1. education
2. school

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MISSION, PERFORMANCE, AND GOALS
PRESENTATION TO THE 2012-2013 PTA EXECUTIVE BOARD
ABE SULEIMAN
JULY 25, 2012
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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
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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
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The Parent Teacher Association of Bard High School Early College
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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.
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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.
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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.
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Position
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.
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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.
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Position
Responsibilities
Treasurer Performs fiduciary duties that include:
(Core)
• 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.
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Position
Responsibilities
Budget
Officer
• Monitors PTA spending and income against budget limits
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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.
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Position
Responsibilities
Recording
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.
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Position
Responsibilities
Corresponding
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.
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Position
Responsibilities
Every 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.
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Our Successes
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Streamlined operations & monthly planning processes.
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Engaged excellent speakers for the monthly meetings.
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Performed timely and useful communication with parents.
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Conducted efficient and successful fundraising events.
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Paid for new school theater advanced lighting equipment.
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Paid for all students’ sports uniforms and committed to do so annually.
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Contributed record-level funding to school & student programs
including Third Street Music and a full time teacher salary.
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Contributed a yearend grant to the school to hire an additional teacher.
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Knowledge
College
Gala &
Auction
Donations
Bardware
(Direct appeal, Phonea-thon, gift matches,
grants)
(Includes Wine
tasting, magazine and
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
School
Year
2012-2013
?
?
Total funds raised by the PTA for the school
*Pending final accounting of June payables & receivables
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Total
(Excludes misc.
fundraising)
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$797,521
Our Near-Successes
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• 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.
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1.
Welcome-Back Pot Luck…………..…………..September
2.
Breakfast with the Principal ..………….….. September
3. Direct Appeal Letter .………….………………..October
4. Phone-a-thon …………………………….……November
5.
Faculty Appreciation Dinners….….November +April
6. Knowledge College …………………February/March
7. Spring Gala and Auction ………………………… April
8.
General membership meeting panels and speakers
Monthly
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Sep
Oct
Nov
Jan
Feb
Mar
Apr
May
Jun
-Meet & greet, PTA Executive Board
-Introduction to BHSEC PTA roles & activities + volunteer signup
-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
-International Exchange & Study, Students
-Early College, Leon Botstein
-Midyear Financial Update to BHSEC and DOE
-Risk & Resilience, Jess Shatkin/NYU Child Study Center
-Form Nominating Committee
-Academic Integrity Policy, SLT + Faculty
-Parents’ Guide to Writing at BHSEC, Faculty
-Close nominations period, Begin Budget planning
-Year 2 College Debrief, Student + Parent panel
-PTA and SLT Election + Propose new Budget
-What to expect next year, Faculty
-Vote on Budget + Begin handover process.
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Program
Annual Reason to have it
Cost to PTA
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
Third Street Music
Teacher Grants
Total
$8,000 Student life enrichment
$45,000 Defray cost of full time faculty.
$5,000 Student life enrichment
$203,150
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School
Year
Student
Program
s
Teachers /
Principal
Programs
PTA
Sponsored
Programs*
PTA
Admin
School
Facilities
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
26,800
118,350
53,750
18,700
8,000
225,600
2012-2013
*Includes $45,000
for Third Street
Music Settlement
2012-2013
2011-2012
2010-2011
225,600
196,390
184,450
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Calendar
Open Discussion
Adjournment
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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, 2013
Executive Board
Jun 6, 2013
General
Jun 13, 2013
Principal's Breakfast Sept 24 a.m.
Leon Botstein - Nov 19, 2012 meeting with Parents 6:30 pm
Wu fund dinner February 8, 2013
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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
International Student Exchange program
Risk & Resilience, Jess Shatkin/NYU
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Adolescent Physical and Mental Health - Sean Grover
Science & Mathematics curriculum night
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1.
Welcome-Back Pot Luck…………..…………..September
2.
Breakfast with the Principal ..………….….. September
3. Direct Appeal Letter .………….………………..October
4. Wine & Scotch Tasting
...………………..October
5. Phone-a-thon …………………………….……November
6. Faculty Appreciation Dinners….….November +April
7. Spring Gala and Auction ………………………… April
8.
General membership meeting panels and speakers Monthly
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July
Handover and transition meeting #1
Transfer 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 #2
Finalize the calendar, assign monthly responsibilities
Committee formation and interim chairmanships
Plan the Welcome Back Pot Luck
September
Give Final Quickbooks P&L to accountant for 990 filing
Introduction to BHSEC PTA roles & activities
Volunteer signup for Committees
Accept nominations for open PTA positions + 9th Grade SLT
October
Deadline to sign and file of I-990 tax forms with IRS
Close nominations.
Conduct Elections for open PTA positions + 9th Grade SLT
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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 Elections
Present the PTA Proposed 2013-2014 Budget
June
Vote on PTA Proposed Budget
Begin handover process.
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2012
2011
2010
2009
2013