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.

 

BEN W. MURCH HOME AND SCHOOL ASSOCIATION

General Meeting

Meeting Minutes April 2, 2019

HSA Co-Presidents Elisa O’Keefe and Jess Regan called the meeting to order at 7:21 PM on April 2, 2019 in Room B112 of Murch Elementary School.

Executive Board Members present: Elisa O’Keefe (Co-President), Jess Regan (Co-President), Ashley Webb (1^st Vice President), Julie Lobb (2^nd Vice President), Virginia Marentette (Past President), Meghan Duffy (Assistant Treasurer), Paula Cuevas (Assistant Treasurer), Chris Cebrzynski (Principal), Heather Barlow (Communications), Jason Levin (Fundraising/Community Engagement), and Robin Goracke (Budget Chair).

Other Members in Attendance: Julia Guillén Williams, Dave Kiyvyra, and Manuel Mendez.

1. Approval of prior minutes – Heather Barlow

Heather presented the minutes for the March 5 general meeting, which were posted to BaseCamp for review, and sought the Board’s approval of the minutes.

Heather made a motion that the Board ratify the previously posted minutes for the March 5 meeting as the official record of that meeting. Jason seconded the motion, there was no objection, and the motion passed by unanimous voice vote.  

2. President’s Report – Elisa O’Keefe and Jess Regan

1. Auction Update. The 2019 Murch Auction was held on March 16. Elisa reported that the Auction raised $143,270 as of today. Jess and Elisa are meeting with the Auction chairs to debrief. Discussion about the Auction ensued.
2. Coffee on the Playground. The next Coffee on the Playground is scheduled for April 26. Jess reported that we are going to send an email advertising the event, as well as to recruit parents for open HSA positions for next year. The HSA members were encouraged to attend the April 26 Coffee on the Playground.
3. Elections Meeting. The HSA Board Elections meeting will be held on May 21 at 7:00 PM to approve the Budget and Officers. A quorum vote (minimum of 30 voting members) is required and babysitters will be available. Discussion ensued regarding HSA positions, including a possible Field Trip Planner/Coordinator position and possible expectations for field trips for next year, e.g. resources, curriculum matching, frequency, etc.

 
 3. Principal’s Report – Mr. Cebrzynski

Mr. C reported that he is working with Mary Cheh who is advocating on behalf of Murch to DCPS for a budget increase so the school can get back some staff positions that were cut due to budget losses. There were some discrepancies around enrollment numbers, and Murch has submitted more information to DCPS to clear that up. Murch has the fifth lowest per pupil expenditure in the District and is seeking to know the reasons for this. The timeline for knowing whether the school will receive additional funds is unknown.

The hiring process with the personnel committee has begun, and five positions will be filled including an ELL specialist, math specialist, reading specialist, and custodian. Some of these positions will be filled by current staff. Mr. C will announce staffing for next year by the end of the school year.

He also reported that this year’s format for the last parent teacher conference of the year is changing. Parents who need a conference will meet with the teacher during the day, either by teacher request or parent request. The evening will be for all children to show parents their classrooms.

PARCC testing in grades 3-5 is normally held during an 8-week window. This year, it will be done in two weeks. All grades will test during Week 1, and makeup tests will be held during Week 2. The change is being implemented in order to limit disruption of the regular schedule of the entire school. Tests are also shorter this year, with some tests having as few as 12 questions. Testing dates will be released on the Murch website this week.

Ashley asked Mr. C if there will be a survey for teacher and class placements this year as was done last year. Mr. C said the process is changing internally so he’s not sure yet.

5. Treasurer’s Report – Paula Cuevas/Meghan Duffy

1. Review of Monthly Statements. Paula provided a summary of the monthly financials. She presented the Income Statement in which she noted that the HSA is about $16,000 away from our goal for the yearly budget. Paula noted that the HSA is making $60/month in interest on a $30,000 CD. As next year’s budget is completed, the Budget committee will determine how much money to put in CDs for 2019-20. Paula pointed out that the Balance Sheet shows the HSA has approximately $150,000 in reserves, and the budget is ahead by $14,500. On the Balance Sheet, we have $179,717 combined in checking and savings. She also noted there is $6,515 in reserve for technology and those funds are still available.
2. Credit Card Limit Update. Paula provided an update on the request for increased credit card limits. Credit card limits are increased to $20,000 for Meghan and $10,000 for Jess. The overall spending limit is $20,000 so Maurice will continue monitoring the expenses and making payments to make sure we are not overextending our credit.
3. Overage Approvals. Paula pointed out two line items in the Income Statement with overages requiring Board approval: 1) the Auction budget went over by $1418.74 in catering expenses due to increased attendance, and 2) the Fall Fair budget was over by $8872.15 due to deposits for next year’s Fall Fair.

Jess made a motion that the Board approve the overage to the Auction Expense. Virginia seconded the motion, there was no objection, and the motion passed by unanimous voice vote.

Jess made a motion that the Board approve the overages to the Fall Fair Expense. Ashley seconded the motion, there was no objection, and the motion passed by unanimous voice vote.

6. Fundraising/Community Engagement Update – Jason Levin

1. Giant A+ Rewards. Jason reported that Murch has earned $1,100 as of today, which equals the final total for last year. He hopes the final amount for this school year will increase to $1,350 by the end of the program.
2. Restaurant Nights. Restaurant night at Silver was held on March 26. The total money raised for the HSA has not yet been reported by the restaurant, but Jason will report back once the amount is known. A Restaurant day is scheduled for April 30 at Tesoro, and the HSA will receive a percentage of the profits for the entire day (lunch and dinner). Tesoro is providing a special Murch menu for the day with throwback prices. The restaurant night at Guapo’s is being rescheduled due to a conflict with Murch International Night.
3. Nationals Event. Jason is working with the Nationals to coordinate a game on September 14 or 15. He investigated a possible Murch Night with DC United but found that all the games start at 8:00 PM, and after consulting with Elisa and Jess, determined the games were too late for a school event.

 
7. Old Business

HSA Budget Update (Robin Goracke). Robin reported on the Budget Committee activities and stated that the committee is working on the HSA budget for the 2019-20 school year. Some HSA officers participated in a conference call about the budget last week. The next Budget committee meeting is scheduled for April 25, where they will discuss a skeleton budget. Before that meeting, Robin will meet with Maurice to assess this year’s budget for consideration when crafting next year’s budget. A parent survey will also be incorporated into the HSA budget considerations. A summary of the survey will be made public by Mr. C, and Robin will meet with Mr. C regarding needs from HSA and possible additional DCPS funding. At the HSA’s May 7 meeting, Robin will present the budget to the HSA Board for discussion and input and will be posted on the Murch website for community feedback before May 21. The goal is to have a finalized budget ready for voting on at the Annual HSA May 21 meeting.

8. New Business

1. Teacher Appreciation Week (Ashley Webb/Julie Lobb). Teacher Appreciation Week kicks off on May 6. Ashley and Julie reported that this year they are doing a Hollywood themed week with drawings, flowers, school supplies, and a Murch colors day. The HSA is planning to cater lunch for the staff on May 8 (80 staff on a budget of $650 with catering by Silver). A teacher happy hour is also being planned at Silver, with the restaurant donating the first drink for every teacher, and the HSA providing a $7 gift card to each teacher towards the purchase of a food or beverage item of their choice. A snack cart is also being planned that week, and on Friday cake pops will be handed out to the staff. Teacher Appreciation Week plans will be announced in the April 12 newsletter, and weekly reminders will be included in following newsletters. Printed flyers will be distributed on April 26. Newsreel printouts for drawings will be sent home with students on Friday, May 3.
2. Fundraising Ideas (Ashley Webb). Ashley shared some other fundraising ideas offered by Silver restaurant to Murch for next year: Moms vs. Dads happy hour to see who raises more money, and incentives for students using coupons for free kids’ meals.
3. KidsElite Sports Camp. Tia Clemmings (Coach TC) presented information on a pilot program held at the Murch campus for 4 weeks this summer to the HSA. KidsElite Sports Camp has hosted camps at other DC schools that have been well-attended by Murch students. The dates for the Murch based camp are June 24-28, July 8-12, 22-26, and July 29-August 2. A special Murch early bird rate is available on their website (www.kideselitesports.org) and camp information will be posted on the Murch website.

 

Elisa and Jess adjourned the meeting at 8:09 PM.

HSA Presidents Virginia Marentette and Elisa O’Keefe called the meeting to order at 7:12 PM on September 12, 2017 in the media center of Murch Elementary School at Murch@UDC.

2. Executive Board Members present: Virginia Marentette (Co-President), Elisa O’Keefe (Co-President), Ashley Webb (Vice President), Chris Cebrzynski (Principal), Meredith Grindrod (Teacher Representative), Diane Beasley (Secretary), Sharon Bennett (Treasurer), Maura Healy (Asst. Treasurer), Nisa Gosselink-Ulep (Asst. Treasurer), Maurice Werner (Budget and Planning), Sue Guzman (Hospitality, Past President), Jason Levin (Ways and Means), Amy Mack (Communications), and Stephanie Owens (Personnel).Other Members in Attendance: Christine LoCascio (SIT Representative), Michele Murphy, Kirsten Hawkins, Angela Pearson.
3. Approval of prior minutes – Diane Beasley  Diane presented the minutes for the June meeting, which had been posted on BaseCamp for review on September 5^th, and sought the Board’s approval of the minutes. Diane made a motion that the Board ratify the previously posted minutes for the June 7^th meeting as the official record of that meeting.  Sue seconded the motion, there was no objection, and the motion passed by unanimous voice vote.  
4. President’s Report – Virginia Marentette and Elisa O’Keefe
   1. Introductions.  Elisa welcomed the meeting attendees, and all attendees introduced themselves and identified their positions on the Board or committees as applicable.
   2. Approval of Board Committee Chairs. The four Board committee chairs were previously identified as Maurice (Budget and Planning), Amy (Communications), Stephanie (Personnel), and Jason (Ways and Means). Virginia made a motion for the Board to approve the Committee Chairs. Maura seconded the motion, there was no objection, and the motion passed by unanimous voice vote.
   3. Mosquito Spraying. Elisa reported that the mosquito treatment of the mulched areas was completed.
   4. Scholarship Fund. Virginia and Elisa summarized the key aspects of the scholarship fund approved by last year’s HSA Board. The total fund is $5000, to be disseminated towards supporting field trip costs and other expenses (e.g. Odyssey of the Mind) for low-income Murch students. The current process is for teachers to submit funding requests on behalf of the student(s) to Mary Eckstein for specific trips/events. An approval decision will be made by a team of personnel, including Mr. C., the assistant principal, counselors, etc. Upon approval, the request will be sent to the HSA with a dollar amount only (i.e. no identifying information regarding the beneficiary will be submitted to the HSA).
   5. New Parent Breakfast. The new parent breakfast, held on September 1^st, was very successful with a good turnout.
   6. 4^th Grade Ropes Course Field Trip Funding. Meredith discussed an upcoming field trip for 4^th graders to the Adventure Park at Sandy Spring Friends School, which includes a ropes course and other activities to promote trust and collaboration among the students.  The cost will be paid for with 2017 Paddles Up money raised for experiential learning.  Parents will be asked to cover the cost of transportation.
   7. Fall Fair. Chairs are in place for the Fall Fair, which will take place on October 14^th, with a rain date of October 21^st.
   8. SOS Campaign. The SOS campaign will be launched soon. Donation requests will go out in Friday folders along with Murch car magne

4. Principal’s Report – Mr. Cebrzynski

Mr. C. reported on various current events, and noted that the school year was off to a great start, with a seamless transition for most students. There are currently 571 students enrolled at Murch with a projected enrollment of 576, although that number may be surpassed as new families are joining the school.

There are some changes from last year, including the addition of new staff. Also 4^th and 5^th grade students can now go to the bubble since X-Day morning and afternoon programs are no longer at the Murch@UDC site.

 We also have a new DCPS chancellor with a strategic plan that was presented at Back to School Night. Mr. C. noted that the improvement focuses for the school year will be: literacy, writing, and social skills, with less stress placed on test scores and more on cultivating the ability to write and express oneself clearly.  Also are continuing and developing several programs for the students, including the ENCORE program, which will be coupled with resource classes, and will focus on teaching cursive, keyboarding, and literacy skills.  The school will also be implementing a SEM class that kids can enroll in, and the Flex Academy after school programs will be starting shortly. Mr. C. cited research that shows that kids who participate in one to two afterschool activities are more successful, so he wants to have multiple opportunities for Murch students to choose from.

5. Treasurer’s Report – Sharon Bennett.
   1. Monthly Financial Report.  Sharon provided copies of the Balance Sheet and Income Statement, which she reviewed with the members present, and then asked if there were any questions. Sue asked about the differences in the SOS revenue on the Income Statement, and Sharon responded that the difference in the amounts was related to families who opted to spread their contributions out over the course of a few months or up to a year.
   2. Financial Controls. Sharon also provided a handout which detailed the financial processes and controls in place for the HSA and reviewed the various checks and balances in place, including: the accounting software for all HSA bank accounts and credit card transactions (Xero); bank account access; cash withdrawal procedures, approval, and reconciliation; deposits; check management, approval, and reconciliation; credit card transactions; expenses; cash collection procedures; and the payment system.Sharon asked that all Board members accept their Xero invitations, as it gives them the ability to view the financials as they come out, and Elisa agreed and stressed that this acts as an additional check. Sharon noted that there were two instances of credit card fraud last year, which were caught because the charges were posted to Xero and noted by Board members as suspicious.Maurice raised a question regarding Board votes on expense overages, and Sharon responded that particular check was put in place to increase transparency and act as a financial control.  There is also a $2500 limit for both purchases and checks written out, again, to act as a financial safeguard.

      Sharon also noted that she had spoken with counterparts at Lafayette, who had recently dealt with embezzlement within their organization, to get information on safeguards that could prevent similar circumstances at Murch. Based on these discussions, Sharon noted that the HSA has excellent financial controls in place, as noted above, and that the cash aspect was really the only area of concern. Virginia mentioned that we are looking into getting a safe to hold cash until deposits can be made, and that it would be nice to get a secure storage space for the HSA at the renovated Murch.

      The HSA also utilizes an accounting firm to prepare and file taxes for the year. Sharon thanked Sue for her suggestion that every Board member review the returns, as all Board members are listed on the tax return.

   3. Move to Cashless System. Sharon noted that we are making efforts to transition to a cashless system. This includes moving from written checks to online bill paying, and potentially using the Square system to accept credit card payments at school events such as the Fall Fair. Elisa noted that using such a system will greatly ease the accounting process after the fair as well as being more convenient for families (and likely increase revenue at the fair).  Both Mr. C. and Angela provided anecdotal evidence of the increase in revenue at school events by using Square, and the relative ease of such a system. Some discussion ensured regarding the fees and fee structure associated with Square and similar systems. Regarding PayPal, Sharon noted that we are not receiving the non-profit rate from PayPal, and Virginia asked if there was any customer service points of contact that could help with this.
   4. Credit Card Rewards Rebate. Sharon mentioned a new source of funds, the credit card rewards rebate on spending. She recently redeemed the accrued points in the amount of $2775, which will be used to purchase iPads and Square components.

7. Budget and Planning Committee Update – Maurice Werner
   1. Low Income School Grant. Last year, the HSA set aside 1% of the 2017-2018 budget ($3000) for grants to low income DC schools. Maurice spoke with several parents at Wilson and Deal who had similar set asides in their budgets to see how they allocated those funds. Through these discussions, he learned about the Parent Empowerment Program (PEP), to which both the Wilson and Deal organizations donated. Maurice provided a brief overview of PEP, which is administered by the Washington Lawyers Committee (WLC) for Civil Rights and Urban Affairs. PEP provides Title I schools with matching grants that support academic enrichments projects at the schools. To qualify for a grant, parent groups associated with the schools must submit an application and undergo an interview process, with the expectation that any grants awarded will match money raised by the parent groups. Grants are capped at $1000.Discussion ensured regarding the perception of politicization by donating to a program administered by the WLC, how well PEP delivered support to the applicant schools, and whether the schools receiving the grants would have systems in place to properly administer the funds. Michelle, who previously worked at Tyler Elementary, a Title I school, suggested that Maurice contact the parent groups at some schools that have worked with PEP to inquire about their experience.  This suggestion was well received, as well as Virginia’s that all board members read through the documentation Maurice posted to Basecamp. Maurice added that a representative from the WLC can come to an HSA meeting to provide a brief on PEP as well as address any questions or concerns, and that they hold a quarterly luncheon that an HSA representative can attend.After much discussion, the Board concluded that Sue could attend the next luncheon as a representative, and that, in order to be transparent with the school community about where the grant could be directed, Maurice will invite a WLC representative to speak to PEP at the next HSA meeting. This way, interested families can find out more and provide feedback to the Board.
8. Communications Update – Amy Mack
   1. New Volunteers. Amy noted that there is a large communications team in place this year, with 10 volunteers providing designated and back-up support. One of the goals of the team is to reduce paper communications and go green. Amy also noted that she would like more info on the Fall Fair, SOS campaign, and Auction so that she can coordinate the dissemination of information in a timely manner. Virginia noted that they are working on getting SOS finalized so they can roll it out and have possible giving incentives tied in with the Fall Fair. The team will also be updating the school stats on the website.
   2. Social Media. Amy stated that there is a dedicated social media volunteer (Katie Drossos) who will be working to increase Murch’s social media presence.
9. Personnel Update – Stephanie Owens
   1. Employee Handbook Revisited.  Stephanie reported that a first draft of the employee handbook was completed last school year, but that it is being fine tuned to more closely mirror DCPS policy with respect the PTO and sick leave for aides. Stephanie also noted that PayChex, the payroll service used for the aides, has several features that will streamline the payroll and accounting process, but that these features come at an additional cost. Virginia asked Stephanie to look into the costs associated with each of the extra features and report back to the Board.
   2. Six Full Time Aides, one Part-Time Aide on Staff. Stephanie summarized the number of full and part-time aides on staff at Murch.
   3. Ways and Means Update – Jason Levin
      1. Nationals Day. Jason reported that 89 tickets were sold for Nationals Day, which resulted in $445 back to the HSA.  He noted that with more advance notice, sales would likely increase next time. Ashley noted that the cost could be prohibitive for some families, and asked if less expensive options could be available. Jason responded that while that particular pricing was set by the Nationals organization, he is looking into scheduling similar events for other sports and venues that will span a range of price points.
      2. Restaurant Nights. The HSA earned $78 from Potomac Pizza sales at Back to School Night. A restaurant event is scheduled at Tesoro on September 28^th – 20% of all dining bills, all day, will be donated to the HSA. Jason is also organizing an event with Galley, a meal delivery service, from October 16-20, and information on this will be provided at the Fall Fair. Other restaurant nights are in the works throughout the school year as well.
      3. Shopping Rewards. Jason is setting up or renewing rewards programs with multiple stores, including Harris Teeter, Giant, Target, and Wal-Mart. Murch also participates in Amazon Smile, and with Amazon’s recent purchase of Whole Foods, we could potentially set up a rewards program with them as well. Jason also discussed the Heart of America Foundation, which works with large companies to support school beautification days – this could be a potential when Murch moves back to the renovated facility.

9. New Business
   1. “Screenagers” Movie Screening (Kirsten Hawkins). Kirsten, an adolescent medicine specialist and pediatrician, discussed Screenagers, a documentary about growing up in the digital age that was made by a physician. The movie addresses helping kids find balance and navigate a tech filled world. The movie is appropriate for children ages 10 and up. Schools can host screenings by either paying a flat $650 for two showings, or paying $500 and charging for tickets, with the school receiving 50% of any proceeds above the $500. Discussion ensued regarding which showing option is best, what venue to use (UDC Theater or Deal Auditorium), and what audience to invite (just Murch or other schools as well).  Sue suggested not charging admission, but rather selling concessions. Kirsten also mentioned the possibility of hosting a panel that included physicians (Kirsten), filmmakers (Jen Oko), and kids for discussion after the screening. Virginia asked Kirsten to contact Mary Eckstein regarding potential screening spaces and associated costs and report back to the Board.
   2. Reggio Space (Sue Guzman). Sue stated that the early childhood team received approval for the purchase of Reggio materials using Paddles Up funds last year.  Volunteers will be installing the materials in the mulched area on September 23^rd from 10am – 2pm.  Sue inquired as to whether the HSA could cover the cost of boxed lunches and coffee for the volunteers that day, which was met with approval by Virginia and Elisa.
   3. Meredith raised a question regarding the disbursement of Paddles Up funds and whether grades can submit multiple requests per year. Elisa responded that the funds would be spread among the grades so that all would benefit, but that there were no hard and fast rules regarding disbursement. In this vein, Meredith mentioned that the 4^th grade is reading Wonder and a movie version is being released in November – is there a possibility that Paddles Up could be used to fund a movie night? Discussion ensued regarding the book and possibility of a movie night, with no conclusion.
10. Old Business
    1. SIT Update (Christine LoCascio). Christine reported that there has been significant progress at the site, including the completion of the roof on the cafeteria, the installation of the green roof over the media center, and the new window installations.  Discussions on furniture selections will be taking place soon, and the SIT has an onsite tour scheduled for September 27^th, during which they will be able to tour the inside of the building.Christine also presented a rendering of the early childhood playground, which will be located on the roof of the cafeteria. The SIT was solicited for comments on the playground design, and the team provided a coordinated response. Basically, the initial design was almost identical to the playground at Forest Hills, so the SIT requested some changes to the design to differentiate the Murch playground from Forest Hills’, as well as to incorporate some features unique to the Murch neighborhood landscape.

Elisa adjourned the meeting at 8:45 PM. 

HSA President Sue Guzman called the meeting to order at 7:10 PM on January 11, 2017 in the media center of Murch Elementary School at Murch UDC.

1. Executive Board Members present: Sue Guzman (President), Meredith Grindrod (Teacher Representative), Brendan Holland (Secretary), Amy Mack (Communications), Joanna Brown (VP), Nisa Gosselink-Ulep (asst-Treasurer), Maura Healy (asst-Treasurer), Ron Eckstein (VP), Stephnie Owens (Personnel), and Maggie Gumbinner (former HSA co-President).

Other Members in Attendance:  Christine LoCascio (SIT)

2. Approval of prior minutes – Brendan HollandBrendan presented the minutes for the December meeting, which had been posted on BaseCamp for review previously, and sought the board’s approval of the minutes.
   Brendan made a motion that the Board ratify the previously posted minutes for the December 14^th meeting as the official record of that meetings.  Sue seconded the motion, there was no objection, and the motion passed by unanimous voice vote.  

3. Principal’s Report – Mr. Cebrzynski
   Mr. C. was unable to attend in person, but sent a written report updating the Board on various current events, which Sue shared with the Board.

• Talent Show coming up on Friday, January 27^th at 6PM in UDC Theater.
• Murch night at Potomac Pizza will now be on February 2^nd. Potomac Pizza will graciously donate a portion of the evening’s proceeds to Murch.
• Evening upcoming to meet the Enrichment coordinator Ms. Bentley and learn about the school wide enrichment at Murch, date to be announced.
• Science Fair (date to be determined), Lip Sync (which will be March 9^th), and Fourth grade job fair is upcoming this spring (date to be determined).
• PARC assessment evening. There will be an evening meeting this Spring for parents of students Grades 3-5 to learn about the PARC tests and the standardized testing at Murch.
• Also a reading and a math evening, to learn more about our instruction at Murch.
• Spring Musical. Branch will be organizing the spring musical and is currently considering options for what musical to do.
• Fifth Grade promotion ceremony will be held Monday June 12^th at UDC Theater for the Arts.
• Also still planning an end of the year family fun night.Brief discussion ensued about publicizing these and other Murch community activities, both through the website and alternative means.

4. President’s Report – Sue Guzman
   1. SIT Update– (Christine LoCascio).  Christine provided an update from the SIT, reporting that a complete, detailed update had been posted to the website a couple of days ago.  The SIT had a meeting with DCPS and design team Dec. 6^th, and a copy of that presentation is also on the website.  Christine described it as an exciting meeting; the design team provided photos of interior rendering and samples of materials.  Still working on furniture and materials, but getting to greater level of detail.  Design team seems to be thoughtful in the approach and holding extensive conversations with the teachers and faculty.  Plans for the gym and the cafeteria progressing.  Playground planning is also ongoing.  The builders have received approval for site prep and are beginning broader work on the grounds, including curb cut. Found some additional asbestos that needs to be remediated, but also some original floors that can be reused.  Next meeting will be in sometime in February.
   2. Spring Auction Status Update. Sue reported that there is a strong team in place for the Spring Auction, and they are already hard at work.  Team of three folks:  Jess Regan, Elisa O’Keefe, and Liz Haines.  Virginia Marentette (who was a co-chair last year) is also onboard to handle the catalog, merchandise backend, and tech issues, etc.  The team has a date (Saturday, March 25^th) and developed a theme (Glitz, Glam, Gatsby) and work is proceeding.    Sue suggested that they consider sign-up parties and the class creations, both of which have been popular in the past.
   3. Tree Recycling/Mulching Results. Sue reported that the annual tree recycling/mulching event was quite successful, despite the cold and snow this past Saturday.  Approximately 50 trees were recycled and generated almost $600 in donations.  A huge thanks to everyone who came and the volunteers who staffed it despite the weather.

5. Treasurer’s Report – Sharon Bennett.
   Sharon provided an update on the current financials, which were little changed from the last report as there has not been much spending.  Noted the changes to the spreadsheets consolidating or eliminating a couple of line items as discussed at the last meeting.  Those changes have been implemented/reflected on the financial materials (balance sheet and income statement provided).

6. Old Business
   1. Update on SOS campaign. Sue discussed the SOS income thus far and the fact that both participation level and revenue have increased.  Participation is up and the net total is approximately $83k at this point.  The revenue thus far is reflected on the balance sheet that Sharon has posted for the board on BaseCamp.  (Sharon posted updated balance sheet and income statement with information as of 1/11/2017.)
      We are at about 35% participation, which is down from 41% participation last year, but the average amount donated per family (per child) has increased.  150 families have participated.  Fall Fair promotion was a successful push, along with flyers at Halloween parade, and Giving Tuesday email.  Sue also referenced Elizabeth Mettler’s updated docs, which were circulated to the Board electronically.
   2. Teacher Directed Enhancement Grants. With Ms. Grinrod’s assistance, we sent out the call to teachers for additional grant applications if teachers have projects in mind.  The messaging included a notation that all grant applications will be considered, but there is no guarantee of funding.  The deadline for submission is January 24^th, and the committee will get together to review and discuss to fund as appropriate.
   3. Recap and Further Discussion on Bylaws/Insurance/Compliance Matters. Sue revisited the presentation that Josh gave us at the last meeting and some of the issues that were raised.  Sue wanted to raise for the Board’s consideration the suggestion Josh made regarding potentially hiring an attorney to review the Board’s bylaws, and to provide guidance and drafting assistance.  Discussion ensued about the need to update the bylaws to ensure compliance with DC law.  Agreed that it might be worth exploring the cost and determine the feasibility of engaging a lawyer to ensure the Board remains in compliance.  Josh has recommended an attorney who practices specifically in this area and could be of assistance.  Would need to approve off-budget spending, and need to coordinate so it could be accomplished in a manner that the board can consider, and have the full membership vote on.  With the Board’s support, Sue will reach out to contact the attorney and explore what retaining such service would cost.

7. New Business
   1. Murch Movie Morning.  Ron reported he is working on finding a date for a potential matinee movie later in the Spring.  Still think it is a good idea and trying to make it work. Potential conflicts with sports and other things, but eager for community events.

 

Sue adjourned the meeting at 8:35 PM.