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