which parents previously paid.  Last year’s board anticipated the relocation and renovation and reduced some of the income lines to adjust for reduced student population. In addition, changes were made to the spring musical in anticipation that it would be organized and funded differently this year.  See the budget memo and related materials for further specifics.

6. New Business.

• Update on Fall Fair—Sue Guzman. Sue reported on the Fall Fair, thanking the volunteers, and noting that the board and community should be proud of the successful event, which faced multiple challenges, including space, staffing, and volunteers.  The turn out was high, the spending within budget, and the weather wonderful.  Preliminary tally reflects that the revenue exceeded projections.
  • Sue distributed a budget report on the Fair and noted that expenses and revenue from the “Keep Calm” tee shirts went under the misc. fundraising and not included in the Fall Fair totals.
  • Sue also extended a big “thank you” to Liz Haine stepped into the breach three weeks out and really pulled a lot of it together with Maggie Boyes.
• Movie Night – Ron Eckstein. Ron reported that Movie Night faced some issues and moved inside because of the wind and potential for rain, which was a good decision.  Chairs were lined around the perimeter of the bubble with kids filling the floor of the bubble.  It was very well attended.  Had a bit of a problem with the popcorn tasting funny, and we had to forego the popcorn, but the company was apologetic and refunded that cost.  Overall it was a good event and would hope to do it again.

7. Treasurer’s Report on Sept. Financials – Selena Fox.

• Selena presented budget report as of last week.  Expenses in September of $26,478, and in October (so far) of $15,789.  Noted that the credit card have monthly limits.   Briefly discussed the fact that the line items that have been spent down so they can be removed from the budget.
  • Discussion ensued about the 5^th grade promotion line items and remaining funds from a prior year.  Some were intended for specific gifts to the school, but gotten away from that idea a bit.  Discussed ways to spend those down.
  • Selena discussed the reserves and expenses.  Some of which we’ve already discussed, such as Paddles Up and Set aside for Revenue. Also reported on income from Fall Fair, which Sue touched on earlier.  For the month, payroll, Fall Fair, and insurance were the big expenditures.

8. Old Business

• Update on Paddles Up spending – Already discussed in context of earlier discussions.
• Teacher Parking – Sue Guzman.  Sue updated on the current efforts to secure more parking for the teachers.  Seeking to augment the 25 parking spaces that UDC has made available to Murch as part of the Memorandum of Understanding with DCPS.  However, there are still roughly 30 teachers and staff without parking and the school is seeking options to secure parking for the remaining faculty and staff.  Parking in the neighborhood is difficult and problematic.  And UDC will not make any more spots available, even for additional payment. UDC claims that their student body needs the spaces, and with the university’s own demands they feel they don’t have room.  Discussing with Mary Cheh’s office and trying to come up with options.  Sue has explored nearby parking options, but which have not proven to be economically feasible.  Wants to make sure that we exhaust all possible options.  Mary Cheh has responded to Sue and suggested that teachers could try to get DDOT hang tags (which sometimes work); because it’s a temporary need this might be helpful.  Also wants to see if UDC will work with us to give more spots or at least sell more spots.  Another possibility is community members donating 3F visitor parking passes.  Mary Cheh’s office seems willing to help explore options.Further discussion ensued, including whether efforts (and possible expenditures of HSA funds) are within the scope of the HSA’s mission and by-laws, and relationship between board and DCPS and teachers and DCPS.The board agreed that the issue of staff parking is an important issue that we will continue to track going forward as it is important to the teachers and school.  Continue to consider and explore options for ameliorating.

Brendan adjourned the meeting at 8:55 PM. 

1. Executive Board Members present:  Sue Guzman (President), Meredith Grinrod (Teacher Representative), Chris Cebrzynski (Principal), Ron Eckstein (VP), Brendan Holland (Secretary), Maggie Gumbinner (Former President), Sharon Bennett (asst-Treasurer), Frances Wu (Ways and Means), Joanna Brown (VP), Stephanie Owens (Personnel), Maura Healy (asst-Treasurer), Amy Mack (Communications), and Selena Fox (Treasurer).Other Members in Attendance:  Nisa Gosselink-Ulep (Purchaser), Lisa Burke (Chair of SIT), Elijah Marentette, Jennifer Leon, Ramahi Rupartarm, Keltie Hawkins, Rosanna DeMammos, and Evy Mages
2. Procedure for approval of prior minutes – Brendan HollandBrendan discussed the use of BaseCamp by the Board to exchange and review materials including financials and documents, such as the draft minutes from prior meetings and proposed agendas for future meetings.  Also discussed the process the Board will strive to follow for posting draft minutes and agendas in advance of the monthly meeting so the Board has a chance to review and edit before the meeting.

   The Board and attendees also went around the room and introduced themselves.

3. Principal’s Report – Mr. Cebrzynski
   1. Mr. C. thanked the HSA for its generosity entering the new school year, particularly thanked the Board for food for the office staff during the first week, the t-shirts, funds to ramp up classrooms, etc.
   2. Mr. C. reported on various current events.  Discussed the relationship with UDC and the ongoing conversation regarding UDC’s apparent failure to live up to the commitments made to DCPS and Murch in the memorandum of understanding (MOU).  The students’ schedule has been modified as a result of UDC’s actions, so that the bubble can be used for both lunch and physical education.  Currently, only grades 2 through 5 are eating lunch in the bubble as there is not enough time to accommodate lunch for all.  Talks are currently ongoing between DCPS and UDC, including over the fact that the students no longer have access to the field.  They had been using the field, but UDC has now decided to re-sod the field after DCPS’s extensive efforts to remediate the field, cut the overgrown grass, and spray for mosquitoes.  The students will hopefully have access to the field in 4-6 weeks.  Mr. C. remains hopeful that DCPS will also be able to resolve access to the UDC Gym by then.  In the meantime, students will continue to have recess on the limited mulch space at the front of the school.  Presently, Pre-K is using UDC’s playground.
      Mr. C highlighted the fact that the school is working to develop a partnership with UDC faculty, which could result in some opportunities, including teaching opportunities and the ability to explore UDC projects like aquaponics.  Currently in discussions related to STEM curriculum; having our art teacher get access to their Art studio; potentially getting tours of UDC’s rooftop garden, etc.Discussion ensued regarding the fact that DCPS is reviewing the MOU to figure out the school system’s rights and options to ensure that UDC will follow through with the commitments made in negotiating the MOU.  For example, the MOU says we have access to gym, amphitheater, theater, etc., but in reality it has been difficult to obtain access.  Mary Cheh’s office is engaged.  DCPS will let us know what their conclusions are and how things will proceed.  A meeting is scheduled for tomorrow morning (9/22) between UDC leadership and DCPS.  Patrick Davis (who is in charge of the project for DCPS) is attending and will have an update to share with us hopefully later this week.  Further discussion ensued regarding the relationship with UDC and ways to support the process between DCPS and UDC.
   3. Credit and thanks to the staff for seamless start.  Faculty morale seems good, despite a tough start to the year, and the teachers are gaining momentum.
   4. Proposal regarding aides and bus monitors.  Previously, Mr. C has used flex schedules to great effect.  Buses are working well, but the school had to handle and solve a lot of the logistics.  Adults currently ride the bus along with the kids and he wants to continue to do that.  Mr. C. is seeking flexibility to use the aides to ride the buses along with the kids and to have some aides ride in the AM and some in the PM.  Suggesting a split of the aides’ time.  No additional cost or time worked by aides; same total amount of weekly hours, but just wouldn’t be uniform for all.  Suggestion was made to keep the work schedules uniform and to offer overtime to those aides who are willing to work.  Could be for both HSA aides and DCPS aides.  Currently only HSA aides ride the bus.  Options seem to be to either standardize hours and allow voluntary overtime, or shift some of the aides’ daily tour of duty.Discussion ensued and it was clarified that Mr. C. is not proposing overtime, but rather just seeking flex time to cover consistently.  The Board agreed to continue to discuss in order to determine how best to proceed.
   5. Presidents’ Report – Sue Guzman
      1. Approval of Board Chairs-  Sue formally proposed the following slate of people as chairs of HSA committees:
         Stephanie Owens – Personnel
         Amy Mack – Communications
         Frances Wu – Ways and Means
         Budget and Planning  (still vacant)
         Sue made a motion that the board approve this slate of chairs.  Ron seconded the motion and the Board approved by unanimous voice vote.
      2. Representative to LSAT –  Sue discussed that the Board needs to appoint a representative to the LSAT.  It was explained that the LSAT is the local school advisory team that works with Mr. C. and makes recommendations for academics.  Traditionally an HSA board member fills the role as rep to the LSAT, which meets the last Wednesday of the month, at 5:30 PM, usually no longer than 1.5 hrs.  LSAT is composed of Board rep, teachers, Mr. C., and community rep.  The Board will work to find a member willing to be the rep.
      3. SIT Update – Lisa Burke reported on a variety of items from the SIT.  DCPS hopes to complete the playground in early Oct.  As Mr. C. noted, the students will no longer have access to the field for approximately six weeks following UDC’s resodding.  Insulation for the bubble is arriving and should be installed by Oct. 2nd; also working on water infiltration issue.  Adding new security at front gate by Oct 10th, which will allow the gates to be locked during the day and the office/security guards to buzz people in.The SIT got to see the new design for Murch, which is being submitted to the Commission for Fine Arts for the October meeting.  The architects took to heart the concerns of the SIT and community.  The parking garage is there but will be smaller (25 spaces), this has helped with cost savings.  Trying to get DDOT parking on 36th street.  Lisa noted that the SIT has suggested that they work with DDOT re: signs for busses on Davenport, and potentially there will be teacher parking there in the future.  The revised design and minutes of the meeting will be posted online so folks can see.  SIT is confident that the school will have all space they need, no pullout in halls, cafeteria is back in, trash and entrance are still on Reno (which likely won’t change).  Many changes to design for garage, and including removing trees.  Talks on signage, concept idea for the grounds, which will be the topic of the next meeting.  Planners are now talking to Mr. C and teachers about the interior of the building.  Normal gym on ground level.  Everything that we want/need is there, so they’re on to colors, smart boards, etc.
         In response to the question of when we can expect to see construction at Murch, Lisa reported that not all permits have been received, but the are beginning to remove old trailers and beginning internal work on existing building, and then will proceed as the permits get approved.  No concern on their part that it will be longer than two years.  LEED gold for the design.  Big part is storm water recapture and green roofs, and a swale.  Lot of permeable surfaces.  Previously, maintenance expenditures haven’t been fully part of DGS’s contracts for the schools.  Lots of work for the green roof, and we’re making sure that they maintain it going forward.

         Things are moving along.  This was the first big meeting in a while and making progress.  SIT seems pleased and believes it has succeeded in getting what we need.

      4. HSA event dates approved by UDC —  Sue
         •    Oct 15th Fall Fair, Dennard Plaza.  Still trying to get the Conn avenue plaza space too.
         •    Movie Night Oct 21st in the UDC amphitheater.  Working on rain check plans
      5. Update of Teacher-Directed Enhancement Grants.  Joanna provided an update on teacher enhancement grants.  HSA sets aside money for grants to enhance learning in the classroom.  Sept. 13th was the deadline, received 22 or 23 submitted, and exceeds budget we’ve allocated.  Working through the requests now and working to approve and allocate funds.
      6. Treasurer’s Report – Selena Fox
         1. Review of summer swing space expenditures billed to Paddles Up.  Selena reported on various expenditures for the current space and using funds from Paddles Up.  Food truck for coffee, t-shirts, temp staff to assist teachers before school.  Discussed the fact that Paddles Up has to be spent on these types of expenditure, but the renovation set aside doesn’t have to be used, it is a set aside and could be reabsorbed into the general fund.  Set asides are not reserves earmarked only for a particular use.Three others expenditures for Paddles Up:  1.) Responsive classrooms, sending three teachers for training; 2.) expenses for school year prep; and 3.) hospitality for beginning of school food events.

            Selena provided a general report on the balance sheet and current financials, and circulated copies of same.  Quick summary for purposes of first meeting, but plans to deliver a more detailed treasury report at the October meeting.
            Maggie questioned whether the 2014 Paddles Up had actually been spent down.  Will talk to JoAnna Graham to confirm.  Also noted that line items that we’ve finished will be dropped from the balance sheet.

         2. Motion to add Purchaser as an official board position.  Issue has come up that it’s not an official board position, so the suggestion has been made to add it as a board position.  Discussion ensued that to add a board position we need to amend the by-laws and have a vote by the full membership.  Maggie recounted some of the history of the purchaser position.  In the past the HSA made the decision to not make it a board position, nor to make it a board chair, just a volunteer position like chair of auction or fall fair.  Further discussion ensued regarding the fact that the purchaser acts at direction of the Board and has purchasing power and whether it raises any concern with accountability.  Wanted to make sure that we discussed the issue.  Maggie noted that other positions, like auction chair, etc., have similar purchasing power.  Maggie noted that the recommendation of the nominating committee at the time was that it not be a board position or a chair position.Discussion ensued regarding insurance, ramifications of both adding to the board and not.  Also discussed protocols and approvals for spending, also assist in budgeting and accounting to track spending.
      7. Old Business. None.
      8. New Business
         1. Change October Board Meeting to 10/19 – Going to change to October 19th to accommodate Yom Kippur.
         2. Music Teacher Eugene Branch’s reimbursement request –  Mr. Branch made an expenditure for the microphone for back to school night and also equipment for the keyboard in the music room (which was not completely functional).  He put through the reimbursement after the fact. Mr. C. can handle with DCPS budget so it will become school property and can come out of the music budget.  Sharon will forward documentation to Mary Eckstein.
         3. Fall Fair Chair –  Liz Haines now heading the effort, with Maggie Boys continuing to help.
         4. Discussion regarding Teacher/staff parking at UDC –  About 25 teachers still don’t have parking.  Many have gotten tickets.  Question was raised as to whether the HSA should cover the difference and pay for parking for those teachers who do not have it.  The estimated cost for parking for 25 teachers for the remainder of the year is approximately $6,000.  Discussion ensued about whether the HSA should pay for the parking, or whether DCPS should handle as this is an issue related to what DCPS negotiated with UDC under the MOU.  Question was raised as to whether the teachers’ union is involved, but Ms. Grinrod noted that there is not a current union rep and so the union has not yet been approached.
         5. Fees for Spelling Bee–  Entrance fee for the spelling bee, $200 or so.  Sue threw it out there and no one objects to spending it.Sue adjourned the meeting at 9:05 PM.

1. Executive Board Members present:  Martha McIntosh (co-President), Maggie Gumbinner (co-President), Karissa Kovner (Past president), Lisa Stone (Budget and Planning), Joanna Graham (Treasurer), Patty See (Communications), Melissa McInerney (Personnel), Sharon Bennett (Asst. Treasurer), Ron Eckstein (Vice President), Alicia Garfinkel (Teacher representative), and Manolis Priniotakis (Vice President)Other Members in Attendance:  Emily Kallaur, Adam Riggs, Carrie Kolasky, John See, Virginia Marentette, Kathryn McCarthy, Joanna Brown, Karen Abrams, Selena Fox, Bill McIntosh, Kelly Lynch, Michelle Cochran, Kirsten Hawkins, Frances Wu, Pam Gallant, Maura Healy, Sue Guzman, Aaron Hanna, Ada Leach, Jennifer Jackson Lee, and Marisa Bold
2. Presidents’ Report – Maggie Gumbinner and Martha McIntoshMaggie and Martha introduced David Dickinson, the new commissioner for ANC 3F01, which covers UDC.  He provided brief remarks on the advisory role of the ANC and that it touches little on schools, other than zoning aspects.  He relayed that he was familiar with the budget issues related to renovations, having served on the LSAT and PTA at Hearst through its overhaul.  He was happy to share experiences.  He reported that he has been trying to engage UDC on next school year.  He noted that he had been asked to provide a letter of support to DGS for the UDC swing space.  He mentioned that partnering with Hearst possible on such things as the Fall Fair.  He also said that the ANC is anxious to get the Murch design finalized.
3. Budget Report — Lisa Stone
   Lisa Stone presented the proposed 2016-2017 Budget.  She noted that it had grown a little each year in recent years but there was small shrinkage budgeted for next year due to a slight decline in enrollment expected.  In addition, she noted that there are separate swing space funds that are non-recurring to be spent over the next two years.  Budgeted amounts are expected to be recurring.She said that, as always, most revenue comes from the SOS and auction.  Expenditures fall into four primary categories: fundraising, educational support, environment and enrichment activities, and operations and other expenses.  The biggest expense is the classroom aides.  Major expenditures include: HSA personnel; grants; stipends; after school programs; responsive classroom; and bookkeeping. New budget lines include: school planners; go-bag resupply; and school musical costs, which are intended to be revenue neutral.
   She reported the major changes for this year include:
   •    Reduced after school programs due to an anticipated outside provider.
   •    Reduced teacher grants because of swing space funding.
   •    No funding for building and grounds due to occupation of the swing space.
   •    Nothing for World Geography, as it has been dropped as a Special.Maggie noted that the budget was hard because of the many unknowns for the coming years.

   Virginia Marentette said the prospect for raising $12,000 for the musical looks difficult.
   •    Lisa suggested that it was possible, as last year’s musical raised $5,000 with minimal effort.
   •    Lisa addressed the end of the Peter Barry Fund.  It paid for many activities over the years. The last musical it fully funded was in 2009 but the last of the fund was spent with this year’s musical.

   Lisa described the Off-Budget Funds for swing space costs.  Two sources of funds for such costs are:
   •    Auction Paddles Up
   •    Renovation Set-Aside.  Spending of the renovation set-aside requires board approval.

   She has set up a preliminary budget for next year’s board’s consideration for the following categories of items:
   •    Classroom needs
   •    Packing and storage
   •    Beautification
   •    Teacher/Staff Morale
   •    Student Morale
   •    Community building

   Lisa Stone moved to pass the budget.  Joanna Graham seconded the motion.  The budget passed with the unanimous consent with a quorum of the membership present.

4. Election of 2016-2017 HSA Officers. 
   Nominating Committee Chair Karissa Kovner introduced the nominees to be officers of executive board for 2016-2017.
   Sue Guzman, President
   Joanna Brown, First Vice President
   Ron Eckstein, Second Vice President
   Selena Fox, Treasurer
   Sharon Bennett, Assistant Treasurer
   Maura Healy, Assistant Treasurer
   Brendan Holland, Secretary
   Maggie Gumbinner, Past President
   Chris Czebrzynski, PrincipalKarissa Kovner moved to approve the HSA slate.  Martha McIntosh seconded the motion.  The motion passed with Unanimous Consent with a quorum of the membership present.Karissa introduced the nominees for LSAT.
   Emily Kallaur
   Aaron Hanna
   Adam Riggs
   Karen Abrams
   Karissa Kovner moved to approve the LSAT slate.  Patty See seconded the motion.  The motion passed with Unanimous Consent with a quorum of the membership present.

   Karissa introduced the nominees for the Nominating Committee.
   Pam Gallant
   Sarah Benatar (chair)
   Kirsten Hawkins
   Manolis Priniotakis
   Karissa Kovner moved to approve the HSA slate.  Martha McIntosh seconded the motion.  The motion passed with Unanimous Consent with a quorum of the membership present.

5. Old Business.     No Old Business.
6. New Business
   Martha reported that she, Laura Kaiser, and Martha would be meeting with the Mayor on the following Thursday but did not yet know what the meeting was about.The board thanked Alicia Garfinkel for her two years as the teacher representative on the Board.  The teachers would be selecting a new board representative for next year.There was a brief discussion of lingering budget questions, such as the process for selecting and hiring aides, how off-budget spending is decided, and the status of reserve funds.

   Maggie adjourned the meeting at 8:05 PM.  

1. Executive Board Members present:  Maggie Gumbinner (co-President), Martha McIntosh (co-President), Alicia Garfinkel (Teacher Representative), Chris Cebrzynski (Principal), Manolis Priniotakis (VP), Ron Eckstein (VP), JoAnna Graham (Treasurer), Sharon Bennett (Asst-Treasurer), Karissa Kovner (Past President), and Lisa Stone (Budget Committee Chair).Other Members in Attendance:  Meredith Grindrod (incoming Teacher Representative) and Marisa Bold
2. Approval of prior minutes – Joanna presented the draft minutes for the May 10, 2016 meetings and made a motion that the Board formally approve the minutes as the official record of the May meeting.  Manolis seconded the motion.  The motion was unanimously approved.
3. Principal’s Report – Mr. Cebrzynski
   1. Mr. C. thanked Maggie and Martha for their service as HSA co-presidents
   2. Mr. C. reported that the staff is about 75% done packing up to move into UDC swing space
   3. Mr. C. said he is still working to develop procedures and processes for the swing space, like morning lineup procedure, a lunch schedule for the cafeteria, etc.
   4. Mr. C. said there are still a few staff positions to fill for next year, but hiring is in process
   5. Mr. C. informed the Board that Murch Administrative Staff will be staying on site during the summer and not moving to Wilson High School, since renovation of the existing Murch building will not begin until September or October.
4. Presidents’ Report – Maggie Gumbinner and Martha McIntosh
   1. Martha reminded attendees that Tesoro Restaurant Night is Thursday.  A portion of proceeds from both lunch and dinner will benefit Murch.
   2. Martha reported on the Murch Musical, The Jungle Book.  She said the kids loved the experience and Adventure Theater wants to come back.  Maggie pointed out that we hope to potentially do the play more in-house next year, especially since Murch will have a music teacher who can take more of a leadership role.  Martha reported that gross revenue for the musical was $3,907, with $1,520 coming from on-site ticket sales, $1,200 from online ticket sales, $938 from pizza/drink sales and $250 from advertising sales.
      Discussion of the value of Adventure Theater.  Sound issues/production value problems.  But overall the experience was better for kids in the play.
5. Treasurer’s Report – JoAnna Graham
   JoAnna Graham presented the monthly financial report.
   Unclear who will do purchasing next year.  Discussion ensued about having a dedicated position of Purchaser to replace Jill who had previously filled that role.Working to get all the financials in order for the end of the fiscal year.Asked for review of some line items.There are a handful of items still outstanding.
6. Old Business.  Martha: Peter Barry Fund is closed out.
7. New Business
   1. Martha:  Deal Microphones –  Proposed authorization of spending for repair of Deal microphones.  It has come to our attention that during the Murch musical in 2015, two microphones at Deal were broken.  Maggie and Martha ask the board to approve off budget spending to repair or replace those microphones as necessary.  The estimated cost could be up to $3,500. Maggie noted that they learned during the prior year’s production of the Lorax that elementary school kids should not use the headset microphones because they are very thin and fragile.  Martha made a motion to use off budget spending of up to $3,000 to repair the microphones for Deal.  The Board approved the expenditure unanimously.
   2. Maggie:  Technology Spending – Proposed spending for technology replacement – As teachers and staff return their laptops, Elmos, and projectors this week, we will be inventorying those and determining if any replacements are needed based on their condition and the staffing needs for next year.  Requests that the Board approve the expenditure of funds to replace any necessary equipment so that it can be ordered this summer and available for use at the start of the school year.
      Martha and Maggie recommend authorizing money to be spent over the summer to fix or replace laptops, Elmos, and projectors in order to ensure that the staff has working equipment when school starts.
      Joanna:  Money is left in the set aside.
      Martha:  Board must vote to spend it.
      Karissa:  Voice amplification systems should be saved.
      Mr. C:  May not be usable in Swing Space.
      Maggie made a motion that the Board approve the expenditure of up to $10,000 to replace, laptops, Elmos, etc. over the summer.  The Board approved the motion unanimously by voice vote.
   3. Close Peter Barry Fund – Formal request to transfer remaining funds ($0.32) from the Peter Barry Fund line and close out the budget line.  The Board approved the motion unanimously by voice vote.
   4. Martha:  Document Retention Policy – We will send out a draft document retention policy this evening for the board’s consideration. The board can choose to vote on that tomorrow, or to defer consideration until the new board meets in the fall.
      We will look at sample policies Board members had looked into over the year, and plan to vote on it next year.
   5. Martha:  5th grade promotion budget lines. Will establish a date final to submit receipts in the fall. For 2013-2014, money has been spent down.
      Martha made a motion that the line item for 5th grade promotion from 2013-2014 be eliminated because money has been spent down.  Manolis seconded the motion and the Board approved the motion unanimously by voice vote.
   6. Renovation update –  HSA now leasing storage space on River Road.  Most of our stuff in the basement has been moved to there.  Still some play sets left in basement.  Storage site will be well organized.  Historic artifacts will be saved.  Unclear where they will be stored.  Bleachers?  Will they be moved?Maggie adjourned the meeting at 7:55 PM.

1. Executive Board Members present:  Maggie Gumbinner (co-President), Martha McIntosh (co-President), Brendan Holland (Secretary), Manolis Priniotakis (VP), Chris Cebrzynski (Principal), Karissa Kovner (past HSA president), Alicia Garfinkel (teacher representative), and Ron Eckstein (VP).

Others HSA members present:  Alexis Fuge, Elizabeth Mettler, Shelley Cohen, and Christine LoCascio.

2. Approval of prior minutes – Brendan Holland

Brendan presented the draft minutes for the August 18, 2015 meeting and made a motion that the Board formally approve these minutes as the official record of the August 18, 2015 meeting.  Martha seconded the motion.  The motion was unanimously approved.

3. President’s Report – Maggie Gumbinner

a.   Website.  Maggie thanked Elizabeth Mettler for her assistance revamping the HSA website.  The speed and design of the website are greatly improved as the result.

b.  SOS Preview.  Elizabeth is going to spearhead the SOS campaign and gave a preview of this year’s campaign.  Elizabeth detailed last year’s campaign and provided a report comparing the SOS campaigns from the last few years and outlining a proposed message, method, and timeline for the 2015-2016 SOS campaign.  Last year’s campaign achieved a good level of participation; offered payment plans for the first time, which seemed well received; payments made via the website outnumbered checks by a measure of four to one (payments made via the website are easier and quicker to process and track).  Currently working on the messaging for this year’s campaign and considering targeting different messages to various grade levels.  Primary goal is to increase participation, and there was much discussion about the messaging and the target amount (or amounts) that should be highlighted in the campaign, as well as whether it should be tied to stated a total revenue goal.  The board discussed the pros and cons of various approaches, with a general consensus that the target should be $500 per child, but encourage participation at any level.  Elizabeth went through a proposed timeline (refer to handout).  Also discussed the need to translate information on the website and also maybe if/when snail mail letters are sent.

c.  Murch Gives Back.  Martha reported on the “Murch Gives Back” effort with Houston Elementary School, which was reported recently in the Washington Post.  Parents were excited with the success and connection with Houston; may be something that can be expanded/duplicated.

d.  Fall Fair.  Reminder that the Fall Fair is scheduled for October 24^th.

e.  Translations.  Reminder that translation services are available on the website and to make sure families know.

f.  Soccer goals.  Stoddert soccer originally bought the goals and per the use agreement with the school they are to maintain and/or replace as necessary.  Stoddert is currently working to replace the goals.  In addition, they will redraw the lines on the field.  There was also a brief discussion regarding the pellets on the field.  The issue has previously been raised with the SIT team and the new field (after the school renovation) will not use the same product.  The new field will use cork or recycled product, which should obviate any potential concern with the current pellets.

4. Principal’s Report – Chris Cebrzynski

a.  Paddles Up Spending Update.  Mr. C. reported on the “Paddles Up” spending.  Mr. C. working with the school’s Science coordinator and coming up with a detailed list of items to purchase that matches up with relevant curriculum.  Also coming up with an advisory board to provide guidance and feed back.

b.  Student council.  The goal this year is for Student Council to be very student centered, have obtainable goals/activities, and be a meaningful experience for the kids.  Vanessa Robin (3^rd grade math and science) will head up the Council.  Still getting organized, so not quite sure when elections will be.  (A brief aside about box tops and the answer is that they are collected by Student Council to buy materials for the school.)

c.  Beginning of the year assessments of students.  Mr. C. reported that there is a bit of a “perception issue” with come parents regarding beginning of the year assessments, particularly a concern that there is too much testing at the beginning of the year.  But the assessments are just in math, writing, and reading to get a baseline.  Intend to communicate in a Friday bulletin that the assessments are to be used as an intro and baseline, and not onerous testing.  Hope to use the assessments to identify and respond to individual student needs from these early assessments.  Useful for the teachers to get a grasp of students’ ability, in part to group them appropriately for instruction.  Teachers start the year with data for their students from the end of last year, but these beginning assessments are very important.  Also allows for fidelity/consistency as the new teacher assesses students at the same time and in the same way.

5. Treasurer’s Report-  Maggie Gumbinner

a.  Maggie (in JoAnna’s stead) presented the new spreadsheet with current status for cash, liabilities, income, and expenses.  Requested that Board members report any issues/questions to JoAnna.  Also noted that Xero accounting software is up and running, so Board members can access and review the accounting and revenue information.

6. Budget Report – Maggie Gumbinner

a.  Maggie emphasized that the October HSA board meeting is an important one, as it focuses on the budget.  Thus, it is essential to have a quorum of 30 people.  The meeting is a great opportunity to go over budget, discuss the spending, etc.  Replenishing the Technology Set-Aside Fund will also be discussed.

7. Old Business.   None.

8. New Business.

a.  Yard Sale Fundraiser – Alexis Fuge.  Murch parent Alexis Fuge presented on a possible yard sale fundraiser to be held in the spring.  Key Elementary did mega yard sale last year and Janney has also done one in the past.  Alexis talked to the parents who lead the Key yard sale to learn from their experience.  The proposal is to host a community yard sale in the spring of 2016 around Earth day, when people are potentially doing spring cleaning and thinking of recycling, etc.  April 23 is the proposed date, which is a few weeks after spring break.  Goal would be to advertise widely and involve the neighborhood community as well as Murch families.  Maybe four hours long and during the earlier part of the day (such as 9 AM – 1 PM).  Discussed logistical issues, such as building use permit, drop off and storage of donated items (such as renting a POD), the need for volunteers, and tax donation receipts.  Building fee, staging place, and janitorial/security are the biggest issues.  Would need to focus on those issues early in the planning, as well as developing a communications plan and soliciting volunteers.  The members discussed Murch’s previous efforts at a community yard sale, with Karissa Kovner mentioning that in the past St. Paul’s had allowed the school to store donations in its space in advance of the sale.  Karrisa also noted that baby items were always popular, as well as books, which have continued to be a part of the Fall Fest.  Discussed the donation of unsold items to an appropriate charity after the event.  The proposal is still in the formative stages, and the HSA can continue to work with Alexis to figure out how to drive forward.

b.  Emergency Kits for Teachers – Martha McIntosh.  Years ago DCPS suggested emergency kits and the HSA had a committee that put the kits together.  The time has come to inventory, update, and/or replace the kits.  Would first need to inventory the existing kits, determine what needs to be replaced, and how many kits total.  Goal would also be to systemize what might need to be budgeted and/or replaced annually.  Preliminary research indicates it could cost up to $3,000, and DC has list of requirements for the kits.  The board discussed the pros and cons of the proposal, including whether to assemble the kits or buy premade kits, how to inventory and track, etc.  The general consensus was that number and contents of the existing kits are deficient and that they need to be replaced/updated.  Karissa Kovner made a motion that the HSA spend up to $3,000 to provide each classroom with an appropriate emergency kit.  Manolis seconded the motion and the motion passed unanimously.

c.  Additional spending for magazines – Maggie Gumbinner.  The HSA previously purchased magazines for pre-K, second, and fifth, and teachers have requested that the HSA also purchase magazines for the first and third grades.  The fourth grade and kindergarten have not requested.  The cost to add magazines for first and third grades would be $1,800.  Karissa noted that the revenue from the Paddles Up campaign from last year may cover this full amount and could faithfully be used for this expenditure.  Maggie made a motion that the HSA authorize the expenditure of up to $1,800 for the first and third grades, taking into account the potential to use existing funds from the Paddles Up campaign.  Alicia seconded the motion and the motion passed unanimously.

d.  Agreement on process for agenda development and distribution of agenda and meeting minutes – Brendan Holland.  Brendan briefly summarized the process for development of the monthly agenda, and the circulation, revision, and adoption of the official minutes of the meetings.

e.  Discussion of use of electronic voting by Executive Board – Martha McIntosh and Maggie Gumbinner.  Martha and Maggie introduced the notion of the board possibly using electronic voting in certain circumstances.  The co-Presidents suggested that nothing in the by-laws explicitly permits or precludes voting electronically.  The co-Presidents suggested that electronic voting could be useful on occasion and increase the board’s productivity.  For example, it could allow the board to act over the summer or when there are long pauses between full meetings.

Further consideration is necessary to determine whether explicit authorization needs to be included in the by-laws to permit voting electronically, or whether anything in the District laws governing non-profits speak to the issue.  Karissa noted that true electronic voting may require an amendment to the by-laws, but that it might be possible to finalize the details of an item or issue electronically following its discussion live at a meeting. The goal tonight was to introduce the idea and begin the conversation.

9. Misc.  Update on the laptops for the teachers, the HSA purchased the computers approved last month for teachers who were missing them.  The total price was $5,600.

The co-Presidents adjourned the meeting at 9:03 PM.