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Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

December 14, 2021

8:00 - 9:30 (Conference Call)

I.     Approval of November meeting minutes

       A. Motion called to approve the minutes 

       B. Approved unanimously by all board members

II.    Financial Update

       A. Cash on hand

       B. Expenses

       C. Profits

       D. Current bank balance


III.   Program & Enrichment Updates

          A. Enrollment holding steady

       B. Few more drop ins on a daily basis

       C. Enrichment numbers are holding steady at 17 enrolled

       D. Basketball fitness has decreased with only 8 participants

       E. No soccer current

       F.  Chess enrollment at 19

       G. Next no school day is January 26th

       H. Coordination with Shepherd ES on gym usage, particularly as it relates to the school basketball               practice and game schedule

       I.  It would be good for SESSA to be very communicative and proactive with Dr. Hedlund and AP       

           Phillips regarding space usage of the school in the winter months.

       J. Space crunch within the school still exists and we have lost our main contact at DPR 

IV.    Candy Distribution

       A.  Reinforce no candy distribution as a reward system or treats

       B.  Utilize the treasure chest that SESSA has to provide kids with rewards/ treats

V.    Holiday/End of Year Celebration for SESSA Staff

       A.  Staff party taking place on 12/15 for SESSA staff

       B.  Discuss family engagement for spring/end of the year

VI.   COVID-19 Booster Requirements for SESSA Staff Members

       A.  No official policy has been established on booster shots for SESSA staff

       B.  SESSA will follow DCPS policy on vaccinations

       C.  Check with Dr. Hedlund on status of DCPS booster shot requirements

       D.  Encourage staff to get their booster shot if they have not done so already

VII.  Executive Session: Succession Plan for Current Executive Director Byron Greene

       A.  Review succession plan presented by Byron Greene

       B.  Recommend that Byron stay through the end of January to manage the transition

       C.  The Board President and Treasurer will have a conversation with Ms. Moody regarding taking over

            the position of Executive Director full time by February 1

       D.  Proposed job description and offer for consideration to the SESSA board

Meeting Adjourned: 9:02 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

November 22, 2021

8:00 - 9:30 (Conference Call)

Present: Byron Greene, Seth Johnson, Tami, Dana Ju, Angela Jasper, Mark Pattison,

Rhonda Davis Smith


Meeting called to order: 8:03 PM

I. Review of October Meeting Minutes
     A. Motion to Approve
     B. Minutes approved unanimously
II. Financial Report
     A. Cash on hand
     B. PPP loan to be counted as income
     C. Expenses
III. Program & Operations Update
     A. Enrollment
         1. Before care only 3
         2. Aftercare only 61
         3. Before/aftercare 51
         4. Total 115 students
         5. Drop ins 74
     B. Enrichment Programs overview
     C. No School Day for 11/5 profit $95.25 and 42 enrolled
     D. Curriculum
         1. Includes safe, planned, flexible, fun-filled and inspirational learning that
             challenges our students.
         2. Numeracy: Math clubs, tutoring, projects, games and Crazy Eights
         3. Literacy: Storytelling, writing, drama, spelling, reading
         4. Science: STEM, engineering, art math, STEAM, critical thinking and
             problem solving, robotics
         5. Technology: Researching and gathering and storage of information
         6. Homework: Managing the homework environment and building study
             skills (reading or worksheets given if students don’t have homework)
         7. Physical Fitness: Play 30 (30 min of free indoor/outdoor play, Capoeira,
             African dance, Modern dance, Hip Hop dance
         8. Creative Arts: Arts and crafts, music production, dramatizations and writing
         9. Social-Emotional Learning: Feelings check-ins, board games, grade level
             circles, brain breaks, breathing techniques and weekly character education sessions

       10. Problem Solving + Critical Thinking: Chess, problem solving and
             improving concentration and memory
     E. DPR Space Updates
            1. No response from DPR on space usage/availability of the community center
            2. Colder temps have forced the physical fitness activities like soccer to  indoors so space is now                  shared indoors among several activities at one time
            3. Monday and Wednesday are days when additional space would be ideal due to various     

                physical fitness activities taking place during aftercare
            4. SESSA is occupying as much available space as possible within the school such as hallways                      and open spaces
            5. Tuesdays and Thursdays SESSA uses the Community Center gym (partitioned) for one hour                      for basketball
            6. DPR is not allowing any permit usage of their space anywhere across the city in any DPR                          facility for the winter session due to Covid-19 so it is not possible for SESSA to apply for                          permitting for additional space
     F. Aftercare Issue with Enrolled Students
            1. The parent had a conflict with their current work schedule and decided to pull her two children                  out of aftercare until February when her schedule would allow for them to participate in the                      program and Mr. Greene informed the parent that they would have to pay the drop in fee.
            2. The parent did not find that answer satisfactory and then raised further concerns about the                      program (including issues around transparency, quality of care, lack of supplies and materials)                  with both Mr. Greene and Shepherd ES principal, Dr. Hedlund.
            3. Implied that SESSA is mismanaged and fraudulent with the program funds
            4. The parent raised very specific questions as it relates to reviews, parents ability to post public                  reviews, pandemic-specific grants to help with aftercare costs budget, financials, child to staff                  ratio, supplies for students
            5. The parent submitted requests for 990s and W3’s which we are required to submit to her in                      30 days from her request (11/09/21)
            6. SESSA board members are promptly responding to her requests
            7. SESSA has an attorney on retainer that we could employ to assist in this matter
            8. Motion to have SESSA utilize our attorney on retainer prior to sending the requested                                documents to the parent
            9. Motion approved unanimously
          10. SESSA board president will reach out to the attorney
          11. The parent was invited to join our 11/22 board meeting but did not respond to the email                          invite.

          12. Reinstate feedback surveys to parents/families in 2022 twice a year.
          13. Link to 990 on the SESSA website
IV. New Board Applicant
       A. New board member recruited
       B. Application reviewed by board
       C. Motion to accept the application of to the board
       D. Motion approved unanimously


Meeting adjourned: 9:24 pm


Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

October 25, 2021

8:00 - 9:30 (Conference Call)

Present: Byron Greene, Seth Johnson, Tami, Dana Ju, Angela Jasper, Mark Pattison,

Rhonda Davis Smith


Meeting called to order: 8:01 PM

I.  Introduction/review of agenda
II. Vote to approve minutes for July meeting
     A. One correction to meeting minutes required before approval
     B. Minutes to be corrected and sent around for review
     C. Financial update
     D. August-September 2021 review
     E. Bank balance
     F. Total Income
     G. Total Spending
     H. PPP loan totally forgiven
     I. All refunds have been allocated back to families
     J. Profit/Loss
III. Program update
     A. Monthly SESSA newsletter providing situational, programming and staffing
         updates. The next one is coming out on 10/29.
     B. 119 total enrolled in SESSA currently
     C. 52 for before and aftercare
     D. 64 aftercare
     E. 3 before care only
     F. Enrichment programs are well-established
     G. Robotics, 17 students, bringing in over $12,000 for the year
     H. Basketball fitness, 16 students, bringing in over $3,000 for the fall
     I. Soccer, at capacity with 25 students, bringing in over $3000 for the fall
     J. Violin, 9 students, bringing in $900 for the fall
     K. Chess, 19
        1. 44 students on first day
        2. 33 students on the second day
        3. $1451.00 profit
        4. Next NSD is 11/5

IV. Staffing Update
     A. 18 staff secured to date
     B. 16 staff come every day
     C. 5 staff come in for before care

     D. Staff are able to float and shift around to fully accommodate all students.
     E. Classroom management is going really well as observed by SESSA executive
V. Spacing Needs
     A. No follow up communication from DPR as it relates to SESSA spacing needs.
     B. SESSA is operating in the cafeteria in the morning for before care.
     C. SESSA utilizes the gymnasium on Tuesdays & Thursdays and NO SCHOOL
     D. DPR has not pushed back against SESSA using the gymnasium at various times
         and SESSA is always out of the space by 6pm.
     E. It would be of great benefit to use a wide, open space on a daily basis so ongoing
         and daily use of the gymnasium would be very helpful, particularly as the weather
         changes and it gets darker earlier in the day otherwise the students will be
         confined to smaller spaces and classroom areas.
     F. SESSA board members will follow up with DPR contacts to see what can be
        done about space usage.
     G. SESSA will apply for permitting for the winter session.
     H. Potentially discuss a longer-term usage strategy and plan with DPR so this isn’t a
         constant negotiation.
     I. No additional programming will take place during the winter months.

VI. SESSA Board membership/recruiting

     A. One parent has expressed interest in joining the board and an application was
         sent for review.
     B. Recruit via PTO meeting
     C. Make a request on Shepherd listservs


Meeting adjourned: 8:43 PM

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

September 20, 2021

8:00 - 9:30 (Conference Call)

Present: Byron Greene, Mark Pattison, Rhonda David, Smith, Dana Ju, Angela Jasper,
Danielle Moody, Seth Johnson, Tami Weerasingha, Dr. Phyllis Hedlund


I.  Meeting Called to order 8:03 pm
II. School Updates (Dr. Hedlund)
       A. Operating is extremely challenging at the particular time
       B. Safety and staffing coverages are top concerns
       C. Things are a lot harder than we all anticipated in terms of setup and operations and resource                     allocation

       D. Board members will work on the advocacy piece on connecting with DPR and PTO

III. Space usage concerns
       A. Dr. Hedlund has never seen an MOU or any sort of written agreement between DCPS and                         DPR/DGS
       B. The rules and time usage between DCPS, DPR, and SESSA are not clear and are not shared                     among parities. Dr. Hedlund has no further information.
       C. Need to follow up with Cyntia Ruiz about DCPS usage of the cafeteria as that is no longer viewed             as DCPS space.
       D. It has been extremely challenging to not mix grade cohorts during aftercare and properly socially             distance. Now that SESSA and DCPS don't have access or usage rights to the cafeteria.
       E. DPR kicked SESSA staff and children out of the cafeteria during the afternoon programming on                 September 7th with no written notice.
       F. SESSA was subsequently notified by DGS that DCPS made a change to the use of the cafeteria to             the use of the multi-purpose room. It has been determined that the cafeteria and the gymnasium             fall under the jurisdiction of the DC Department of Parks and Recreation during non-school hours             with all other terms and conditions including the fees remaining the same.
       G. Over 100 enrolled children who are being denied access to facilities.
       H. SESSA completely understood that they would not have exclusive access to the Community                     Center, but it was agreed upon in writing per a usage agreement that SESSA would have access               during the morning before school and after school during 3:30-6:30 pm Monday-Friday.
       I. Many of the Shepherd ES teachers are very apprehensive about SESSA using their classroom                  space during aftercare.

       J. Suggestions: standardize cleaning procedures for aftercare room cleaning posted in the                          classrooms
       K. Ideally SESSA could have access to three more classrooms. SESSA is currently occupying the                   following rooms: Library, Spanish, French, Multipurpose Room, Computer Lab, Art Room, B203,               A108, A103, various hallways and blacktop playground but it is not sufficient to meet the student             capacity.
       L. Dr. Hedlund will help identify additional classrooms.
IV. Covid Safety Protocols and Notifications
       A. How is the Shepherd ES and SESSA communicating about Covid cases?
           1. The school has had three cases since the start of school but zero spread within the school
           2. SESSA needs to get a roster of all aftercare students so she can cross reference any students                   that are enrolled in the program
           3. Dr. Hedlund is aware of the Shepherd's staff members that also work for SESSA

V. Staffing
        A. Currently interviewing new candidates
        B. Added 3 hires in the last week
        C. Looking to hire a total of 2 more staff members for a total of 5
VI. Parent Concerns
        A. Increase communications on all matters and issues, good or bad
        B. Gaining trust with the community is critically important
        C. Level of communication between SESSA and parents are now restored after the issue with the                  billing issues

VII. Communications
        A. SESSA will establish a monthly newsletter to send to families
        B. SESSA will share a list of staff members to families
        C. It has been communicated to parents that Chess will have a delayed start until mid-October


Meeting adjourned: 9:28 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

August 24, 2021

8:00 - 9:30 (Conference Call)

Present:  Seth Johnson, Angela Jasper, Byron Greene, Dana Ju, Mark Pattison, Danielle Moody, Angela Jasper, Tami Weerasingha

Meeting called to order: 8:01 pm

I.  Introduction/review of agenda

II. Motion to approve minutes for July meeting

      A. Motion seconded

      B. Motion approved by all

III. Financial report

      A. Income

      B. Balance

      C. Expenses

      D. PPP loan forgiveness status update

IV. Update on enrollment, staffing, programming/vendors, health and safety precautions/waivers

      A. Enrollment

          a. Expected revenue is $253,336.00

          b. 81 students currently enrolled

          c. 90 students need to break even

          d. Families are registering everyday and we expect more families to enroll once the

              school year begins

      B. Enrichment Classes

          a. Soccer (Revenue: $1800 Fall only)

          b. Robotics Aerospace/Technology (Revenue:$5250 year)

          c. Basketball Fitness (Revenue: $1200 First quarter only)

          d. Violin (Revenue: $400

          e. No School Days--TBD

          f. 39 families currently enrolled in before care

          g. Discussion: Opening enrichment programming to Shepherd Elementary scholars

              not enrolled in SESSA and/or non-Shepherd students in the community to

              generate some more viable income.

          h. There are likely issues with bringing in children from outside the school as

              Shepherd is taking very strict Covid precautions.

          i. Mixing cohorts and kids from outside the SES community might be extremely

             risky and although we want to generate more revenue this might not be the right

             time to open up enrichment programs for SESSA.

          j. Reach out to Hedlund asap to discuss building usage/protocols for enrichment

             programming operations/ drop-off/pick-up procedures and before care


          k. SESSA executive team to communicate before August 30th start date:

          i. Drop off/Pick up procedures

                1. Refund policies

                2. Covid 19 protocols

                3. Covid 19 policies/waiver for parents to sign

                4. Enrichment programming status

                5. Through SESSA necessary precautions and operations (particularly

                    before care and aftercare student arrival procedures for the school year

                    and talk through the probability of enrichment programs.

     C. Health and safety/liability waivers/Informed consent forms for parents.

     D. COVID-19 protocol language on SESSA website to alleviate concerns/questions that

         might arise.

     E. State our refund policy up front in writing so families are aware at the start of the school

         year to set expectations.

V. Continue SESSA Board membership/recruiting


Meeting adjourned: 9:17 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

July 13, 2021

8:00 - 9:30 (Conference Call)

Present: Seth Johnson, Angela Jasper, Byron Greene, Danielle Moody, Rhonda Davis Smith,
Mark Pattison, Tami Weerasingha, Dana Ju

Meeting called to order: 8:03 pm

I. Review of minutes from previous meeting
     A. Move to approve
     B. Motion seconded and approved unanimously
II. Financial Update
     A. Revenue overview
     B. Payroll expenses
III. Staffing Update
     A. 102 applicants applied
     B. Seven confirmed interviews, met with four to hire 15 new staff members
     C. Five previous staff members confirmed to return at this time
     D. Goal is to hirel 20 employees total
     E. Anticipate some drop off of hired staff prior to the start of the school year so will hire accordingly             to appropriately staff the program
     F. Ms.Jasper and Ms. Moody has rejoined the staff
     G. Staff training: August 17-20
     H. Vaccines will be mandated for all employees by SESSA
IV. Projected Enrollment
     A. Healthy number of families have enrolled in the program for 2021-2022 SY
     B. Ask PTO to add a banner to the Shepherd Elementary website to makeregistration for SESSA for               visible to families
     C. 54 currently enrolled
     D. Ask Dr. Hedlund to remind/share information with SESSA registration on welcome communications           to new SES families
     E. Announce programming for on a flyer
     F. DSPC enrollment is down across the city
V. Enrichment Programs available for the 2021-2022 SY
     A. Bravo Chess Team will not be returning to SESSA
     B. Violin will return
     C. Dance (African, modern, hip hop) will return
     D. Copoeira class
     E. Character development
     F. Social, emotional intelligence focus
     G. Robotics
     H. Soccer and basketball
     I. Theater
     J. Young Playwrights

     K. Foundational english and math skills tutoring
VI. Summary of DPR Community Meeting
     A. Discussed how SESSA would need to file an application to use the space
     B. No questions were asked about SESSA or the program
     C. No indication that DPR was not going to uphold our verbal arrangement for space usage

VII. DPR Community Center Usage Arrangement with SESSA
     A. Paperwork will need to be completed by the third week in August
     B. DPR will send back an agreement with all of the usage dates
     C. DPR will advise SESSA of when the first payment is due (payments are broken down by one                     payment in September and then another payment in May or June)

VIII. Vaccine/ COVID Protocols
     A. All students and employees will be required to wear masks while at SESSA
     B. SESSA will require all employees to be vaccinating barring any medical or religious exemption
     C. Set aside some extra funds for disposable masks, hand sanitizer, etc
IX. Board Recruitment
     A. Keep putting out feelers for new board members
     B. Ideally we would get to 13 members, we are currently at five
     C. Goal is to recruit several new members by early fall at the latest



Meeting adjourned: 8:50 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

June 7, 2021

8:00 - 9:30 (Conference Call)

Present: Dana Ju, Byron Greene, Seth Johnson, Ronee Jarman, Mark Pattison, Rhonda Davis, Tami Weerasingha


Meeting called to order: 8:03 pm


I.    Approval of Meeting Minutes from May                                                                                                     A. Motion to approve                                                                                                                           B. Motion approved unanimously

​II.   Financial Updates

          A.  Payroll

          B.  Cash on Hand

          C.  No further grant updates

III.  DCPS Re-Opening SY 2021-2022

          A. DCPS is expected to fully reopen school in August
          B. DCPS has not been in touch with SESSA to date
          C. No communication from SES around facilities usage--per our letter that was sent
              in May to Dr. Hedlund
          D. Hiring is expected to be challenging, in an typical year happens in July but it
              might be hard to recruit this year so it might be worth hiring more staff to
              anticipate we might lose a few that agree to work for SESSA, a three-day
              (paid)orientation should take place for new staff
          E. Pre-registration survey/”reserve a spot now” with a registration fee and pre-pay
              for a discount on tuition-to go out before school ends on June 24th
          F. Marketing program prior to the end of the year to encourage and offer early
             registration to secure a spot and mention potential ideas around curriculum, with
             a specific focus on social-emotional support for children and families
         G. Motion to approve Ms.Moody and Ms. Jasper back is ideally the first week of July
             1. Motion approved unanimously
             2. Will reach out asap to confirm their interest and availability to rejoin SESSA staff
         H. Vaccine requirement
             1. Following DCPS guidelines
             2. Strongly suggest that staff members be fully vaccinated as they are serving a high-risk                           population that are unable to get the vaccine at this time.

IV. Upcoming DPR Partnerships Office
         A. They will unveil survey results
         B. Byron will join the call to discuss specifics around space usage and partnership
         C. Enrollment-adding on non-Shepherd students to the program
V. SESSA Board membership/recruiting

         A. Send out board recruitment email before end of the year to ask for volunteers to
             join the board
         B. Post on Shepherd parent Facebook group (Dana to do this)

Meeting adjourned: 9:05 pm





Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

May 11, 2021

8:00 - 9:30 (Conference Call)



Present: Tami W, Dana Ju, Byron Greene, Seth Johnson, Andrea Goodman, Ronee Jarman,
Mark Pattison

Meeting called to order: 8:03 pm

I. Approval of March meeting minutes
     A. Motion to approve
     B. Motion unanimously approved

II. Financials
     A. PPP loan now shows up on our balance sheet
     B. It won’t show as income until it is forgiven
     C. Expenses overview
     D. Fiscal year ends in July
     E. No taxes due until December 2021
III. Updates on Grants or Additional Funding Opportunities
     A. None at this time
IV. Updates on Community Center & Potential Opening
     A. Councilwoman George is not likely to act or intervene in this situation, although
         they have been attentive and engaged in conversations. Not likely that she will
         advocate for us to other stakeholders (DPR, DCPS). She did help us get a
         meeting with DCPS Central.
     B. Tami, PTO met with Cynthia Ruiz, DCPS Central
     C. First draft of the agreement will be worked out by DCPS and DPR
     D. Cynthia took our asks, said they will be under consideration but she’s not likely to
         push our position within DCPS Central or with DPR.
     E. Tami and Dana met with DPR Chief of Staff, Ely Ross and he indicated he plans
         to reach out to Dr. Hedlund to begin to discuss usage agreements.
     F. They (DPR) is open to arrangements of subsidizing aftercare with some subset
         of the aftercare populations.
     G. Next steps would be for Ely to come back to us for a follow up meeting and bring
         in their Partnerships office for more explicit negotiations around usage.
     H. There could be some potential conflict around usage of the new cafeteria.
     I. If financially feasible for SESSA, the SESSA board would prefer a partnership
     J. Various points to have ready for the meeting with DPR:
          1. Overview of how our tuition works.

          2. Here are fixed costs and here are variable costs and here is what we
              could handle in terms of adding to our existing footprint without
              substantial cost increase.
          3. Explain how our program works including enrichment offerings and
          4. Explain staff required to run the program and enrichment activities.
          5. What constitutes SESSA expenditures and at what threshold of students
              does that number change?
          6. How big are DPR aftercare programs (such as Afternoon Access)? How
              many kids do they serve?
    K. Questions for consideration:
          1. If DPR gives SESSA the space for free, here is what we can offer?
              a) How many scholarship slots might we be able to offer? (30k= 10
              b) How might we lower tuition and reduce fees?
          2. Would our facilities fee be waived? Not paying for DCPS space would
              save us approximately 30k?
          3. Potential security costs?
          4. Average cost of DCPS facility charge and what is that percentage of
              SESSA’s total expenditures?
          5. Presuming we have 150 kids, and the tuition rate stays at the 2019 tuition
              rate, so what would our financial obligation be to DPR?
          6. Logistical implications of opening up SESSA to non-Shepherd students?
          7. Anticipated capacity versus anticipated demand of students so we can
              make recommendations on a cap if DPR requests/requires SESSA to
              open up to non-Shepherd students?

     L. Board Recruitment
          1. Need to encourage new and current SES parents to join the board even if
              just for a year of service.
          2. Andrea Goodman officially resigned from the board and this is her last
          3. Andrea reached out to several PK parents to inquire about their
              availability and interest.


Meeting Adjourned: 9:18 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

March 25, 2021

8:00 - 9:30 (Conference Call)

Present: Dana Ju, Seth Johnson, Byron Greene, Mark Pattison, Ronee Jarman, Rhonda Davis
Smith, Tami Weerasingha

Meeting called to order: 8:03 pm

I. Motion to approve February meeting minutes
     A. Motion seconded
     B. Motion approved unanimously
II. Updates on the community center
     A. Engage with DCPS, SPCA, ANCs, DPR, Shepherd PTA
     B. Exclusive access is now officially off the table
     C. Survey sent out to community members
     D. SESSA develop a list of requests for community center usage
     E. DPR will take survey results and meet with DCPS central office to determine the
         usage of the facilities for Shepherd ES
     F. SESSA will push for a meeting with DCPS Central
     G. Pushing to get resolutions passed to support Shepherd to have priority access to
         book programming including SESSA before and aftercare to put us in the best
         possible position for taking SESSA needs into account
     H. No discussion among Term 4 regarding aftercare reopening for DCPS schools
III. Aftercare Reopening
     A. What are possible options for Term 4
     B. Put a plan together for viable reopening
     C. Curriculum development options and planning
     D. SESSA to put proposal together to put in front of DCPS for consideration
     E. This will help us prepare for the 2021-2022 school year
IV. DPR Partnership Agreement Template
     A. Questions around costs of facility usage
     B. Similar subsidisation of space needs
     C. Covid protocols
     D. Staffing needs
     E. Arrangement for vendors
     F. Follow up meeting with DPR in the next week or two
V. Grants/Funding
     A. PPP loan applied for and funds received 59,637.00
     B. No time restrictions to spend the funds
     C. 6-8 months before we can inquire about loan forgiveness
     D. SESSA does not have to make any payments on the loan within those 6-8
VI. Review of Financials

     A. Balance
     B. Expenses
     C. Considerations for further staff payments
VII. Board Membership Recruitment
     A. Continue to try to recruit parents to join the board


Meeting adjourned: 9:07 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

February 24, 2021

8:00 - 9:30 (Conference Call)

Present: Tami Weerasingha, Byron Greene, Phyllis Hedlund (Principal, Shepherd Elementary),
Ronee Jarman, Rhonda Davis Smith, Dana, Ju, Seth Johnson, Mark Pattison, Will Perkins
(Staff member for CM Lewis George’s office)

Meeting Called to Order: 8:02 pm

I.   Introductions
II. Status Update on DCPS/Shepherd ES Operations-Dr. Hedlund

       A. Term 4 Status
       B. Security Protocols and Procedures
       C. No updates on aftercare status or news to share
III. Update on Shepherd DPR Community Center Issue
       A. Communicated with CM Lewis George’s office
       B. Working with PTO
       C. Dr. Hedlund is giving a tour to a select group of community members on 2/25/21
       D. DCPS Central Office is engaged on this issue
       E. A number of Shepherd residents submitted testimony or testified at the 2/23/21
           hearing on DPR
       F. Will-he has not had the opportunity to talk with her about where we are after the
       G. CM Lewis George is scheduling an onsite visit to assess the security measures
           that are in place and keep in contact with DPR Director Hunter
       H. No final decisions or determinations have been made to date
       I.  Serious concerns remain regarding DPR’s aftercare programs across the District
       J.  It’s not only the physical security of the building (lighting, door locks, cameras)
           but also the ability for general public to be able to access the school and mingling
           with school aged children
       K. SESSA has been in contact with Ely Ross, Chief of Staff, DPR, having a follow
           up conversation this Friday
       L. CM George was able to get Director Hunter to publicly state that it was not DPR’s
           intention to compete with SESSA and he was moving in the direction of finding
           solutions that work for all parties

IV. Potential Alternative Forms of SESSA Program

       A. Open up SESSA enrollment to non-Shepherd students
       B. Open up SESSA enrollment to non-Shepherd students across the District
       C. 90 scholars would be needed to operate a successful aftercare program
       D. Explore opening up enrichment activities for non-Shepherd ES students, but
           keeping enrollment for SESSA for Shepherd ES only

       E. This would increase our staff needs and has the potential to require additional
           physical space for additional students in order to function
       F. Additional physical safety and security measures would likely need to be put in
           place to keep students safe
       G. Additional COVID safety precautions might also need to be taken which could
           increase costs
       H. This would help us address equity issues within the community
       I. SESSA would have to think through potential liability issues if we have to have
          some sort of arrangement with DPR if children outside of SESSA were to enroll
          and engage in SESSA activities

 V. Status Update on Grant Applications and Submissions
       A. Received one of the two Walmart grants, waiting for other one to arrive
       B. Small business grant opportunity from federal government as part of stimulus
VI. Financial Update
       A. Cash on hand
       B. Expenses
VII. Approval of Meeting Minutes
       A. Motion to approve
       B. Motion passed unanimously


Meeting Adjourned: 9:08 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

January 21, 2021

8:00 - 9:30 (Conference Call)

Present: Mark Pattison, Seth Johnson, Rhonda Davis Smith, Ronee Jarman, Dr. Phyllis
Hedlund, Angela Jasper, Andrea Goodman, Byron Greene, Danielle Moody, Tami Weerasingha


Meeting Called to Order: 8:02 pm
I. Update from Shepherd Elementary School Principal, Dr. Hedlund
     A. Aftercare will not operate in Term 3
     B. Unclear if aftercare is able to operate
     C. Status of Use of Community Center for Shepherd Elementary
     D. Issue with Shepherd and SESSA using the space as promised
     E. Advocacy outreach to DPR, Councilwoman George, DCPS Central to push for
         SESSA needs
     F. Motion to SESSA board to oppose DPR breaking its promise to give SESSA and
         Shepherd Elementary full access to the Community Center through 6:30 pm.
         Motion unanimously approved and to take the next action items to advocate for
         SESSA/Shepherd ES intended use of the Community Center:
             1. Reach out to PTA-TW
             2. Reach out to Mayor’s Chief of Staff- SJ
             3. Reach out to At-Large Councilmember Robert White-RW
             4. Reach out to Shepherd Neighborhood Association-MP
             5. Reach out to LSAT-DJ
             6. Reach out to DPR-DJ
             7. Reach out to Councilwoman George’s office-RS + SJ
             8. Put together a petition/letter- TW+BG


II. Approval of December Meeting Minutes
     A. Motion to approve
     B. Motion unanimously approved


III. Grants & Funding Opportunities
     A. Five grant applications submitted
     B. Walmart Community Grant- $1,000 approved
     C. Walmart Community Grant-$1,000 approved
     D. Community Education Grant and STEM Education Grant-reporting requirements
         for success rates are substantial, metric specific, and time-intensive
     E. In our best interest to apply for non-restrictive grants
     F. Gauge eligibility to apply for PPP
     G. Keep an eye out for additional DC-specific relief funding


IV. Financials

     A. Balance
     B. Net Expenses
     C. Grants
     D. Refund on facilities
     E. Payroll


Meeting adjourned: 9:20 pm

Shepherd Elementary School Star Achievers

Board of Director Meeting Minutes

November 16, 2020

8:00 - 9:30 (Conference Call)

Present: Mark Pattison, Tami Weerasingha, Byron Greene, Seth Johnson, Ronnie Jarman,
Danielle Moody, Angela Jasper, Dana Ju, Andrea Goodman, Rhonda Davis Smith, Callie

Meeting called to order: 8:04 pm
I. Review and Approval of October Meeting Minutes
   A. Motion to approve
   B. Motion seconded and passed unanimously


II. Application to Approve a New Board Member

   A. Review of application
   B. Motion to add candidate to the board
   C. Motion approved unanimously


III. Ongoing board recruitment

   A. Continue parent recruitment, they are the best to represent the program and
       support the board
   B. Ongoing conversations with parents who might have an interest in serving on the
   C. It will remain difficult to recruit new members at this time until the program is able
       to be fully operational again.


IV. DCPS Re-Opening

   A. CARES Classrooms status update
   B. No in person learning for DCPS students at this time
   C. DCPS Aftercare programs are not allowed to operate at this time while DCPS is
       not operational


V. Financials

   A. Current balance
   B. Current total monthly expenditures
   C. Scenario planning for necessary funding to continue operations
   D. Estimated and projected security and facility use fees February-June
   E. Profit and Loss
   F. Potential budget shortfall


VI. Potential Options to Generate Revenue

   A. Look for grant opportunities that could help bridge the funding gap and help with
   the shortfall

   B. Go to school administration to let them know of our financial situation and
   potential funding gap so they are aware
   C. Board member to create pitch letter for potential funding opportunities
   D. SESSA Program Manager will look into education specific funders that might be
   able to provide a small grant
   E. SESSA ED to reach out to ANC Member Stacy Lincoln for support and guidance
   F. SESSA ED to look into applying for a loan (30k-50k) with our existing bank
   G. Parent + Community fundraisers
   H. Borrow funds from the PTA
   I. Re-evaluate in January/February where things stand and what the situation with
   potential school re-opening may look like


Meeting Adjourned: 9:20 pm

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