Band Booster Job Descriptions

 PRESIDENT

The primary functions and responsibilities of the president include the following:

• Presiding at all regular and called meetings of the Band Boosters Club using Roberts Rules of Order guidelines;

• In conjunction with the band teacher and other members as appropriate, developing agenda for each meeting;

• Coordinating with other members of executive board to implement business between regular meetings as appropriate;

• Appointing and coordinating with project chairpersons during year as appropriate;

• In conjunction with band teacher, developing budget of planned expenditures for the school year for presentation to the club at the first meeting of the school year.

• Representing the Band Boosters Club as a member of the school’s PTSA executive board.

VICE PRESIDENT

The primary functions and responsibilities of the vice-president include the following:

• Act in the absence of the president.

• In the event that the office of president becomes vacant during the term of office, assuming that office.

• As member of executive board, consulting with president and other executive board members to determine Club activities as necessary between meetings.

SECRETARY

The primary functions and responsibilities of the secretary include the following:

• Taking notes of all business discussions at all regular and called meetings of the Band Boosters Club and board meetings;

• Making copies of minutes available to all board members prior to the next meeting;

• Presenting previous meeting’s minutes at each meeting;

• As member of executive board, consulting with president and other executive board members to determine Club activities as necessary between meetings.

TREASURER

The primary functions and responsibilities of the treasurer include the following:

• Accepting and accounting for all funds received by the Band Boosters Club;

• Depositing all funds in the band account;

• Reimbursing Band Booster Club members for appropriate expenses by accepting and reviewing item receipts;

• Authorizing direct payment from the band account to pay for appropriate expenses.  These expenses may be related to Booster Club administration, such as the cost of printing and mailing newsletters and meeting minutes; fund raising, such as costs of supplies for the JV football game concessions or car washes; or band needs, such as band uniform accessories or sheet music;

• Providing detailed reports of account activities (receipts, expenditures, balances) at all regularly scheduled and special call meetings;

• Providing appropriate cash to project managers for fund raising events such as JV football concessions and car washes;

• Receiving all funds raised by these events as soon as possible (preferably, the same day) after the event;

• As member of executive board, consulting with president and other executive board members to determine Club activities as necessary between meetings.

PROJECT COORDINATOR

 The primary functions and responsibilities of project coordinators include the following:

• Making specific plans for the project;

• Coordinating with the Membership/Volunteer Coordinator to recruit volunteers to carry out project;

• Communicating with volunteers regarding their job duties and overall project plans;

• Arranging to obtain appropriate resources needed for project;

• Coordinating with the treasurer to obtain advance funding for project as appropriate;

• Coordinating with the treasurer to turn in any received monies if the project is for purpose of fund raising.

MEMBERSHIP/VOLUNTEER COORDINATOR

 The primary functions and responsibilities of the membership/volunteer coordinator include the following:

• Maintaining current roster of Club members;

• Recruiting new members by contacting non-member band parents and incoming freshmen parents.  This also may include organizing an open house meeting in May of each year and inviting parents or rising 9^th grade students by coordinating with appropriate middle school band teachers;

• Recruiting adult volunteers to bring and serve refreshments for band members after football game performances, to serve as chaperones, and to help other activities as requested by the band teacher; working with project managers to recruit volunteers to serve in various projects including JV football game concessions.  (Contacts will not be restricted to Band Booster Club membership.)

UNIFORM COORDINATOR

 The primary functions and responsibilities of the uniform coordinator include the following:

• Issue uniforms to students at the beginning of the year. This can be done at the convenience fo the band director and the person in charge.  Keeping proper records of the items issued and their condition at the time of issue.

• Every week during football season and performance, issue and take up uniforms.  Make sure they are properly stored and checked for any dry cleaning needs or repairs.

• If the uniform needs cleaning, make sure it is properly cleaned and returned before the next performance.

• Having a dry cleaning price list available for the students so that they will know how much they will need to pay for dry cleaning.

• Notify the band director of any problems with the uniforms or the students using them.

• Take care of any alterations that need to be made; securing a seamstress for this task either within the Boosters Club or outside.

• At the end of the year with the Band Director, take note of any repairs or replacements that are needed.  Fill out debt cards for the band director to issue through the school office.

 

 

PUBLIC RELATIONS COORDINATOR

 The primary functions and responsibilities of the public relations coordinator include the following:

• Promote upcoming performances by the bands (including marching band, concert bands, jazz band, etc.) to the general public.

• Promote band and band member accomplishments (contest results, honors bands, milestones, etc.) in the school publications, the school system publications, the local media.

• Promote the band booster organization to potential supporter and contributors.

• Coordinate with the Project Coordinator for 8^th Grade Communications for promoting the band to rising 9^th graders.

• Coordinate with the Project Coordinator for Fund Raising on projects that serve to both promote the band programs and raise funds (e.g. selling t-shirts, bumper stickers, other logo items)

Chaperones Coordinator

The responsibility of the chaperones project coordinator is to recruit volunteer adult chaperones for offsite band activities, including football games, competitions and contests, parades, etc. At least 1 chaperone per bus is required, with the goal being to have 2 or more per bus. A reminder e-mail or phone call should be sent to the volunteers during the week prior to the event for which they have committed to be a chaperone.

The duties of the chaperones themselves include:

• Upon arrival at the school, assist as can with equipment loading, uniform handout, etc.

• Ride on the bus with the band to and from the event.

• Be the adult presence to ensure that student behavior is appropriate to maintain a positive image and reputation for the RJ Reynolds school and band.

• Assist the band director/band members as can at the event.

• Continue to oversee the students' behavior.

• Upon return to the school, assist as can with equipment unloading, uniform turn in, etc.

• At least 1 or 2 chaperones should remain with the band director at school until all students have left the premises.

JAMBOREE REP

The duties of the Jamboree Representative are to:

1. attend planning meetings, collect and disseminate the information
2. coordinate various sales, collection, tracking, and turning in for:
• program ads
• event tickets
• student meals
• t-shirts
3. enlist, schedule, and coordinate other volunteers/chaperones