Parent Teacher Organization

The President presides over meetings for the BFA PTO and Executive Officers. The President serves as the primary contact for the Principal, represents BFA PTO at meetings outside of the BFA PTO, serves as a voting member of all BFA PTO committees and coordinates the work of all the Executive Officers and committees serving the organization. The President is also responsible for communicating with the Principal, Assistant Principals and the BFA Board. The President is responsible for confirming that the BFA PTO annual taxes are properly prepared and filed. The President is responsible for all filings with the Colorado Secretary of State. The President must approve any contract for the BFA PTO entered into by an Executive Officer. The President may be subject to a background check.

The Vice President assists the President and the PTO Board in the administration of all BFA PTO duties. In the absence, resignation or inability of the President to serve, the Vice President will have the power to perform the duties of the President. The Vice President is responsible for designing and implementing the PTO’s volunteer appreciation program. The Vice President is the point person for implementation of the BFA directory.

The Treasurer should have a background in accounting, finance or a similar discipline. The Treasurer receives all funds on behalf of the PTO as well as keeps an accurate record of receipts and expenses. The Treasurer will pay out funds in a timely manner and in accordance with the approval of the Executive Officers Board. In addition, he/she will prepare financial statements and serve as the financial advisor for all fundraisers and fund disbursements. The Treasurer will work with the Executive Officers to prepare a budget and ensure it is distributed to all Executive Officers in a timely manner. The Treasurer will also ensure annual taxes are filed on time, including contacting a CPA, as needed. In the event of a financial audit, the Treasurer will serve as the primary contact.

The Secretary keeps records and minutes of all meetings. The Secretary maintains files of all minutes, agendas and voting records. The Secretary is also responsible for the maintenance of the vote list. The Secretary will make the minutes and vote list available to be published on the BFA web page within seven (7) days of the meeting. The Secretary will take attendance at all meetings, as well as maintain a current list of contact information for Executive Officers and Committee Chairs of the BFA PTO. The Secretary is responsible for ensuring that the Communication and Conflict Resolution Policy and Conflict of Interest Policy are completed by all Executive Officers and Chairs of the BFA PTO.  The Secretary manages the election process each year and ensures that any background checks are completed, if needed.

The Fundraising Coordinator is the administrator for all K-8th grade fundraising chair positions of the BFA PTO. The Fundraising Coordinator plans, organizes, promotes, implements, and evaluates all campaigns and activities related to the goal of raising money for BFA and its students. The Fundraising Coordinator maintains the annual plan for fundraising for the entire school. The Fundraising Coordinator will establish an event procedure for each event. The Fundraising Coordinator will also develop, appoint, organize, and help execute any volunteer committees associated with any K-8th fundraisers. The Fundraising Coordinator oversees and provides supervision and guidance to fundraising committees as they complete their necessary tasks.

The Room Parent Coordinator is the administrator for all room parent activities. The Room Parent Coordinator will update and submit the training manual each year and train all the BFA room parents. She/he will recruit and support all BFA room parents for grades K-5. The Room Parent Coordinator is responsible for ensuring consistency in all classrooms with regard to classroom parties, activities and general communication to classroom parents. The Room Parent Coordinator is responsible for ensuring that each child in the school has a field day t-shirt size recorded.

The Social Coordinator oversees and manages the Social Events of the PTO including: Franklin Festival, Ben Franklin’s Birthday, Sweetheart Ball, Spring Social, Field Day and 8^th Grade Dinner and Graduation. The Social Coordinator is responsible for working closely with the event manager, vendors and any other parties involved with the events. They also schedule dates, in collaboration with the PTO Board, for all PTO Social Events prior to the school year.

Recognizes staff birthdays throughout the year. Can be done mostly from home. Averages 1-1/2 hours per month.

Addresses and distributes birthday cards to all the faculty and staff at BFA. Puts together around 90 cards and brings them to the front office to be distributed in the appropriate boxes on a monthly basis. Responsibilities include: contacting the front office to get a list of birthdays; purchasing, addressing and distributing birthday cards; purchasing gift cards to include in each card; bringing the cards in on a monthly basis to school to be distributed.

Organizes monthly restaurant spirit nights. Works with President and Marketing Committee Manager to promote spirit nights through newsletter, flyers and signage, and social media. Can be done ahead of time and mostly from home.

Organizes fundraising opportunities at local restaurants, ensuring that we get the best percentage possible. Tracks past restaurant nights to determine which are the most successful. Helps ensure restaurants send proceeds, as promised. Organizes the events in a timely manner and communicates them to the Officers, social media and marketing volunteers.

Plans and organizes annual teacher and staff appreciation week celebration. Along with Baking Committee Chair, coordinates staff meals for back to school night and parent-teacher conferences. Averages 2 hours per month. August, October, February, and May are higher but still under 10 hours.

Recognizes school staff/teachers throughout the year by organizing events as well as Staff Appreciation Week (as determined) and Teacher Appreciation Week (as determined). Chair will coordinate meals/baking items with the Baking Committee. Works closely with room parents to organize Staff and Teacher Appreciation recognition to ensure effective communication to families as well as gift collections and distributions.

Responsible for running used uniform sales and managing used uniform inventory. Reports uniform sales and transactions along with PTO profit and seller profit amounts. Works closely with PTO Treasurer. Averages 20 hours per sale (2 times per year).

Organizes two or more used uniform sales throughout the year. Updates all forms and fliers; ensures the sales are well communicated and marketed and that the appropriate documents are posted online. Also, ensures that accurate records of transactions are sent to the PTO Treasurer in a timely manner for processing. Receives and tracks all uniforms to be sold with the appropriate paperwork. Maintains inventory and/or donates/returns items not sold, per the customer’s request.

Develops and organizes annual PTO virtues awareness program.  Decorate Virtues Bulletin Board with the Virtue of the Month.  Update the Board Bolt Bulletin Board with quarterly Board Bolt winners.  Averages 2 hours per month.

Works with BFA Yearbook Advisor, Director of Communications and BFA yearbook staff. 

Organizes and promotes yearbook sales & ad sales. Acts as a liaison between the yearbook advisor and the school community. Helps get photos from the BFA community, and works with the Room Parent Coordinator and the Social Coordinator with photos from events. This chair requires ongoing communication and support for the yearbook advisor and the PTO. This position steps in to photograph school events as needed.

Manages list of Baking Committee volunteers and communicates asks/needs, by email and social media, of Baking Committee. Can be done mostly from home. Averages 3 hours per month.

Determines which Ben Franklin Academy parents wish to volunteer for the Baking Committee and maintains current communication lists (Gmail, Signup Genius). Handles requests for school-wide food/beverage support from PTO Officers and Ben Franklin Academy personnel and communicates these volunteer opportunities to interested parents in a timely manner. Handles requests for individual family hardship meals from the PTO President and communicates these volunteer opportunities to the Baking Committee. Ensures all requests are adequately covered and communicates to the Officers if there is an issue.

Oversees Ben’s Brigade volunteer group. Evening and weekend hours. Averages 4 hours per month.

Ben’s Brigade is a parent group within the PTO focused on gathering the skills, talents and professions from the BFA Community to help with various maintenance and or/other projects for the school. The Manager schedules, organizes, and promotes events for the Committee and is the point of contact for Ben’s Brigade. Any questions or suggestions about the committee will be directed to the Manager. The Manager will be responsible for reporting the progress of the Committee and its intended work dates to the PTO. The Manager is required to attend monthly PTO meetings.

Responsible for updating the PTO bulletin board monthly.  Averages 3 hours per month.

The PTO Bulletin Board Committee Manager is responsible for designing and decorating the PTO bulletin board at the beginning of each month (approximately 3 hours per month). This role also maintains the enclosed display case in the front hall, highlighting the Volunteer of the Month, showcasing school sponsors, and incorporating the theme of the school year. The position helps keep our school community informed, recognized, and visually celebrated throughout the year. 

Manages PTO’s online store at MySchoolBucks. Set up Raise Right, new products as needed, and enables/disables items at appropriate times. Provides reports to event chairs, PTO Treasurer, and others, as needed. Work mostly done from home. Averages 5 hours per month.

Manages the BFA online store run by the PTO. Works with various other PTO Coordinators and Chairs to provide customized reporting and data downloads from the store database. Acts as the top-level troubleshooting and contact with Volusion support for issues and problems encountered in the store. Helps other PTO Coordinators and Chairs with training on various aspects of the online store. Builds products in the store and/or assists with creation of new products. Updates Access reporting system as necessary. Assists with store related requests and services as necessary. 

Manages PTO webpage

Manager should have familiarity with website technologies and be comfortable with downloading data and importing it in various forms (Access, Excel, etc.). Posts documents to the PTO website as needed. Works with the Director of Communications.

Organizes and executes the PTO’s Fall social event. Works closely with Social Coordinator. Seasonal position. Averages 30 hours per month, July-September only.

Oversees the planning and execution of the annual BFA Franklin Fest, usually held in late September. Works closely with the PTO Social Coordinator and requests assistance from other PTO Chairs and Coordinators to arrange event details.

Assists the Fundraising Coordinator with all things Fundraising.

The Fundraising Assistant will be the right hand (wo)man to the Fundraising Coordinator. They will support the Fundraising Coordinator and other PTO members with thing such as Spirit Wear, Spirit Rock, Spirit Nights, Sponsorship, Raise Right, the online auction, annual fundraiser and more.

(1) Prepares, prints, and distributes PTO flyers and sandwich board signs. Graphic design or flyer making experience helpful. (2) Compiles and submits PTO’s weekly articles for the Principal’s Thursday newsletter. Creative writing and/or Microsoft Word experience helpful. (3) Picks up flyers and print shop [Tuesday] and distributes into teacher mailboxes [Wednesday AM].

THIS POSITION CAN BE DONE BY ONE PERSON OR SPLIT INTO THREE ROLES. Work is mostly done from home. In total, averages 5 hours per month except 15 hours per month in August and September and 30 hours in October.

Works closely with the President. Promotes upcoming PTO events and programs. This chair needs to be in contact with various Committee Chairs and Coordinators of the PTO to provide updates for the parent community regarding events and programs. Responsibilities include designing and printing flyers for events; sorting and distributing flyers into teacher in-boxes by Wednesday noon; and placing event flyers in the locked glass display near office. This individual also creates event posters to be placed on the carpool sandwich boards and emails the middle school vice principal, the PTO Web Page Committee Manager and the Social Media Committee Manager the event flyer PDFs for that weeks’ events. In addition, this individual compiles and submits the PTO articles for the Principal’s weekly newsletter.

Runs Raise Right gifting program in December and April/May. Works closely with Online Store Committee Manager and President. Spreadsheet experience is critical. Can be done from home. Seasonal position. Averages 30 hours per Raise Right program (Nov/Dec and Apr/May).

Works with the PTO Board to set schedules for each Raise Right event. Works with the Marketing Committee Manager to create media for each Raise Right event. Compiles data on staff totals and communicates those totals to the staff and then orders staff gift cards. Prepares cards and gift cards and manages distribution to staff.

Promotes PTO and PTO events on social media weekly or as needed. Can be done from home. Averages 1- 2 hours per month.

Updates the BFA PTO Facebook page regarding PTO events. Assists with coordinating all social media timelines for PTO events and posts.

Manages scheduling and payment of PTO’s spirit rock. Can be done mostly from home. Averages 1-1/2 hours per month.

Monitors and maintains the SignUpGenius for the Spirit Rock. Ensures payments are made in a timely manner by sending payment reminders, when necessary. Acts as the contact person for any information needed about the rock. Paints the rock with BFA stencil when rock is unrented for more than 3 rental days in a row.

Manages sale and inventory of PTO’s spirit wear. Coordinates in-person sales 2-3 times per school year and online sales 2 times per year. Inventory can be stored in PTO shed but it’s helpful if you can store at your own house. Works closely with President, PTO Treasurer, and Online Store Committee Manager. Averages 5 hours per month. 10 hours in August and October (back to school and parent-teacher conferences).

Updates the ​MySchoolBucks website with product information. Checks email for order emails and customer inquiries​. Fills and delivers orders. Processes exchanges. Runs monthly reports from the store website to ensure that all orders placed have been filled. Manages inventory for existing and new spirit wear items, which includes ordering new items or restocking existing items with local and online vendors. Forwards vendor invoices with proper forms to PTO Treasurer for payment. Sells spirit wear merchandise at school events (Registration, Back to School Night). Ensures that spirit wear to be worn at school conforms to BFA Board of Directors Uniform Policy.

Executes PTO’s sponsorship programs. Creates sponsorship package offerings and sells to potential sponsors throughout BFA and the local community. Seasonal position. Most work happens in the early Fall.

Works with Fundraising Coordinator to create sponsorship package offerings. Contacts prior sponsors and solicits new sponsors to determine current interest. Acts as the contact for all secured sponsors, including collecting checks and logos from them. Displays signage during pre-set time frames, coordinates additional social media recognition, and displays logos in school lobby per sponsorship package commitments.

Organizes and executes the PTO’s Spring social event. Responsible for planning, recruiting volunteers, and set up and tear down of event. Works closely with Social Coordinator. Great position to co-chair. Seasonal position. Averages 30 hours in the month of the event.

Oversees the planning and execution of the annual BFA Spring Social (formerly called the Mother/Son Event), usually held in April. Works closely with the PTO Social Coordinator, as well as requesting assistance from other PTO Chairs and Coordinators to arrange the details of the event.

Organizes and executes the PTO’s Winter (dance) social event. Responsible for planning, recruiting volunteers, and set up and tear down of event. Works closely with Social Coordinator. Great position to co-chair. Seasonal position. Averages 30 hours in the month of the event.

Oversees the planning and execution of the annual BFA Sweetheart Ball (formerly called the Father/Daughter Dance), usually held in February. Works closely with the PTO Social Coordinator, as well as requesting assistance from other PTO Chairs and Coordinators to arrange the details of the event.

Serves as point of contact for families new to BFA. Plans Fall new family social and two Moms Night Out events during the school year. Averages 1 hour per month. August, November, and February higher but still under 5 hours per month.

Promotes upcoming PTO events and programs. This chair needs to be in contact with various Committee Chairs and Coordinators of the PTO to provide updates for the parent community regarding events and programs. Responsibilities include emailing new families as they join BFA; coordinating new family events/forums; and attending new family events.