Broncho Band Booster Club

 Board Member Duties and Responsibilities

  

 

Co-Presidents

Typically, the president of a booster organization is an individual who had previously been active in a booster organization. The major duties include, but are not limited to, the following:

  • Vision casting for the organization [under the supervision of faculty sponsor].

  • Preside at all meetings of the organization.

  • Serve as the spokesperson and cheerleader for the organization within the local and school community.

  • Regularly meet with the designated campus representative regarding booster activities.

  • Resolve problems in the membership.

  • Regularly meet with the treasurer of the organization to review the organization's financials.

  • This individual should be a signer on the account.

  • Schedule annual audit of records or request an audit if the need arises during the year.

  • Manage the student information database located at www.charmsoffice.com.

  • Perform any other specific duties as outlined in the bylaws of the organization.

 

Co-Vice Presidents

The Co-Vice Presidents act as the president's representative in his/her absence and are an individual who has previously been active in booster organizations. The major duties include, but are not limited to, the following:

  • Preside at meetings in the absence or inability of the president to serve.

  • Perform administrative functions delegated by the president.

  • Perform other specific duties as outlined in the bylaws of the organization.

Note: Larger booster organizations may find it necessary to have the Co-Vice Presidents have responsibility over differing areas. Examples:

Volunteers;

  • Maintain skill set and volunteer interest spreadsheet for membership.

  • Provide Board Directors and Special Events Director's list of potential volunteers by area of volunteer interest.

  • Attend weekly Tuesday Board & Booster meetings.

Booster Training

  • Strategic Booster Academy or Booster USA

Co-Treasurers

The major duties include, but are not limited to, the following:

  • Serve as chairperson of the Budget and Finance Committee.

  • Issue a receipt for all monies received and deposit said amounts on a weekly basis (daily if receipts on hand exceed $250.00).

  • Present a current financial report including bank statements, bank reconciliations, and financial statements to the executive committee within thirty days of the previous month end. If requested, copies should be available for review by the general membership.

  • File current financial reports at the end of each month with the local administrator, or their designee.

  • Maintain an accurate and detailed account of all monies received and disbursed.

  • Manage the student information database located at www.charmsoffice.com.

  • Reconcile all bank statements as received and resolve any discrepancies with the bank immediately.

  • Files sales tax reports as required by the comptroller's office (monthly, quarterly, or annually).

  • File annual IRS form 990 in a timely manner and 1099s.

  • Coordinate annual budget meeting --Liaison to external CPA.

  • Coordinate with President on funds to be disbursed to student's accounts.

  • Submit records to audit committee appointed by the organization upon request or at the end of the year.

The treasurer is the authorized custodian of the funds of the association. The treasurer receives and disburses all monies indicated in the budget and prescribed in the local bylaws or as authorized by action of the association. It is recommended that all persons authorized to handle funds of the association be covered by a fidelity bond in an amount based upon the organization’s annual income and determined by the executive board.

Note: Due to the increasing requirements placed on charitable organizations by the Internal Revenue Service, it is strongly recommended that at least one of the treasurers have an accounting background and consult with a local CPA for your local school district, county, state and federal governments to understand current laws.

Co-Secretaries / Parliamentarians

The major duties include, but are not limited to, the following:

  • Maintain the records of the minutes, approved bylaws and any standing committee rules, current membership and committee listing.

  • Record all business transacted at each meeting of the association as well as meetings of any executive board meetings in a prescribed format.

  • Report on any recommendations made by the executive board of the booster organization if such a governing board is defined by the bylaws.

  • Maintain an active "action items" list and report on those actions that are pending.

  • Maintain attendance records of each member.

  • Manage the student information database located at www.charmsoffice.com.

  • Conduct and report on all correspondence on behalf of the organization.

  • Establish and maintain a phone tree and/or email list in order to make all necessary calls / emails to parents.

  • Serve as the chief rules and regulations manager [parliamentarian] for all meetings. This requires the secretary to be well versed and familiar with the updated Roberts Rules of Order and other policies and procedural regulations established in the bylaws.

Fund Raising Coordinator

This position reports to the Director of Revenue. The major duties include, but are not limited to, the following:

  • Oversight for planning, preparation, and completion of all organized and ad-hoc fund raising programs.

Co-Directors Special Events

The major duties include, but are not limited to, the following:

  • Planning, preparation, and completion of all organized student and community events, including the naming of sub-Chairpersons of any organized special event.

  • Oversight for planning, preparation, and completion of all organized and ad-hoc fund raising programs.

  • Maintain Sponsor Rights Tracking to include communication to Fund Raising Team.

  • Order and placement of Sponsor Banners.

  • Provide Sponsor list as requested by organization.

  • Provide Sponsor list and/or logo for placement in Programs / Brochures.

  • Provide Sponsor list and/or logo for inclusion on Organization Website.

  • Plan and coordination Organization Registration Day.

  • Send copies of all newsletters, programs & brochures to Sponsors with cover letter.

  • Coordinate all alumni events.

  • Maintain alumni parent database.

  • Provide content to PR teams for newsletter and website.

  • Communicate organization events including concerts, fund raisers, community events to alumni parents.

  • Attend monthly Board & Booster meetings as needed.

  • Conduct monthly check in with Co-Directors of Project Management.

  • End of year Thank You's (letters/plaques).

  • Attend weekly Tuesday Board & Booster meetings.

Co-Directors of Uniforms / Attire Coordinator

The major duties include, but are not limited to, the following:

  • Inventory, maintain and issue attire.

  • Provides records of items issued.

  • Provides records of items needed to be repurchased due to loss. (ie. gloves, socks)

  • Oversee/manage the cleaning of uniforms, hemming or repairing.

  • Attend weekly Tuesday Board & Booster meetings.

Co-Directors of Equipment

The major duties include, but are not limited to, the following:

  • Responsible for inventory, maintenance of equipment.

  • Ensuring the presence of trucks, vans, etc for moving equipment and instruments to various activities.

  • Coordination of props and equipment.

  • Maintenance and upkeep of storage areas.

  • Attend weekly Tuesday Board & Booster meetings.

Co-Directors of Public Relations

The major duties include, but are not limited to, the following:

  • Ensure that the organization is brought to the attention of the public at large in such a manner as to reflect credit and produce upon the activities of the organization through local newspaper announcements, newsletters, website and other means.

  • Media communication.

  • Newsletter.

  • School Wide Events (i.e. Open House)

  • Coordinate Slide Shows for Banquets.

  • Coordinate Photography.

  • Attend weekly Tuesday Board & Booster meetings.

  • Conduct monthly check-in with Co-Secretary and Co-Directors of Special Events.

Co-Directors of Color Guard

The major duties include, but are not limited to, the following:

  • Inventory, maintain, and issue attire.

  • Maintain emergency kits for Color Guard.

  • Coordinate and communicate events and information between Band Board and Color Guard instructor.

  • Attend weekly Tuesday Board & Booster meetings.

This position reports to the Director/Instructor of Color Guard.

Section Parent Team Members

The major duties include, but are not limited to, the following:

  • Ensuring that students in respective sections have all necessary items for events.

  • Reminders of fundraising events.

  • Ensure students are attending necessary tutoring for all classes.

  • Have a communication roster of all parents in respective sections.

  • Report to Band President.

  • Inspect students prior to football games/performances for proper uniform attire and materials (check list provided)