HSA Co-President Ashley Webb called the meeting to order at 7:05PM on September 10, 2019 in Room B112 of Murch Elementary School.
- Executive Board Members present: Ashley Webb (Co-President), Julie Lobb (Co-President 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), Courtney Woolridge (Fundraising/Community Engagement), Robin Goracke (Budget Chair) and Wendy Cresswell (Teacher Representative), Elisa O’Keefe (Past President).
Other Members in Attendance:, Roxanne Melivn, Ada Leach, Leigh Connery, Madelene Perlman, Sarah Belgrave, Elizabeth Kamber, Alma Patty, Roxanne Bellamy (Fall Fair), Leigh Connery (Fall Fair), Liesel Hartman (parent coordinator).
- Approval of prior minutes – Jason Veny
Jason noted that the minutes for the June 4, 2019 Annual meeting were posted to BaseCamp for review on June 15 and sought the Board’s approval of the minutes.
Jason Veny made a motion that the Board ratify the previously posted minutes for the June 5 meeting as the official record of those meetings. Julie seconded the motion, there was no objection, and the motion passed by unanimous vote.
- President’s Report – Ashley Webb
a. Introductions. Ashley welcomed the meeting attendees, and all attendees introduced themselves and identified their positions as Board members or as parents of Murch students.
b. Approval of Board Committee Chairs. Approval of Heather Barlow as Communications Chair; Courtney Wooldrige and Justin Connor as Community Engagement Chairs; and Robin Goracke as Budget & Planning Chair.
Ashley moved that the Board approve Heather Barlow as Communications Chair; Courtney Wooldrige and Justin Connor as Community Engagement Chairs; and Robin Goracke as Budget & Planning Chair. Jason Veny seconded the motion, there was no objection, and the motion passed by unanimous vote.
c. Fall Fair. Leigh and Roxanne – Leigh and Roxanne reported that the finalized budget for the fall fair is $13,261, currently underbudget. The website has been updated; Save the Dates going out this Friday in Friday folders; they are asking classes for staff setup and breakdown. The fall fair is October 5th from 12pm to 4pm. A rain date is scheduled for October 19th. There will be no photo booth but will have photos for kids this year. Fantasy World is doing the setup the same as last year. Katie is handling coordination.
It was mentioned that last year the Fall Fair’s budget last year was $15,000 and went over budget.
Ashley Webb mentioned that Marsha and the Positrons (Marsha Goodwin Wood) played at the Fall Fair in the past. She is a parent and wants to play for a fee as done in the past. Ashley noted that Marsha does charge Murch at a discounted rate. Ashley opened it up for discussion.
A brief discussion ensued over the propriety of paying HSA parents for services. It was decided that HSA would not pay Marsha and the Positrons but would table the issue of the broader issue of HSA paying parents to a later date.
d. Auction. – Julie Lobb– Chairs from last year confirmed that they are not chairing this year and will hopefully have new chairs within the next month. Previous auction chairs will give feedback. The Auction date is set for 3/14 at Murch.
e. SOS- SOS campaign will start on 9/18. The first letter will be sent home on 9/20. SOS will present at next meeting. Last year SOS requested $500 per child.
f. Murch Merchandise. – Julie Lobb—Tee Shirts from back to school night – HSA spent $1388 and sold the shirts at $12 per shirt. Julie reported $1800 in sales. Julie reported that they sold out of child sizes. Tee shirts will be on sale at the Fall Fair.
g. Possible Guest Speaker for October Meeting.
- Principal’s Report – Mr. Cebrzynski
Mr. C reported that that school started with spirit week. They are starting school focused on team building and cooperation. The week ended with pep rally. The 5th Grade is going to be making a spirit stick and the winning classroom will get to walk everywhere with spirit stick.
Mr. C reported that the year continue with monthly celebrations of diversity culminating in May/June with International day. October Hispanic Heritage Month.
4th and 5th grade now have new lunch clubs – Choir; School Paper; History
Murch plus – aggressively entertaining additional groups such as martial arts, hoop-ed, hip hop dancing, both paid services and free programs. Murch Plus goes live tonight.
Principal’s chat on September 24th at 3:30. Principal C reported that he would have a chat each month at different times with no agendas.
Question about a canopy for the playground: Mr. C explained it cannot happen because of DCPS – it would require an engineering study.
Mr. C reported that a work order is in place for the outside water fountain.
Question lack of space in language program- a parent noted there are other after school programs in the same school also safety issues with crossing the street; etc. Mr. C reported that private institutions using public space costs money. DCPS is changing the process on how buildings are being rented.
5. Treasurer’s Report – Maurice Werner
a. Review of Financials . Maurice demonstrated Xero, the HSA accounting system for the Board. He highlighted the three accounts the HSA maintains through Wells Fargo (Checking account, savings account, credit card account, and 2 CD’s);
He explained that all board members have viewing access. The Treasurer prepares monthly financial statements (balance sheet and income statement) and posts on Basecamp prior to the Board Meetings.
Maurice explained that the HSA has solid financial controls and checks & balances for the majority of transactions. We have strong systems and documentation in place for spending approvals, expense reimbursements, and credit card purchases. Improvements can be made to the cash collection process, and we are currently shifting away from cash transactions where possible.
Maurice reported that the balance sheet at the end of FY 2019 $232,935 down to $218,000. Today the total liabilities and equity is $182,233.
Maurice reported that in 2018-19 we budgeted for $300,000 but brought in $310,000 primarily because we overperformed on the Auction, Fall Fair, and fundraising. We underperformed on the Musical and SOS. We also were under on expenses by $47,724.
Maurice noted that the line item of late charges for prior year’s budget of $8449 was to correct an accounting error in Xero. It was to correct several double manual entries from prior years, but did not reflect any actual funds being spent or missing.
As of yesterday, Maurice reported the budget is $287,000 and we already brought in $8,000 including a rebate from Amazon Smile.
b. Review of HSA Finances and Practices Moving Forward. Maurice reminded the attendees that the HSA is a non-profit group, and all members are volunteers. To safeguard against misuse of HSA funds, the Board limits the number and use of credit cards, does not maintain an ATM card, and opens the HSA finances for inspection by all Board members through Xero. Maurice encouraged the Board to take advantage of this transparency by utilizing Xero and acting as extra checks against misappropriation of funds.
Maurice explained that Hertzbach & Company is our accountant responsible for filing taxes and performing an annual financial review, known as a Compilation (just a presentation of our Financials, but no verification of accuracy of information and not an audit). Also has viewing access to Xero.
- Fundraising/Community Engagement Update – Courtney Wooldridge
a. Restaurant Nights. Potomac pizza September 25th at 4pm. Silver is October 16th. Other places this year we have - I’m Eddie Cano, Guapos, Childs Play; and Potomac pizza happy to do it all the time. Monday before Thanksgiving Potomac Pizza is willing to include carryout. If anyone has other ideas they should reach out to Justin or Courtney. Ashley suggested she would reach out to Little Beast. There was a discussion on doing a happy hour for teachers at I’m Eddie Cano.
b. Nationals Event. A Nationals game is scheduled for Saturday, September 14 at 1:35pm against the Braves and will include a Kids Run the Bases event. Tickets will be $40, which includes $10 in concession credit and $3 towards the HSA. 111 tickets sold so far.
- New Business
a. Fall Movie at Murch (Amy Turner). Amy reported that Murch Movie night will be on September 20 at 7:30pm and feature the Secret Life of Pets 2. Pizza and snacks will be sold from 6:15-7:45pm. There will be free popcorn. There will be light towers this year which made it a little more expensive. Ordered a generator for movie night.
b. Other New Business. Alma Patty reported on The Green Scene – a program to beautify the grounds. 20-25 Murch families worked on grounds and collected 22 bags of debris. Alma thanked the HSA for supplying coffee. The Green Scene is meeting next Tuesday on the Pre-K playground. They are partnering with UDC and 4H.
c. Ashley reported that the HSA has not received many teacher grant applications.
d. Ashley reported that 5th grade parents would like a musical to happen at Murch this year. They will present a proposal for a request of funding from the HSA at the October meeting.
Next HSA Meeting, Tuesday October 1, 2019. Ashley adjourned the meeting at 8:25PM.