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1
MISSION, PERFORMANCE, AND GOALSPRESENTATION TO THE 2012-2013 PTA EXECUTIVE
BOARD
ABE SULEIMANJULY 25 , 2012
2
Welcome
3
Agenda
Agenda item Scheduled Time
Socializing 6:00
Introductions 6:15
PTA and Executive Board Mission + Officer Roles and Responsibilities
6:30
2011-2012 Performance Review 7:00
PTA Programs and Budget 7:15
* Break * 7:30
Calendar of meetings and events 7:45
Open Discussion 8:00
Adjournment 8:30
4
The 2012-2013 PTA Executive Board
Name Title
Abe Suleiman President
Fabiana Carbo-Chavez & Jean Chan Co-First Vice President
Judy Cohen & Michael Duddy Co-Vice President (College)
Nancy Bruni & David Boehm Co-Vice President (High School)
Lynette Bangaree & Andrew Hamingson
Co-Treasurer
Jerry Butler Budget Officer
Kit Kennedy & Tessa Huxley Co-Recording Secretary
Laura Langdon & Tereza Lopez-Cantor
Co-Corresponding Secretary
5
Mission
Mission of the Bard High School Early College PTA,
Duties of the Executive Board Mission, andOfficer Roles and Responsibilities
6
The PTA’s Structure
The Parent Teacher Association of Bard High School Early College Incorporated as a charitable nonprofit corporation in New York State
since March 31st, 2003, DOS ID 2888586. Is registered as a 501(c)(3) nonprofit charitable organization since March
29th, 2005, EIN 81-0612857, and required to file IRS for I-990. Operates in accordance with the NYC Department of Education
Chancellor’s Regulations A-660 as well as it’s own bylaws. Is not allowed to contribute funds to causes different from its own. Is not allowed to employ suppliers and vendors to perform its core duties. All current BHSEC parents are automatically active Association
members, There are no membership dues. All board and general PTA Meetings must be held at the school when it is
open, are open to all members, and must be announced conspicuously at least 10 days before the meeting.
7
The PTA’s Mission
The PTA’s mission includes and is not limited to:
1. Engage parents with BHSEC via timely and useful
communication.
2. Create sustainable students, faculty and School programs
and provide them with financial support.
3. Plan and conduct fundraising and community events.
4. Enrich our children’s high school experience by
supplementing BHSEC’s DOE budget.
5. Support the BHSEC College Program financially.
Perform these activities efficiently, diligently with the help of volunteers,
and raise funds from current parents and external supporters.
8
The Board’s Mission
1. Help parents help their children succeed at BHSEC.
2. Support the School by organizing and utilizing the talents of the parent body and their connections.
3. Conduct business transparently and honestly.
4. Build upon the successes and improve upon the near successes of the previous PTA boards.
5. Develop sustainable solutions.
6. Help the next board succeed.
9Position Responsibilities
President(Core)
• Leads the board in conducting the Association’s business in accordance with the PTA Mission and Bylaws, and the Chancellor’s Regs A-660.
• Is Chief Executive Officer of the Association.• Is ex-officio member of all committees, except Nominating
Committee.• Assists in management of budget and programs.• Represents the PTA on the School Leadership Team and the
Presidents’ High School Council.
First Vice President
• Assists in conducting the duties of the President and carries out the President’s duties in his/her absence according to the Bylaws and A-660.
• Coordinates and oversees fundraising activities and events.• Assists in the planning of the monthly general meeting topics,
panels and speakers.• Assists with communication including web, email, phone and
mail.• Coordinates the volunteer activities and maintains good public
relations with supporters.
Board member Roles & Responsibilities
10
Position Responsibilities
Vice President
• Coordinates the volunteer activities and maintains good public relations with supporters.
• Responsible for the planning of the monthly general meeting topics, panels and speakers.
• Establishes communication with constituents and facilitates effective parent engagement.
• Assists in communication including web, email, phone and mail.
• Enlists parents’ efforts, skills, talents and connections in support of the Association.
• Advocates on behalf of parents and helps bring about positive results and amicable solutions.
Board member Roles & Responsibilities
11
Board member Roles & Responsibilities
Position Responsibilities
Treasurer(Core)
Performs fiduciary duties that include:
• Recording of income from donations, grants, and fundraising events.
• Disbursement of the PTA’s operating expenses, and financial obligations to the school.
• Making all bank deposits, record keeping of same, and proper attribution of income.
• Reconciliation of bank accounts against QuickBooks, the PTA system of record.
• Preparation and sharing of financial reports at all Association meetings.
• Timely and organized bookkeeping to facilitate audits and reporting needs.
• Training the incoming treasurer to perform all duties according to the PTA methods.
• Transfer of records and authority over bank accounts to the incoming officers.
12
Board member Roles & Responsibilities
Position Responsibilities
Budget Officer
• Monitors PTA spending and income against budget limits and targets.
• Provides the Executive Board detailed financial statements of income, expense and open payables before each monthly meeting.
• Assists the President in preparing written financial summaries in January and June for presentation to the general membership, the Principal and the DOE.
• Chairs the budget committee, and facilitates the development of a proposed budget for review by the general membership in April/May and vote in May/June.
• Coordinates the preparation and filing of the I-990 before the mid October deadline.
13
Board member Roles & Responsibilities
Position ResponsibilitiesRecording Secretary(Core)
• Maintains the official record of the proceedings and actions of all Association meetings.
• Maintains the official record of all budget and key fundraising committee meetings.
• Maintains notices, agendas, sign-in sheets, and materials distributed.
• Prepares minutes in time for review and adoption at the next appropriate meeting.
• Makes minutes available for distribution, posting and archiving at the school.
• Assists other officers in planning and conducting PTA meetings.
14
Board member Roles & Responsibilities
Position ResponsibilitiesCorres-ponding Secretary
• Prepares, distributes, and posts notices of all meetings and school activities.
• Coordinates the preparation of monthly meeting packets (i.e. agenda, minutes, reports, motions, notices) for timely distribution at every Association meeting.
• Maintains all Association records except those maintained by the Treasurer.
• Maintains current copy of the Association bylaws.• Participates in editing Association content for the web, print
and mail media.• Assists other officers in planning and conducting PTA
meetings.
15
Board member Roles & Responsibilities
Position ResponsibilitiesEvery PTA Officer
• Attends all board and general meetings for effective performance of duties.
• Is responsible for reporting status on work in progress in a timely manner when unable to attend.
• Communicates and collaborates with other board members and constituents to affect positive change.
• Conducts the Association business in accordance with the laws of the State of New York, and the US Government governing nonprofit 501(c)(3) corporations, Association Bylaws, NYC Department of Education, and BHSEC rules.
• Maintains confidentiality of parent and student information when conducts his/her duties in support of the members of the Association.
• Has a working knowledge of the Association bylaws and DOE A660 regulations.
16
Performance Review
2011-2012 Performance Review
17
Performance Review of 2011-2012Our Successes
Streamlined operations & monthly planning processes.
Engaged excellent speakers for the monthly meetings.
Performed timely and useful communication with parents.
Conducted efficient and successful fundraising events.
Paid for new school theater advanced lighting equipment.
Paid for all students’ sports uniforms and committed to do so
annually.
Contributed record-level funding to school & student programs
including Third Street Music and a full time teacher salary.
Contributed a yearend grant to the school to hire an additional
teacher.
18
Fundraising Activity Summary
SchoolYear
Donations(Direct appeal, Phone-a-thon, gift matches, grants)
Bardware(Includes Wine tasting, magazine and misc. fundraising)
Knowledge College
Gala &Auction
Total(Excludes misc. fundraising)
2005-2006 19,403 6,468 11,872 $38,109
2006-2007 30,367 1,191 21,316 $33,421
2007-2008 40,926 8285 13,155 $65,744
2008-2009 56,696 10,160 32,993 $101,390
2009-2010 66,992 5,192 7,415 28,531 $111,261
2010-2011 144,653 10,393 6,255 39,970 $219,345
2011-2012*
163,984 5,587 6,137 46,775 $229,000
2012-2013 ? ? ? ? ?
Total funds raised by the PTA for the school $797,521*Pending final accounting of June payables & receivables
19
Performance Review of 2011-2012 Our Near-Successes
• Volunteer organization, engagement, & tracking required
more data organization and communication.
• Engaging representative cross-section of the parent body
in PTA events and meetings continued to be a challenge.
• Event committee formation & operation was slow.
• Monthly review of budget accounts with school did not
take place until very late in the year.
• Website content to help guide parents to resources is still
limited.
20
2011-2012Community & Fundraising Events
Completed
1. Welcome-Back Pot Luck…………..…………..September2. Breakfast with the Principal ..………….….. September3. Direct Appeal Letter .………….………………..October4. Phone-a-thon …………………………….……November5. Faculty Appreciation Dinners….….November +April6. Knowledge College …………………February/March7. Spring Gala and Auction ………………………… April8. General membership meeting panels and speakers
Monthly
21
2011-2012 Monthly Topics & Highlights
Sep -Meet & greet, PTA Executive Board-Introduction to BHSEC PTA roles & activities + volunteer signup
Oct -How to succeed at BHSEC + Emotional and Physical health in Adolescent Years, Dr. Lerner+Sean Grover, LCSW-Deadline for Filing of I-990 tax forms with IRS
Nov -International Exchange & Study, StudentsJan -Early College, Leon Botstein
-Midyear Financial Update to BHSEC and DOE
Feb -Risk & Resilience, Jess Shatkin/NYU Child Study Center
-Form Nominating Committee
Mar -Academic Integrity Policy, SLT + FacultyApr -Parents’ Guide to Writing at BHSEC, Faculty
-Close nominations period, Begin Budget planning
May -Year 2 College Debrief, Student + Parent panel
-PTA and SLT Election + Propose new Budget
Jun -What to expect next year, Faculty
-Vote on Budget + Begin handover process.
22
Responsibilities
2011-2012 PTA Programs and Budget
23Programs
Program Annual Cost to
PTA
Reason to have it
Students Programs Sports, Theater, Planners, Yearbook, Graduation, Travel, Clubs & Activities, Scholarship
$26,800 Student life enrichment
Teachers/Principal College books, Library, Teaching Supplies, College Transfer Office.
$118,350 Defray cost of full time faculty.
School Facilities $8,000 Student life enrichment
Third Street Music $45,000 Defray cost of full time faculty.
Teacher Grants $5,000 Student life enrichment
Total $203,150
24
Budget
SchoolYear
StudentPrograms
Teachers / Principal Programs
PTA SponsoredPrograms*
PTAAdmin
SchoolFacilities
Total Budget
2010-2011 23,550 92,700 48,050 17,150 3,000 183,840
2011-2012 20,600 103,200 52,590 15,000 5,000 194,000
2012-2013
26,800 118,350
53,750 18,700 8,000 225,600
2010-2011
2011-2012
2012-2013
184,450
196,390
225,600
*Includes $45,000 for Third Street Music Settlement
25
The PTA Executive board role as a catalyst
SchoolParents
Students
PTA
Donors&
Volunteers
26
Creating a Win-Win SituationFor the School and the Parents
SchoolTeachers & Students
PTA
Donors
Volunteers,&
Parents+Studen
ts
27
Break
Next
CalendarOpen DiscussionAdjournment
28
Meeting Calendar
Meeting Date Meeting Date
Executive Board July 25, 2012 Executive Board Jan 3, 2013
Executive Board Aug General Jan 17, 2013
Executive Board Sept 6, 2012 Executive Board Feb 7, 2013
General Sept 20, 2012 General Feb 14, 2013
Executive Board Oct 4, 2012 Executive Board Mar 7, 2013
General Oct 18, 2012 General Mar 21, 2013
Executive Board Nov 1, 2012 Executive Board Apr 4, 2013
General Nov 29, 2012 General Apr 25, 2013
Executive Board Dec 6, 2012 Executive Board May 2, 2013
General Dec 13, 2012 General May 16, 2013Principal's Breakfast Sept 24 a.m. Leon Botstein - Nov 19, 2012 meeting with Parents 6:30 pmWu fund dinner February 8, 2013
Executive Board Jun 6, 2013
General Jun 13, 2013
29
Monthly Topic Calendar
Topic Date
Welcome Back Pot Luck and PTA meet & greet Sept 20, 2012
How to Succeed at BHSEC, with Dr. Lerner Oct 18, 2012
Sean Grover on Teen’s Adolescent Years Nov 29, 2012
* No general meeting * Dec 13, 2012
Parents’ Guide to Writing at BHSEC Jan 17, 2013
Dr. Jess Shatkin/NYU Child Study Center on Sleep Feb 14, 2013
Science Curriculum at BHSEC Mar 21, 2013
School Safety Presentation Apr 25, 2013
Year 2 College Search Debrief May 16, 2013
What to Expect next Year Jun 13, 2013
College Writing guide for parents - Adolescent Physical and Mental Health - Sean GroverInternational Student Exchange program - Science & Mathematics curriculum nightRisk & Resilience, Jess Shatkin/NYU -
30
2012-2013Community & Fundraising Events
1. Welcome-Back Pot Luck…………..…………..September2. Breakfast with the Principal ..………….….. September3. Direct Appeal Letter .………….………………..October4. Wine & Scotch Tasting ...………………..October5. Phone-a-thon …………………………….……November6. Faculty Appreciation Dinners….….November +April7. Spring Gala and Auction ………………………… April8. General membership meeting panels and speakers Monthly
31
2012-2013Procedural Events
July Handover and transition meeting #1Transfer of Accounts, Duties, etc.Plan the upcoming year meeting and event dates Finalizing and closing the books for the prior fiscal
year
August Handover and transition meeting #2Finalize the calendar, assign monthly responsibilitiesCommittee formation and interim chairmanshipsPlan the Welcome Back Pot Luck
September Give Final Quickbooks P&L to accountant for 990 filing
Introduction to BHSEC PTA roles & activitiesVolunteer signup for CommitteesAccept nominations for open PTA positions + 9th
Grade SLT
October Deadline to sign and file of I-990 tax forms with IRSClose nominations.Conduct Elections for open PTA positions + 9th Grade
SLT
32
2012-2013Procedural Events
January Submit Midyear Financial Update to BHSEC and DOE
February Form Nominating Committee for 2013-2014 PTA elections
March Form Budget Committee
April Close nominations period Begin Budget planning
May Conduct PTA and SLT ElectionsPresent the PTA Proposed 2013-2014 Budget
June Vote on PTA Proposed BudgetBegin handover process.
33
Ready to build a strong team?Discussion
2009
2010
20112012
2013
Open Discussion