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MISSION, PERFORMANCE, AND GOALSPRESENTATION TO THE 2012-2013 PTA EXECUTIVE

BOARD

ABE SULEIMANJULY 25 , 2012

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Welcome

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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

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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

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Mission

Mission of the Bard High School Early College PTA,

Duties of the Executive Board Mission, andOfficer Roles and Responsibilities

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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.

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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.

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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

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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.

Board member Roles & Responsibilities

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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.

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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.

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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.

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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.

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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.

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Performance Review

2011-2012 Performance Review

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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.

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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

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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.

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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

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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.

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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

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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

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The PTA Executive board role as a catalyst

SchoolParents

Students

PTA

Donors&

Volunteers

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Creating a Win-Win SituationFor the School and the Parents

SchoolTeachers & Students

PTA

Donors

Volunteers,&

Parents+Studen

ts

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Break

Next

CalendarOpen DiscussionAdjournment

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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

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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 -

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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

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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

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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.

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Ready to build a strong team?Discussion

2009

2010

20112012

2013

Open Discussion