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September 21, 2016 Minutes

  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.

May 24, 2016 Minutes

  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.  

June 14, 2016 HSA Meeting Minutes

  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.

September 8, 2015 Minutes

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 24th.

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 (3rd 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.

October 14, 2014 Minutes

  1. Welcome –Maggie Gumbinner and Martha McIntosh
  2. Approval of the September Minutes – Shelley Cohen
    1. Motion was made and seconded by Jill Shalett
  3. Presidents’ Report–Maggie Gumbinner and Martha McIntosh
    1. Principle appreciation month; thanks Principal Cebrynskifor his work
    2. SOS Pete’s Apizza night: all day on the 21st
    3. Thank Jill for movie night
  4. Principal’s Report–Chris Cebrzynski
    1. Diversity Meeting: org called east end came in to broaden diversity appreciation. Great start to the discussion, however he wants to broaden reach by inviting 3 additional individuals to the next meeting. Action items to create a more inclusive school community. Highlight some great things that we do like movie night, international night, and focused on how diversity plays out at Murch. Identified ways that people feel included. What are some of the needs at Murch to build a more inclusive community. Communicate more effectively with non-English speaking families, teacher staff training, better support networks. Goal: create a more inclusive school community. Three items: create partnerships with a community service element. Community potlucks in Rock creek park, communicate more effectively with non-English speaking families and have translation services. How do we implement, improve diversity, and improve achievement to allow all students to excel?
    2. 100% audit. Checking residency of all students. We are at 620 students. Only students accepting are those that move in boundary. Class sizes are appropriate and where we want them to be.
    3. Halloween is a half day and a Friday. Have a costume parade, which will take us to the end of the day. Classes are planning events.
    4. Four major events:
      1. Lip sync in early march (one night)
      2. School play. Held in late may
      3. Talent show at the beginning of February
      4. International night in June. Entertaining the idea to have this earlier in the year to highlight inclusion and diversity earlier in the year.
    5. Math focused school: teachers attended district level training. It was not at the level they had hoped, so they are going to look into having a trainer come into Murch. Three E model: they do, we do, I do. How to teach math. Big emphasis for the year.
  5. Treasurer’s Report–JoAnna Graham
    1. The treasures report as of 9/30 was handed out. Please see attachment for the listing of expenses and income. Not a lot of activity to report. New Treasury system line item called xero. Try to make the report more accessible on a more frequent basis.
    2. $2000 auction expense? It is the deposit for the Temple location.
    3. 5th grade: $ raised for the fund for the cake and diploma. Monies sometimes are raised from P&P and the money goes here because they have no place else to go. They are reserved funds and can not be reallocated.
    4. 2013 line is for the class gift and may include some funds for the class gift for 2014
  6. Budget Presentation
    1. Budget passed last spring, not proposing any changes
    2. HSA operates on a balanced budget.
    3. It has grown over the past few years because the school has grown and reflects increased ability and need.
    4. Largest piece of budget goes to additional staff, and a small piece goes to fundraising, and additional support around the school.
    5. Major source of funds is SOS and the auction, and a few fund raisers over the year.
    6. Budget is consistent year to year. Biggest change is that they are funding 2 additional teacher aids and a storage locker for HSA purchases, class gifts, things want to keep safe during construction.
    7. Added budget lines for stipends for science and enrichment coordinators
    8. Two new set aside funds: technology replacement and renovation opportunity fund(planning for the renovation). These dollars do not necessarily need to be spent. Have to go through the board and be voted on by the board.
  7. Personnel Report–Melissa McInerney
    1. Going well. Looking into the aides salaries to make sure they are aligned with DCPS. Also looking into establishing requirements for being an aide.
  8. New Business
    1. Fall Fair–Maggie Boys: two weeks away, off to a good start… have a great response from parent volunteers. Push for community service hours for Murch grads,Deal, Wilson. They will come to help. Added a climbing wall, which was an additional expense. New lay out because of the building in the play ground. More food, Rocklands will be there. Obstacle course on the soccer field. Small bouncy on the hill. Looking at how they are organizing things. New this year: Kid stuff swap, Halloween costumes, books. These are by donation. In the Marketplace, Jennifer Landry took this on in charge of table renter cost. Making it on a 3 sliding scale… retail vs. stuff from basement. Need to get a table if you want to see, not just a free for all. Donations for the books will be collected next week. Drop off and pick up will be outside the gym. Books that are left over after the fair will be  donated.
    2. School-wide picnic;looking for feedback, and willingness to help. Do we want to take this on as a group? Interesting idea building on the class potluck, and just a chance to have people together, off of school grounds. Like class potluck, but with kids. Kids often help us to connect. Martha report. Something to think about because there could be expenses for rental and other items. Adds logistics…. What about Fort Reno? Are there other, closer locations? Rock Creek Park (RCP) is good for out of boundary families. Timing would be hard on a weekend day. Perhaps have it on one of the half days or teacher conference days. RCP generally gets reserved 6 months to a year in advance. Great spots in RCP with the grills. Also might get more staff to come in for a picnic. If at Murch, we would need to pay for security, custodians. May want to ask parents if their work locations have a place for a picnic.

End of agenda

Calendar Preview (Not for discussion)
  • Pete’s aPizza (dine in/dine out)- October 21 (all day)
  • Fall Fair October 25
  • 5K race- October 19
  • Book Fair – December 2-4
  • 2015 Auction – March 21

Updates (Not for discussion)

  • Elmos Update: Jill and Martha are working to determine specific needs of teachers including elmos, projectors, and cords.
  • iPads Update: Jill is working on pricing options. It is expected that all items will be ordered by the end of the week
  • Karen Strider has agreed to head the service committee and is working with DCPS and others to come up with some ideas. Look for a report in November.
  • Jen Stark has agreed to head the grant committee. If you or someone you know, has a background in grant writing and would like to help with this committee, please email Martha or Maggie.

September 9, 2014 Minutes

Board Members in attendance: Chris Cebrzynski, Jennifer Landry-Jackson, Lisa Stone, Maggie Gumbinner, Martha McIntosh, Melissa Hawkins McInerney, Sam Hoben, Shelley Cohen, Alicia Garfinkel, Frances Wu, Garrett Fletcher, Gretchen Zucker, Jill Shalett, Joanna Graham, Karissa Kovner
Additional Attendees: Jamila Bey, Christine LoCascio, Megan Levin, Marjan Inak, Libby Anker, Yulia Solsun, Debbie Soon, Manel Mendr, Amy Turner, Terri Fuller, Mark Greenhouse, Dylan Fugar, Emily Kallaur, Mattie Scmoelzer, Elizabeth Miranda,Ron Eckstein
  1. Welcome –Maggie Gumbinner and Martha McIntosh
  2. Approval of the June Minutes –Shelley Cohen
  3. Presidents’  Report – Maggie Gumbinner and Martha McIntosh
    1. Approval of Board Chairs and LSAT Rep (Maggie); Approve Lisa Stone for budget and planning and LSAT, Melissa Hawkins McInerney for personnel, Frances Wu for Communications, and Jennifer Landry-Jackson for Ways and Means.
    2. SIT Update(Martha): The school improvement team is charged with helping shepherd the renovation process. DGS is responsible for buildings and they have elected to pay for a feasibility to be performed for Murch. The feasibility study is a lmost done. Major concerns that the study will address is the amount of space we need per child and achieving that on a very small site with  restrictions.Restrictions include the historic nature of the building and National Park Service ownership of about 1/3 of the Murch property. The feasibility study will also highlight what is possible on the site and try to get people in a dialogue. End product will be 2-3 loose designs, and some cost estimates. There is $10million in funding in 2015 (starts in October), and with those funds an architect will be hired to implement a full plan. In the past,schools have taken a phased approach and get a lot done over the summer. Less disruptive, but also takes more time. Is it possible to do this with Murch? Lafayette will move everyone into swing space and do the construction over an entire year. Could we do this… do we want to?
    3. Update on Parking for Staff(Maggie): The city has given teachers green tags so they can park along surrounding streets. Seems to be running smoothly with drop off. Lining up safety patrols, and that should help. Maggie asked if there has been any issues? Meeting attendees seemed to agree that drop off and pick up has been very smooth. The lot used to hold 38 cars, and now can accommodate 15 parking spaces. Staff is requesting more permits. The district has been cooperative
    4. Bylaws and Policies(Martha): Since last year, there has been an ongoing effort to get our governance documents updated. It is a continuing process. Martha recently talked with Josh Mintz, a Murch parent, who works with a number of non-profits, to seek his advice on what the HSA needs to do to stay current. Last year, we updated our privacy policy, whistle blower policy, conflict of interest policy and we are now putting into place a document retention policy, which will help us deal with all of the documents generated in previous years. The bylaws were also recently updated to make them more current. However, a recent law passed in DC requires 501c3s to have certain elements in their bylaws. Going forward this year, there will be an additional effort to cross check what is in the bylaws, and what needs to be added.
  4. Principal’s Report–Chris Cybrzynski
    1. General Update: Lots of changes at Murch — 17 new staff members and new learning spaces. Plus, there are new district initiatives that have been adopted by Murch. First, Murch will be more math focused school this year. One reason for this is that was that a strategic plan from many years ago focused on a math initiative to improve scores. Bring back the math focus to continue the work started years ago. DCPS has been supportive and is providing training supplies, coaching and other support. Also a great focused on student enrichment was created and an enrichment coordinator was hired. This will enable the school to provide enrichment opportunities to be provided for all students. Murch is also getting a great deal of resources from DCPS for enrichment efforts. For example, teachers received training at UCONN. Jackie Presnik has additional info on her webpage: https://mrspresnicksem.shutterfly.com/. Check regularly to see updates. Teachers are also keeping websites. Working on communication.
    2. After School Activities: Have a new after school activities roll out program. Focus is access for all students free of cost. Because we received the student PCP grant, $68,000 will be spent toward improving afterschool programs. There are three sessions, and some activities are only offered for one session, while others, such as the guitar club, run all year. There are some clubs that do charge that were grandfathered in, however these clubs have to be self-sustaining and had a tax ID. Ultimately hope to have all programs free. Part of PWP grant is to provide transportation for students living out of bounds so they can participate in activities. Maggie:HSA fills the gaps when the school runs out and does not have enough money to pay the teachers for the afterschool programs.
    3. Nurse: On the first day of school, informed that they do not have a nurse. In process of hiring a full time nurse at the school. There are 5 trained professionals on the Murch staff that can provide any services a nurse can provide. Currently only have a nurse three days a week (Wednesday, Thursday, and Friday). Nurses are contracted from children’s. Gretchen: potential volunteer position? Martha: lots of restriction because of insurance and privacy.
    4. Enrollment: under projections of 680, currently have about 630. Benefit is that class sizes are smaller. Principle C is being very careful about efforts to fill gaps because wants to maintain quality. Working with DC to maintain quality of instruction. Big piece LSAT is the budget and how funds are allocated. Will DCPS fill those slots? Being cautious with the dealings with the district, want to maintain quality. Martha: capacity, enrollment and budget are not always viewed together.
  5. Treasurer’s Report –JoAnna Graham: treasury team switches over as of Sept 1. Budget approved in the spring. Add 2014-2015 on the sheet. The attached budget closes out last year’s budget and starts anew. October meeting, as required, Lisa Stone will be giving a presentation on the budget. SO far we have received 3teacher grant applications. This is a budget line item that allows the HSA to support teach requests: equipment, materials, carpet. If there is something they need, they can apply for a grant. Maggie said that they came in before school started and talked to the teachers. The grant will not cover consumables. DCPS provides funds in the spring, and then the HSA fills in the gaps on durable materials.
  6. Personnel Report–Melissa McInerney: Melissa gave an update on the 7 full time (4 new) instructional aides that were hired by the HSA. This is a large part of where the HSA’s budget is allocated. This year, they are not employing recess aides. Recess is now being covered by the teachers and staff. Instructional aides are full time. Wanted to make sure that there are aides in each grade. Pre-K and K has aides in every class. There are 2 aids for grades 1&2. And in grades 3, 4, and 5 there is one aide per grade. The aides are helpful in allowing teachers to have extended plan time by covering their classrooms.
  7. New Business
    1. iPad Cart for lower grades–A request was submitted from Principle C. for the funds to purchase a lap top cart and 30 new ipads to support K and 1st learning. Ipads are easier for the kids as opposed to lap tops, and are needed for STMath. Students in grades 3-5 need key boards to learn typing skills, which are needed for taking the standardized tests. The school currently has one cart of ipads that they purchased, but there is a need for more ipads. The benefit of the cart is that it allows kids to have access at all times to the ipads. The cost for 30 Ipads at the education rate is 11,730, and the Apple cart is $2800(although the cart has been seen from other sources for$600-1000 from other sources). The cart allows the ipads to charge, and can be moved from class room to class room or the media center. The first cart was purchased three years ago for K and 1st grade, supports 25 ipads, and has been very successful. Principle C can purchase after Oct. 1 in the new budget year, but this would consume most of the DCPS budget that needs to go for things like toilet paper. If we were to approve, according to Martha, this would be off budget. What about the technology set aside? Karissa.Couldspend out of the $40,000 (use for new and replacement). Gretchen: remiss in not trying to get DCPS to get this. PC: $56K in line item for purchases, which covers everything.. TP, etc… it would take from other needs. Martha: IPads are not one of the things that will be provided by DCPS once there is a renovation. Does PCP grant have a software component, yes but it is for software for helping kids needing help with math. Martha, authorize $13,500 and try to get things cheaper. Can we get tablets… as long it supports STMAth and other DCPA supported programs? Possibly, but want to maintain consistency. Nice for the kids to have the same devices. Make a motion, but with a time limit for research. Ask Regina to see if it worth it for maintenance. Motion from Martha: move to authorize up to $14500 from the technology fund to purchase 30 ipads and a cart to be used by the lower grades. Second: from Joanna. Unanimously approved.
    2. Elmos for new staff –Martha; all class rooms have a document camera. A new type of projector that allows teachers to put objects under and then everything is projected on the screen. Most class rooms have these, but we have added 4 classrooms and two resource classrooms, and there may be a broken elmo. This is a piece of technology that will not be replaced in the renovation. They will put in smart board, and that is it. In process of surveying classrooms to ensure they are being used and they are wanted. Proposing to purchase 7 new elmos. Elmos come fully packaged, projector, cart, base. $1350 per unit. Total of $9450. Need training on the device. What about screens? They can also project against the whiteboard. Another technology fund. Would eat up the entire teacher grant. What about the technology set aside fund? Intended for costs like this. Teacher grants is next Monday Sept 14. If this is going through teacher grant, Ms Garfinkle needs to alert everyone. Motion: Gretchen moves to authorize up to $9500 for new elmos specifically geared toward new teachers, and other replacements such that there are units in every class room, with the caveat that they will first do the inventory to ensure that elmos are needed. Will spend the balance of the teacher grant on the elmos and use the tech fund for the rest of the need funds. Unanimously approved.
    3. Formation of new committees –Martha:We are currently not using some committees that are noted in the bylaws. There are two committees, in particular that she would like to revisit…
      1. Service: Get students and parents active in providing service in the community. Possibly partnering with other schools or civic group. Maggie coordinated service projects last year that were very successful. Explore the possibilities further.
      2. Grants: Reach out for grants for staff and the school as a whole, and even for the HSA. We have done this in the past. Some have been used for the garden, curricular development. However, there is a lack of knowledge and time to go after more grants. Find people in our much community to help with this, and have a base of knowledge. Gretchen: how would committees work with the board? Need to flesh this out. Interested in getting feedback. If people who are interested, and have comments, interested in helping,reach out HSAMurch@murch.org.
    4. Film Screening–Gretchen; great to have so many participants and hope people keep coming. Murch parent, Gene Snyder, has produced a film on the music culture of DC. He is offering to do a Screening fundraiser for the HSA with the film. Not sure if it would include children. Our responsibility would be to promote. Probably charge $5-10 for the tickets. He is not intending to make money himself. Is this ways and means? Jennifer. Any concerns?
Calendar Preview (Not for discussion)
  • Murch Movie Night  -September 19
  • Fall Fair  -October 25
  • 5K race – October 19
  • Book Fair – December 24
  • 2015 Auction – March 21
Updates (Not for discussion)
  • Our enrollment is currently at 626
  • Our Support Our Schools Chairs are Ari Zentner and Charles Franklin. The campaign will begin at the end of the month.
  • Movie Night–Any board members that are going to movie night, please stop by the popcorn table at some point to see if you can help.
  • Maggie Adjourn at 8:30

February 8, 2017 Minutes

HSA President Sue Guzman called the meeting to order at 7:03 PM on February 8, 2017 in the media center of Murch Elementary School at Murch UDC.

  1. Executive Board Members present: Sue Guzman (President), Meredith Grindrod (Teacher Representative), Chris Cebrzynski (Principal), Brendan Holland (Secretary), Maurice Werner (Budget and Planning Chair), Nisa Gosselink-Ulep (asst-Treasurer, Purchaser), Sharon Bennett (Treasurer), Maura Healy (asst-Treasurer), Ron Eckstein (VP), and Maggie Gumbinner (former HSA co-President).

Other Members in Attendance:  Jessica Regan and Elisa O’Keefe (Auction co-chairs).

  1. Principal’s Report – Mr. Cebrzynski
  1. Mr. C. reported on various current events. New DCPS Chancellor started Feb 1.; Mr. C. and administrators will be meeting with him later in the month and have invited him to Murch for Read Across America Day in early March. The day celebrates reading, but toned down a bit this year, invite some special guest readers into the classroom.  Sue confirmed that HSA will provide hospitability support for that day, so we’ll provide snacks and drinks.  A few UDC professors, police, firefighters, secret service, city council folks, etc., to come celebrate reading.  Also have partnerships with a couple of Embassies that we could reach out to as well.  Finalizing list at the end of next week and teachers are preparing as well.Three upcoming events:  1.)  The Spring play is scheduled for June 2nd, it will be the Lion King at the UDC theater.  2.)  Science Fair is scheduled for March 30th, and a bit different this year, in part because of space.  It will be voluntary, not mandatory; it will be held in the bubble.  3.)  Immediately prior to the next two HSA meeting nights we’ll be having parent meetings to talk about PARC tests and the SEM (school-wide enrichment model).

    Mr. C. also reported that the budget process will start at the end of February with allocation from DCPS, and Murch must submit a reply to the budget by March 15.  LSAT is involved, identifying the needs of the school and students, and providing input to Mr. C. to set priorities.  LSAT meetings are open and we’ll have at least one or two before the budget reply is due.  Short time frame to turn around input for DCPS.  One issue is that the projected enrollment for next year is less than we have right now.  This could potentially result in a reduction in budget, but with same faculty.  So supplies, custodians, support, tech, etc., would have to be adjusted instead.  The school administration has responded with a projection of 30 students above the current level, but unclear if DCPS will accept the higher projection.  Also questions about additional funding that may be earmarked for other needs in the school system and may not have additional funds beyond the school’s annual budget.  Mr. C. will also be looking to coordinate with the HSA budget chair to discuss HSA’s support and the balance between DCPS budget and what HSA can support.

    Maggie encouraged participation on the Budget Committee, as it’s important and addresses how the HSA spends money to support the school.  LSAT also coordinates to help inform HSA budget team to make recommendations.

  1. President’s Report – Sue Guzman
    Update on By-laws Compliance–  Following up on the discussion from last meeting, Sue reported she is still working to connect with the attorney to potentially hire to help us with the by-laws compliance.  Hope to connect and report back next meeting.
  1. Treasurer’s Report – Sharon Bennett
    Sharon provided the Treasurer’s report.  Business license has been renewed and the agent changed to Joanna.  But we were unfortunately the victim of credit card fraud.  The HSA credit card number seems to have been used internationally, but we halted the charges and worked with the credit card company so it is all resolved.With respect to the monthly numbers, we’re still facing a shortage on SOS, but we’re actually ahead of where we were last year at this time.  There was a big push last year after the auction in April of 2016.  So we ended in a better place last year, but as of right now we’re projected to come in under our projected goal for the SOS campaign.  Discussion ensued about the timing of further SOS pushes this year and balancing messaging and communications with the Auction.

    Sharon also highlighted that on the income statement the Talent Show and Lip Sync (which is March 9th) have been pulled from the misc. fundraising category.  Helpful to see what we are netting from each of those events specifically.  They are actually generating some revenue and could be helpful to track these events separately.Discussion ensued regarding the spring musical and generating the revenue to support the musical.  It’s anticipated that ticket sales, pizza sales, sponsorships and ads in the program, and a participation fee for students.

  1. Old Business
    1. Update on Spring Auction.  Jessica Regan and Elisa O’Keefe, the auction co-chairs, provided an update on the planning for the Spring Auction.  $13k of the $25k budget is already committed for Washington Hebrew and C2 (auction support services).  The planning has kicked off with a Dining-Out Chair and a Solicitation Chair, and working on getting a Chair for the live auction, and looking for an MC.  Discussed the need to find someone to serve as the live auction master of ceremonies.  Also discussed need for more get-aways and vacation-type items.  Discussed the need for volunteers the day of; planning of food/catering; and working on numbers for food and beverage.  Ticket sales are set up and hard copy invitations and newsletter inserts are set to go later this spring.  Sue encouraged folks to attend the build-a-wine-cellar party.
    2. Renovation Update. Ron gave a brief update and a brief discussion ensued regarding the progress on the renovation and the breaking of ground for the cafeteria. Work is progressing, and planning for the play ground layout and outdoor spaces is continuing.
    3. Murch Movie Morning – Ron provided an update on the planning for a morning movie Sunday April 2nd at the Avalon. Options were a bit limited for the spring and could have some potential conflicts with sports (Avalon seems to have more options in the fall).  Some concern about attendance and interest, but will try it and promote it to encourage participation.  Contract will be coming to Sue.  Maybe put options in the Friday folder to let students/families vote on the movie (advertising and participation).  Seem to be many good options available from which to choose.  Admission will be free, but concessions will be run by Avalon (and be at normal cost).  Hoping to get at least 300 attendees.
    4. Employee Handbook. Discussed further issues related to the Employee handbook for aides employed by the HSA.  Discussed the need to clarify policy holidays and sick leave, and to track the time and apply policy consistently.
  1. New Business

None.

Sue adjourned the meeting at 8:40 PM. 

May 10, 2016 Minutes

  1. Executive Board Members present: Maggie Gumbinner (co-President), Martha McIntosh (co-President), Brendan Holland (Secretary), Alicia Garfinkel (Teacher Representative), Manolis Priniotakis (VP), JoAnna Graham (Treasurer), Lisa Stone (Budget Chair), Melissa Hawkins (Personnel), Ron Eckstein (VP), Sharon Bennett (Asst. Treasurer), and Patty See (Communications).
    Other Members in attendance:  Courtney Carlson.
  2. Approval of prior minutes – Brendan Holland
    Brendan presented the draft minutes for the March 8, 2016 and April 12, 2016 meetings and made a motion that the Board formally approve the minutes as the official record of the March and April meetings, respectively.  Maggie seconded the motion.  The motion was unanimously approved.
  3. Principal’s Report – Maggie Gumbinner
    1. After school programs.  Maggie reported that she and Lisa Stone met with Flex Academies along with Mr. C.  Following the meeting, Mr. C. has decided to work with Flex Academies in the Fall and have them coordinate the after school programs.  Flex Academies offers a catalog of programs, which are organized in eight week sessions and typically range in cost from $120-$220 per class per child for an eight week session.  Flex offers online registration, coordinated administration of the programs, and typically make activity listings available for parents in early August.  There appear to be a number of positives to having Flex coordinate the programs.   Lisa discussed there will be a process for teachers to go through if they want to work through Flex Academies if they want to be certified to have a for-pay offering.  Teachers will be able to apply, and Flex will review and approve through their process.  Flex has recommended that Murch work out a schedule so there could be teacher clubs (i.e., not-for-pay activities through Flex) offered on alternating days.  More information to come on after school programs.
    2. LSAT Report.  Manolis noted that there was brief discussion at the most recent LSAT meeting about LEAP, but that minimal info was available.  The LSAT discussed the need for some way to evaluate the LEAP training and professional development program.  Further, it is not clear how the LEAP system will impact evaluation and retention of teachers.  Parameters of the program/system have not been fully explained yet.
  4. Presidents’ Report – Maggie Gumbinner and Martha McIntosh:  None.
  5. Treasurer’s Report-  JoAnna Graham
    1. Monthly Treasurer’s Report.  JoAnna provided the monthly report on the HSA’s financials.  [See handout materials.]   JoAnna went through the numbers from April and compared to fiscal year.  Highlights from this month include that we have now fully accounted for SOS revenue, which has totaled approximately $115k.  Revenues for the month were almost $40k and expenses were $12k.   Brief discussion ensued regarding the finances and the fact that the fiscal year ends June 30th.  The HSA is working to get all payables and receivables in hand in advance of the fiscal year end.  Working over the next six weeks to resolve outstanding payables and bring in receivables so we can wrap up fiscal year as accurately as possible.Lisa noted that with respect to the overall budget, the HSA is slightly below projections on the revenue side, but also under on expenses as well.  At this point she predicts that the HSA will bring in slightly more revenue than expenses.  Revenue and payables are still trickling in, but it looks like the year will end with slightly more revenue than expenses.
    2. Personnel Report – Melissa Hawkins
      Plan for Aides. Melissa reported on personnel and plans for next year, which are still developing.  She is scheduled to meet with Mr. C in the next two weeks to discuss plan for aides.  Instead of grade specific aides, the plan for next year is that the aides in grades 1-5 will be flexible and move across the grades to work in small groups and in specific subject areas; not necessarily specific to grades.  Hoping to have the aide assignments soon; looking to have seven aides total:  five in grades 1-5 with focus on either ELA or Math, and two to be permanent subs.  Specific decisions about the aides and how they will be assigned have yet to be determined.
      IMPACT evaluations (or rather the replacement to IMPACT) will occur in June with aides to also answer questions.  Melissa has started conversation with current aides to understand needs prior to this June, before she steps down.  Seems to be in good shape in that regard.Maggie noted suggestion of assigning two aides as permanent subs was a big issue, and there was general agreement among board members that this would be a good thing.  Mr. C. requested this approach, based in part on issues in the past.  If no sub is required for a particular day, then the will be engaged in other activities and aiding classes as necessary.Brief discussion about student teachers, but that is up to the colleges and won’t know exactly when we may have student teachers or in what classes.

      Brief discussion ensued about substitutes and how the DCPS sub pool and process works.  Consensus was that a substitute teacher could just be in the pool to be available at Murch, and not be generally available to other schools.

    3. Budget Report – Lisa Stone
      1. Lisa circulated a draft 2016-17 budget, including a comparison to budgets and actual revenue/expenditures for the last two years.  The HSA has always worked with a balanced budget, and the draft Lisa circulated is nearly balanced, with a bit of play in the revenue still.  Some highlights that Lisa noted:  The budget for classroom aides will increase slightly, and will still include seven aides.  After school programs, the budget line for this was slightly than the prior year, but we have not spent it all this year; wanted a bit of flexibility to make sure we covered everything this year.  With the change to Flex Academies next year, the 2016-17 budget will reduce the expenditure, but not down to zero for two reasons:  1.) Flex has built in one scholarship for every class it it offers, and the HSA is proposing to offer another scholarship slot, which will be administered by the school and HSA will not be involved; and 2.) need to retain some money for afterschool stipends like Girls on the Run, which cannot go through Flex.  HSA has supported in the past with small stipends, and assuming that continues, next year’s board will need some money in after school programs.  Not 100% sure what next year will look like, so bit of flexibility and not take to zero.
        Classroom supplies.  Board had previously discussed budgeting for classroom supplies, but for now it has not been included in the budget and we can discuss it separately.
        Student planners.  This is a new a new funding line.  Ms. Heist has been the lead contact, on these student calendar planners that have been provided to 3, 4, 5th graders.  They can be effective but need to actually be used; asking Ms. Heist to confirm that the 3rd grade teachers will actually use them.  Currently proposing to budget for all three grades.
        Teacher directed classroom enhancement.  This is down a little to bring in line with what was spent this year.  May still be high for next year, in part because we have swing space funding set aside that may cover such needs.  This line item is intended for educational materials instead of functional classroom equipment.
        Go Bags.  New budget line for the resupply of the “Go Bags.”  Proposing $500; seems to be recurring expenditures, so good to put in budget, to also remind us to do it at the beginning of the school year.  And this amount may also allow us augment the bags as well as resupply.  Also plan to collect the supplies at the end of the year so they can be inventoried and resupplied.
        Buildings and Grounds.  Buildings and grounds budget item as have been reduced to zero next year because of the renovation.
        Childcare.  Budget line for childcare during events has been increased slightly.  This past year demonstrated an increased need for such childcare.  Parents have come to rely on it and we want to encourage parents to come to events (back to school night).  The amount for 2016-17 is slightly higher than was budgeted this past year, but it’s important, and we had a few events this year without such coverage.
        Hospitality.  Lisa has suggested increasing the hospitality budget line for next year.  We have not had space for lunches and breakfasts in the past, but in the trailers we might.  Propose increasing by $1,000.
        Safety patrol.  Brief discussion ensued about whether and how to reorganize/reinvigorate the safety patrol for next year.  There potentially could be issues at the UDC site with traffic and pedestrians.  DDOT will hopefully be providing a crossing guard or two for UDC site.  Safety patrol has been zeroed out as budget item for now.  If a need arises next year, we could fund with off budget spending or from set-aside for swing space expenses.
        School productions (play/musical).   This is proposed as a revenue neutral line.  Proposing to set the line at $12,000, which is similar to amount for this year.  Next year we may request/require participant fees.  Could work through Flex Academies and run the school production as an after school activity; or with new music teacher there may be other options.  Potentially different opportunities next year, but budgeted with expense line and made it neutral with the anticipation that it be covered by participant fees and ticket sales.
        In sum, the starting point for the 2016-2017 proposed budget is about $6,000 less than current year’s budget.  In light of population contraction and the unpredictability next of the renovation next year, the intention is to remain conservative and not increase budget.  In terms of the revenue, the budget sets a target for the SOS revenue $15,000 lower than this past year, setting it closer to where the actual revenue has been.  Also reduced the expected revenue from miscellaneous fundraising as there may not be a spring event this coming year or the ability to do one of the other smaller fundraisers we’ve done in the past.  And Lisa reminded that the revenue lines are aspirational and are intended to be targets for the board to shoot for.
        Martha made a motion that the Board approve the balanced budget as it was presented and discussed by the Board tonight.  Lisa seconded the motion and the approval of the budget was passed unanimously.

        Maggie reminded the HSA that the next meeting on Tuesday, May 24 is a very important meeting as it is the meeting by which the HSA approves the budget and also the slate of board members for next year.  We need to make sure there is a quorum of the full HSA membership.  Encourage everyone to come and bring additional members.
      2. School supplies.  Further to the discussion at the last board meeting, Maggie has put together a list of standard school supplies such as baggies, wipes, dry erase markers, tissues, etc. that the teachers need in the classrooms.  Based on Maggie’s research, she has priced out the cost of making purchase of supplies at beginning of the year, as well as additional monthly expenditures to deliver such standard items eight times over the course of the school year.  Estimates that it would cost approximately $18,000 to cover these standard supplies in this fashion.  To be clear, these standard supplies would not replace the purchase of individual student supplies or educational items, but rather would cover the basics (a.k.a. groceries) that are a regular need for all classrooms.  After further discussion, the board discussed that it might be more realistic to estimate $15,000, as part of the high cost appeared attributable to high-cost dry erase markers.Discussed as off-budget spending, letter or email with the school supply list to note/highlight that the HSA is covering it this year b/c of storage issues.  Teachers won’t have room or ability to store next year, so HSA will cover that.  But off-budget allows flexibility to stop after the renovation years.  Good starting point and may need to be adjusted as the year goes on.
        A brief discussion ensued, including that the Board will need to approve such an expenditure as an off-budget spending, and also will need someone who will handle the ordering and the logistics for these supplies.  In addition to the initial purchase, the person handling the purchasing will need to keep up with the process and expenditures during the school year to ensure that the supplies are delivered and deal with any issues.  After further discussion, Maggie agreed to handle the initial purchasing of the supplies to begin the school year, but that someone else would need to handle the process and purchasing going forward into the school year.JoAnna made a motion that the Board approve off-budget spending up to $15,000 for the purchase of basic school supplies for the beginning of the year and for monthly classroom supplies during the 2016-2017 school year.  Alicia seconded the motion, which was passed unanimously.
      3. Swing space and renovation years.  Lisa discussed the sources of available funds and a draft budget related to swing space and the upcoming renovation years. [See handout materials.]  Acknowledging that next year will be unique, Lisa suggested a draft budget to help keep track of things that folks have flagged as potential expenditures related to swing/renovation.  This is a working document with some rough numbers and things that it might be spent on.  The primary sources of revenue are the Paddles Up campaign from the 2016 Auction ($22,000) and the Renovation Set-Aside Fund ($40,000 – requires board authorization to spend funds from this set-aside.  To date, we’ve not authorized any spending from those yet, and the current board anticipates that the incoming board will be the ones to primarily make such expenditures of those funds.  Brief discussion ensued about the sources of available funds and the fact that the Paddles Up campaign was specifically intended to help with:  1.) Packing and moving, 2.) Teacher needs while in the swing space, and 3.) preserving community during the renovation years.  The goal for the current board is to work through and discuss, so that by June we can potentially give the incoming board something to consider and implement.  The expenditure of funds on swing space and during renovation years is really an issue for the next board to implement (with the exception of the “goodbye to Murch”).As we do not currently know enough about the teachers’ needs, classroom needs, etc. for next year, it’s best to leave the Paddles Up funds for the next board.  Also noted that the incoming board could make expenditures over the summer if they identify pressing needs in the trailers prior to the school year.  Alicia noted that among the faculty there is a moving committee to facilitate staff move; a Beautification Committee; and a Party Committee.  Suggested that she coordinate with the HSA and these committees in the event that the committees have reasonable and appropriate proposals for expenditures.Lisa made a motion that the Board approve the spending of up to $2,000 from the Renovation Set-Aside Fund for community building and staff morale as we end the school and fiscal years.  Patty seconded the motion, which passed unanimously.   

        8.    Old Business.
        None.
        Maggie adjourned the meeting at 8:37 PM.

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