Band Boosters Officers Job Descriptions

Georgetown Eagle Band

Band Boosters Officers Job Descriptions

President
a. Supervise the affairs of the Boosters and the activities of the officers.
b. Set the agenda and preside at all meetings of the officers and general membership.
c. Insure all appropriately needed Committee Chairs are appointed.
d. Review all new proposed projects with the Band Directors and GPAA Representative.
e. Work with the Band Director(s), Treasurer and GPAA Rep to present a proposed budget in May.
f. Prepare an end-of-year report to aid the incoming President.
g. Perform additional duties as needed to insure the smooth operation of the organization.

1st Vice-President – Sponsorship
a. In the absence of the President, perform all the duties of the President.
b. Oversee the sponsorship and fundraising committees and any other adhoc committees as defined by the officers and insure timely reporting of events by the Committee Chairs.
c. Be responsible for the oversight and evaluation of all recurring individual and Booster fundraisers.
d. Prepare an end-of-year report to aid the incoming 1st Vice-President.

2nd Vice-President – Hospitality
a. In the absence of the President and 1st Vice-President, perform all duties of the President.
b. Oversee the Food Service Committee which secures food and drink services for the band students.
c. Oversee the Social/Activity Committees which include, but are not limited to the End of Marching Season Party Committee and Band Banquet Committee. Summer band camp activities.
d. Work with student band officers to plan events.
e. Maintain inventory of Booster supplies. Assist with inventory when other organizations use Booster assets and authorize such use.
f. Prepare an end of year report to aid the incoming 2nd Vice-President – Hospitality.

3rd Vice-President – Band Support
a. In the absence of the President, 1st VP, and 2nd VP perform all duties of the President.
b. Oversee the Chaperone Committee, Field/Pit Crew Committee, Uniform Committee, Merchandising Committee, and Equipment Transportation Committee.
c. Maintain a list of parent volunteers.
d. Keep records of volunteer hours.
e. Prepare an end of year report to aid incoming 3rd Vice-President – Band Support.

Secretary
a. Keep accurate records of the organization’s meetings by taking minutes and attendance and keeping files of all handouts distributed at each meeting.
b. Make copies of meeting minutes available to the GPAA when requested.
c. Keep all original records and documents of the Boosters, including contractual agreements, correspondence received, bylaw revisions and documents created for the organization.
d. Provide general correspondence for the organization as needed.
e. Post notification of all general meetings.
f. Oversee the Nominating Committee, and provide any assistance requested.
g. Prepare an end-of-year report to aid the incoming Secretary.

Treasurer
a. Be custodian of all funds of the organization.
b. Receive monies due and payable to the Boosters from any source whatsoever.
c. Keep and maintain adequate and correct accounts of the Boosters assets and business transactions, including accounts of its assets, liabilities, receipts and disbursements.
d. Give to the general membership, at each regular meeting, a full report of all accounts.
e. Be responsible for submitting to the GPAA financial records.
f. Be responsible for the filing of financial reports that are requested by G1SD.
g. Be responsible for arranging an annual audit of all financial records of the previous year. This audit shall be conducted before transfer of duty in May by an unaffiliated, impartial auditor. The outgoing Treasurer will review the audit with the incoming Treasurer and the audit report will be presented at the 1st regular mtg of the school yr.
h. Must be involved with yearly internal audit and budget process.
k. Prepare an end-of-year report to aid the incoming Treasurer.

Communications Officer
a. Coordinate communication and publicity for the Band Booster organization.
b. Oversee the Communications Committee whose responsibilities include but are not limited to website maintenance, Booster newsletters, and publicity for band and booster activities.
c. Will work with the secretary to ensure that minutes and booster information is distributed promptly and accurately to all boosters.

Parliamentarian
a. Act in an advisory capacity to the President on all matters of parliamentary procedures.
b. Shall keep a current copy of the Bylaws and Robert’s Rules of Order, Newly Revised.
c. Attend (or have his/her representative attend) all officer and all regular general or special general meetings and ensure that all meetings and proceedings are conducted in accordance with Bylaws.

Guard Representative
a. Facilitate/Coordinate communication and activities of the Guard and the Booster Organization.
b. Promote communication among parents, students and Directors.
c. Coordinate specific “group” fundraising efforts.
d. Work with Color and Winter Guard Director and Booster President to identify specific program costs and revenues for the booster annual budget in May.
e. Oversee the operation, accounting and evaluation of all Guard fundraisers and functions.
f. Prepare an end-of-year report to aid incoming Guard Representative.

Georgetown Performing Arts Alliance Representative – (a 2 yr commitment Even yrs)
a. Coordinate communication and activities of the Alliance with the organization.
b. Promote communication among parents, students, and sponsors.
c. Coordinate specific “group” fundraising efforts.
d. Work with other Booster officers and directors to identify specific Band program costs and revenue requests for the Alliance annual budget workshops in April.
e. Prepare an end-of-year report to aid the incoming Alliance Representative.
f. Perform additional duties as needed to insure the smooth operation of the organization and the Alliance.

Chairman Positions:
Sponsorship – Assists 1st VP with Duties of sponsorship
Fundraising – Assists 1st VP with Duties of fundraising

Food Service – Assists 2nd VP with planning game meals and ensuring kids are fed
Social/Activity Chair – Assists 2nd VP with summer band activities, End of marching season party, band banquet, band social events/Spirit events

Chaperone – Assists 3rd VP with coordinating chaperones for games, contests, events and ensuring safety of kids
Field/Pit Crew – Assists 3rd VP with prop design/building, getting volunteers to help for games/contests, transportation of props.
Merchandise – Assists 3rd VP with purchasing band merchandise and required clothing.
Equipment/Transportation – Assists 3rd VP with driving band truck and misc