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The Board of Directors are responsible for their individual committee responsibilities, as well as attending monthly Board Meetings. The Board governs the PTO by creating and voting on action items and expenses related to school events and programs.
The President shall serve as the Chief Executive Officer of the PTO and shall preside at all meetings of the Board of Directors. The President shall be a member ex-officio of all committees and may delegate duties and tasks as needed. The President acts as a liaison between the PTO and the school Principal and administration. The President helps the school and the PTO operate as a cohesive unit.
The President-Elect will serve in a training position to assume the office of President of the PTO the following year.
The First Vice President shall serve as an aide to the President, and shall act as President if the President is unable to act for any reason. The First Vice President shall serve as the Chairperson of the Nominating Committee and perform such functions as shall be delegated by the President or Board of Directors.
The Secretary shall keep an accurate record of all general meetings of the PTO and the Board of Directors, and shall perform other duties as may be delegated.
The Treasurer shall serve as the Chief Financial Officer of the PTO. The Treasurer shall also be in charge of PTO funds and shall keep an accurate record of such receipts and expenses.
The Treasurer-Elect will serve in a training position to assume the office of the Treasurer the following year. The Treasurer-Elect assists the Treasurer, as needed, and shall serve on the Treasurer’s behalf should the Treasurer be unavailable.
The Business Sponsor Coordinator(s) shall be responsible for soliciting funds from individuals and businesses within the community to raise money for Brennen to focus on its mission. The Business Sponsor Coordinator(s) are also responsible for the coordination of committees that directly solicit individuals and businesses for funds and will solicit merchandise that will be used for programs and special events or projects. The Coordinators will liaise with the Treasurer on financial matters as it relates to business sponsors and with the Communications & Publicity Committee on matters pertaining to marketing on the website and social media.
The Communications and Publicity Coordinator shall chair the Communications and Publicity Committee and shall be responsible for the creation and distribution of the PTO e-blast. The coordinator shall assist with the creation and distribution of publicity for programs and special events, as requested by the various committee coordinators.
The Fundraising Coordinator is responsible for the coordination of any activity whose main purpose is to raise funds for the Brennen PTO. The Fundraising Coordinator shall coordinate existing fundraising activities for programs which further the mission of the PTO. The Fundraising Coordinator shall annually evaluate the fundraising goals of the PTO and develop new fundraising opportunities. The Fundraising Coordinator shall assist as needed with all programs and may designate individual committee chairs as necessary.
The Grounds Beautification Coordinator shall be responsible for overseeing the grounds of the school, as well as implementing and coordinating school beautification projects.
The Historian is responsible for assisting Brennen in organizing archives and recording events of the school year in the yearbook. The Historian and any committee members shall try to attend as many school events as possible to collect pictures. The Historian will also work with teachers and homeroom parents to collect pictures for the yearbook.
The Hospitality Coordinator is responsible for coordinating hospitality at all events that are sponsored by the Brennen PTO. The Hospitality Coordinator will directly assist the President and the Principal to plan and implement this function at all events.
The Membership Coordinator shall chair the membership committee and is responsible for the PTO’s annual membership drive.
The Special Events Coordinator is responsible for the coordination of events that occur once a year and whose main purpose is program-oriented, notwithstanding such events that will generate revenue for the PTO. The Special Events Coordinator shall assist with all special events as needed and may designate tasks to individual committee chairs as necessary.
The Volunteers Coordinator shall chair the Volunteers committee. The Coordinator is responsible for the staffing of various programs and projects serving Brennen Elementary. The Volunteer Coordinator shall coordinate and distribute names of volunteers to the various committee chairs.
The Fundraising Committees are responsible for raising the income necessary to fund all PTO projects and events. These committees help bring in the money to support the PTO’s mission. All of the following fundraising committees help the PTO set and reach its yearly fundraising goals by identifying and engaging business sponsors, growing the PTO’s Membership contributions, and supporting the PTO’s fundraisers. All of these Committee Chairs report to the Fundraising Coordinator, who sits on the Board of Directors.
The Auction Coordinator(s) will be responsible for the overall planning of the event, from start to finish. The Auction Coordinators will secure a location, all associated vendors, generate donation leads, procure items for bidding, and create an auction catalog. The Auction Coordinators will also arrange items at item pickup by bidder number for a quick and easy checkout and shall be responsible for sending thank-you letters with tax deductible information. The Auction Coordinator(s) may designate individual committee coordinators as necessary.
Coordinator Time Commitment: 1-2 hours per month in Fall. 1-2 hours per week from January until time of event.
Number of Volunteers Needed: Most volunteers are needed the week and day of the event. We will need lots!
Description of Volunteer Duties and Expected Time Commitment: The types of volunteer duties range from taking tickets at the door, helping assist with Silent Auction sign-up details, setting up the event, cleaning up afterwards, as well as helping the Chairs gather items and take them to the event location the week and day of the event.
The Bookworms Read-a-Thon is a fundraiser for Brennen Elementary that promotes and encourages literacy while raising money to enhance our mission. The Bookworms Coordinator will be responsible for communicating with PledgeStar to initiate the event, advertising the event via social media and flyers, ensuring students are signing up for the fundraiser, and monitoring and troubleshooting the Read-a-Thon during the duration of the event. The coordinators will monitor funds raised during the event, provide updates to teachers/student body/parents through various channels, and submit deposits of any cash received. The coordinators are also responsible for planning and executing details pertaining to the school-wide celebration following the Bookworms event.
Coordinator Time Commitment: 20+ hours during the month of the Bookworms event.
The Fall Fundraising Coordinator shall be responsible for the coordination of a fall fundraising event to raise funds for the Brennen PTO. The Fall Fundraising Coordinator shall annually evaluate the fundraising goals of the PTO and develop new fundraising opportunities each year. The Fall Fundraising Coordinator will be responsible for all details related to the selected event from beginning to end.
Coordinator Time Commitment: 5-6 hours over the summer and then 15-20+ hours during the event.
Brennen Elementary has partnered with several organizations that give back to our school a percentage of qualifying purchases. The Give Back Partners and Restaurant Percent Nights Coordinator will detail how this process works to parents and market/advertise how to participate in these rewards programs.
Coordinator Time Commitment: Coordinator schedules 2 spirit nights per month during the school year, spends an average of 1-2 hours per month coordinating/following up with restaurant managers, and distributing marketing materials.
School Toolbox is a company that ships teacher identified school supplies directly to Brennen Elementary. The School Toolbox Coordinator will be responsible for unpacking and distributing delivered supplies to each assigned classroom in August prior to the start of school. In January/February, the coordinator shall gather each grade level supply list from teachers for the next school year. This list will then be sent to the School Toolbox Representative. The flyer will need to be created, printed and distributed at Kindergarten Orientation. Each quarter, the coordinator is also responsible for asking grade level heads if supplies need to be replaced, and then sends supply replacement requests to the School Toolbox Representative. Once replacement supplies are received, the coordinator will put them in the respective teacher’s box.
Coordinator Time Commitment: 4-5 hours in August and 1-2 hours in January/February. Busiest time of year is at the beginning of August.
Number of Volunteers Needed: 5-8
Description of Volunteer Duties and Expected Time Commitment: One time only. Volunteers are needed in August before school starts to unpack supplies and deliver them to teacher’s classrooms.
Part of the mission of the Brennen PTO is to provide free events for our Bulldog families throughout the school year. The Special Events committees for the PTO organize special activities and events throughout the school year that focus on fun and education. These Committee Chairs report to the Special Events Coordinator, who sits on the Board of Directors.
The Daddy/Daughter Dance is usually held in February and is paid for by the PTO. The coordinator for this event will secure the location, any necessary rentals, decorations, the DJ and food for the event. The coordinator can enlist the help of committee members to assist with the execution of this event.
Coordinator Time Commitment: 1-2 hours per month.
The Fall Family Movie Night is usually held in the Fall at Memorial Stadium. The event is free to all Brennen families. The coordinator is responsible for securing the location, setting and confirming the date, obtaining a movie license, purchasing snacks to be sold at the event, and any decorations. The coordinator will be responsible for obtaining committee members to assist with the execution of this event.
Coordinator Time Commitment: 1-2 hours per month up until the event. 1-2 hours per week the month of the event.
Number of Volunteers Needed: 20 volunteers the night of the event.
Description of Volunteer Duties and Expected Time Commitment: 1-1.5 hour shift per person. Volunteer duties include event set up, selling concessions, monitoring the field to ensure no food/candy/drinks enters the football field, and/or cleaning up the event.
The Fifth Grade Social Coordinator will plan an end of year party for our 5th Grade graduates. The event is free and held by the Brennen PTO and will be located in Brennen’s gymnasium. The Coordinator will also help arrange pick up and delivery of the 5th grade promotion yard signs for each student.
Coordinator Time Commitment: 10-15 hours
Number of Volunteers Needed: 10-15 around day of the event.
The Fireflies Family Night Coordinator is responsible for planning a spring event for all Brennen families at Segra Park. There is a small fee associated with this event, but at a discounted rate. The coordinator will plan the event directly with the Fireflies organization, work with Brennen’s Social Media Coordinator to post online, paint the boulder, get the mascot, etc.
Coordinator Time Commitment: 3-4 hours
Brennen Elementary hosts an Open House in March for all new students to Brennen. This is mainly intended for rising Kindergarteners but we also welcome any other new students (moved here during the year or maybe a child who did private 5K and coming to the Brennen for the first time). Open House is the perfect way for kids to tour the school, meet teachers and administrators, and for parents to receive registration and PTO information. The coordinators for this committee will be responsible for all details related to hosting the event and marketing to the general public.
This committee is also responsible for providing school tours several times throughout the year to interested families.
Coordinator Time Commitment: 1-15 hours total (year round commitment)
Number of Volunteers Needed: 10 volunteers for Open House
Description of Volunteer Duties and Expected Time Commitment:
Brennen Elementary School hosts a back to school Meet & Mingle event for all Brennen families. This event allows families the opportunity to meet their child’s teacher before school begins. This committee is responsible for planning and executing the event in August, several days before school officially starts. The coordinator may enlist the help of additional committee members to assist with the event.
Coordinator Time Commitment: 6 hours
Number of Volunteers Needed: 4-6
Description of Volunteer Duties and Expected Time Commitment:
Brennen PTO hosts a free event for all boys and their moms/VIPs. Types of events held in the past are Bingo Night, Glow Party or Fireflies Event. The coordinator is responsible for organizing the event and enlisting the help of committee members to execute responsibilities related to the event.
Coordinator Time Commitment: 1-2 hours per month leading up to the event.
The RCA House Liaison shall be responsible for planning and executing Brennen’s Annual House Reveal Day at the beginning of the school year for all kindergarteners, 1st graders and new students. The RCA House Liaison will also be responsible for attending quarterly house meetings and reporting any pertinent information back to the Board.
Coordinator Time Commitment: 3-4 hours in July/August. 1 hour per quarter.
Number of Volunteers Needed: 10-15 for House Reveal Day
Description of Volunteer Duties and Expected Time Commitment: one time event in September. Volunteers would be needed the day of the event to help assist teachers and students.
VIP Day is an event in January to recognize a person(s) in our child’s life who is very important to them (like grandparents or special friends). The VIP Coordinator will create, print and distribute the invitation, coordinate logistics for VIP Day set up with the administration, work directly with the Communications & Publicity Committee and the Bulldog Boulder Coordinator. The VIP Coordinator will work with teachers and administrators to determine the schedule per grade and communicate the event to Brennen families.
Coordinator Time Commitment: 12 hours
Number of Volunteers Needed: minimum of 14 (plus 5th grade friendly helpers)
Description of Volunteer Duties and Expected Time Commitment: Volunteers will have various jobs on the day of the event including, but not limited to, checking in guests, escorting guests to various classrooms, serving coffee/donuts, driving golf cards to transport guests from cars to school, etc. Some volunteers work in 2.5 hour shifts, while others work the entire 5 hours of the event.
The PTO’s Support and Operational Committees develop and execute plans to support both our faculty and families in various capacities. These committees, as outlined below, support the school and administration in its efforts to improve school operations.
The Book Vending Machine Coordinator will work directly with the book distributor to order books for the vending machine, as well as tokens to be distributed for students’ use. The coordinator keeps the machine filled at all times and monitor the proper amount of tokens on hand at any given time. The Book Vending Machine Coordinator will also outline the schedule for teachers and the process as to how/when students are able to use their token in the vending machine to get a
book. The Book Vending Machine Coordinator will also be responsible for working with any volunteers working in the front office to ensure they are trained appropriately.
Time Commitment: On average, 2-4 hours per month. Busiest times are July/August and January/February, when book shipments arrive.
Number of Volunteers Needed: 1 volunteer each Friday morning from 9am to 11am
Description of Volunteer Duties: Volunteers would assist in the front office every Friday morning. Teachers send students with their tokens to retrieve a book from the vending machine. The volunteer’s responsibility would be to assist students with their tokens, explaining how to work the machine, and to open the machine when an error occurs. Directions and training will be provided.
The Bulldog Boulder is located at the front entrance of Brennen Elementary School and is used to promote school spirit and advertise special events or school programs. The Bulldog Boulder Coordinator is responsible for keeping a calendar/sign-up available for teachers, administration, and PTO committees to advertise on the Bulldog Boulder. The Bulldog Boulder Coordinator will also keep an updated list of willing artists and their contact information for individuals to use should they need assistance painting the boulder.
Time Commitment: 1-2 hours per month. Setting up the Signup Genius/calendar in July/August takes the most time.
In an effort to provide equity amongst the classes, a committee structure has been put in place at the request of the teachers. The 5th Grade committee will consist of one or two Coordinators, as well as a Treasurer. The 5th Grade Committee Coordinator will be responsible for coordinating all teacher gifts, planning, and purchasing items for 5th Grade class parties, communicating with all 5th Grade Homeroom Parents, and the 5th Grade Treasurer.
In an effort to provide equity amongst the classes, a committee structure has been put in place at the request of the teachers. The 4th Grade committee will consist of one or two Coordinators, as well as a Treasurer. The 4th Grade Committee Coordinator will be responsible for coordinating all teacher gifts, planning, and purchasing items for 4th Grade class parties, communicating with all 4th Grade Homeroom Parents, and the 4th Grade Treasurer.
Brennen Elementary collects unclaimed items in an area designated as Lost and Found throughout the school year. It is the responsibility of the Lost and Found Coordinator to collect unclaimed items, organize them, hang up items as needed, display them at special events and school programs, and advertise to parents when/where items will be located to be claimed. The Lost and Found Coordinator will donate all unclaimed items at least twice a year, after working with school administration and advertising to parents the date of planned donation.
Coordinator Time Commitment: 30 min per week.
The Outdoor Garden Coordinator reports to the Grounds Beautification Coordinator. The coordinator will be responsible for coordinating the upkeep of the grounds designated for the outdoor classroom with Richland One (and/or a landscaper), and provide the supplies needed by teachers for their curriculum (as needed).
Coordinator Time Commitment: 1-2 hours per month
Number of Volunteers Needed: 3-4
The Social Media Coordinator rolls up under the Communications & Publicity Committee and is responsible for the distribution of PTO related content on the PTO Instagram and Facebook pages. The Social Media Coordinator is in contact with each Committee Chair throughout the year to publicize PTO programs, events, and news. Committee Chairs design their own content, occasionally with the assistance of the Social Media Coordinator. There are times where the coordinator also posts school-related content, at the request of staff or administration. Brennen Elementary’s social media is handled by the Librarian and is separate and apart from the PTO’s social media platforms.
Coordinator Time Commitment: 1-2 hours per week. Busiest times of the year are in August/September, and around any fundraisers and the spring Auction.
The Special Days Coordinator will be responsible for planning events and providing gifts for staff and administration for celebrated school-related holidays throughout the calendar year. The coordinator is responsible for obtaining a calendar from the administration for the identified holidays and purchasing/packaging gifts for each staff member on behalf of the PTO.
The Special Days Coordinator will also keep a supply of birthday essentials for students (plates, napkins, drinks, treats) whose parents/guardians may not physically or financially be capable of providing treats for the child’s class. The coordinator shall be responsible for keeping an inventory of these items and restocking when necessary.
The coordinator shall also plan a lunch twice a year for all support staff on behalf of the PTO.
Time Commitment: 1-2 hours per month.
Time Commitment: 4-5 hours in the summer and in January. Additional 1-2 hours per month.
Number of Volunteers Needed: 2 volunteers at every event spirit wear is sold.
Description of Volunteer Duties and Expected Time Commitment: volunteers are needed to sell spirit wear at various events throughout the year. These volunteers would help collect money and distribute the items purchased. 1-2 hours at each event, as needed.
The Website Coordinator rolls up under the Communications & Publicity Committee, and creates and edits all content on the PTO’s website. The Website Coordinator will liaise with the Communications and Publicity Committee to ensure all content is shared consistently across all communications avenues. The Website Coordinator will also work with the website host when large updates are needed to the PTO’s website.
Coordinator Time Commitment: 1-2 hours per week. Busiest time during the summer when making updates for the new school year.
The workroom volunteer coordinator is responsible for organizing a volunteer list to assist Mrs. Lawrence in the front office. Duties of volunteers include making copies for teachers, answering phone calls, answering the front door, assisting visitors, stuffing mailboxes, and assisting with the book vending machine.
Time Commitment: 2 hours at the beginning of each semester to create a sign-up genius and send it out to list of volunteers (this list comes from the Volunteer Coordinator).Include the sign-up genius in Brennen e-blast that goes out weekly. After that, the time spent is very minimal.
Check in periodically with Ms. Lawrence to make sure that things are running smoothly and if any changes need to be made. Volunteers will occasionally contact you with questions.
Number of Volunteers Needed: 10 committed people would be great because then they could volunteer twice/month. Some people like to volunteer weekly or monthly while others may do it 1-2 times/semester. It all depends on individual schedules.
Volunteer Duties and Expected Time Commitment: Assist Ms. Lawrence with answering the phone, opening the front door, helping visitors, delivering packages, counting out flyers, and stuffing mailboxes. Make copies in the workroom and laminate materials for teachers. Help students who come to visit the Book Vending Machine. Morning and afternoon shifts are available (2.5 hours long each).
