The responsibilities of the individual officer positions can be found below. Together with the Band Director(s), they also:
- Meet one hour before the normal monthly Booster meeting
- Have numerous additional conversations via email and phone throughout the month and year
- Attend the monthly Booster meeting
- Maintain the calendar of events for the Band program
- Maintain a detailed calendar of activities and instructions for each Board position’s activities
- Establish a yearly budget for the Booster organization
- Determine Band Fees and payment schedule
- Assemble the Student Packet prior to the May Booster meeting, when prospective students and families are formally introduced to the band program
- Determine which fundraisers to do throughout the year
- Look for volunteers to fill key positions, including chairpersons for standing committees and future officers
- Work with the website administrator to post pertinent information, including schedules, forms, and fundraisers
- Have signatory privileges on the bank accounts (dual signatures required)
- Monitor the conversations on the band Facebook page, making sure it is uplifting, helpful, and relevant at all times
- Work with successors to ensure a smooth transition
- Bridge the various teams of volunteers, encouraging cooperation and esprit de corps
- Two-year commitment: Serves as Vice President for one year and then becomes the President for the second year
- Drafts the agenda for the Board and Booster meetings
- Chairs the Board and Booster meetings
- Oversees the various committees
- Ensures that adequate communication is provided for upcoming events (although the actual communication often comes from someone else)
- Works with the Band Director(s) as liaison to the school administration and the community
- Two-year commitment: Serves as Vice President for one year and then becomes the President for the second year
- Assists the President, chairing Booster meetings in his/her absence
- Coordinates fundraisers, which provide more dollars than the taxpayers can provide through the school budget and helps students who need a way to raise money to cover their Band Fees.
- Finds people to chair each fundraiser. Run any fundraisers that do not have an assigned chairperson, such as some of the all-year-long fundraisers.
- With the fundraiser chairpersons, maintains helpful information about each fundraiser, such as instructions; sponsor, advertiser, and donor lists; and financial results
- With the website administrator, ensures that information about the fundraisers are available to parents, students, and the community
- Proactively encourages all students and families (including incoming freshman) to participate in fundraising, both to pay their own Student Fees and to assist the overall band program
- Two-year term: one year as Assistant Treasurer and one year as Treasurer. The two divide the work, allowing the Assistant to learn on the job.
- Maintain student account balances, fees, and payments in CutTime, an online band management program; sends quarterly account statements to the families
- Check the lockbox in the band room at least weekly for any payments or invoices
- Pay all stipends and bills (dual signatures required)
- Send out reminders of upcoming payment due dates
- With the fundraiser chairperson, prepare summaries of fundraiser income, expenses, and profits
- Balance/reconcile all bank accounts monthly, including PayPal account
- Prepare monthly Treasurer’s Report and present it at Booster meeting
- Coordinate sign-ups and payments for any special trips.
- Takes the minutes during the monthly meeting. Makes the minutes available on the website shortly after they are approved
- Sends out reminders, donation requests, volunteer sign-ups, and other helpful information through CutTime emails and Facebook
- Makes sure that all student forms are received at the beginning of the school year. Sets up the Medical Book