Booster Club Job Descriptions

President

The President is an elected member of the Executive Board and shall be responsible for the following duties:

  • Appoint (with Executive Board approval) the:
    • Parliamentarian
    • Committee Chairpersons
  • Preside at all GGBBC meetings
    • Preside at all GGBBC Regular Meetings (at least 3)
      • GGBBC Annual Meeting (beginning of school year at picnic): introduce officers, communicate year’s activities, approve annual budget, etc.
      • Status Update (at Winter Concert)
      • GGBBC Election Meeting (Spring Concert)
    • Preside at all GGBBC Board Meetings
      • Monthly
      • December – appoint Bylaws Committee (Parliamentarian, 3 voting members)
      • February – Parliamentarian appoints Nominating Committee
      • April – appoint Auditing Committee (3 members, no signers)
      • April – VP Fundraising appoints Budget Committee (Pres., VP Fund, Treasurer)
    • Preside at Transition Meeting (within 15 days of Election Meeting)
  • Coordinate the work of the officers and committees in order to meet the GGBBC objectives.
  • Participate as a member of the Budget Committee (April)
  • Review all new proposed projects with the Band Director(s).
  • Serve as one of three authorized second signers required on all GGBBC checks.
  • Sit as an ex-officio member on all committees except the Nominating Committee.
  • As needed, submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Perform such other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: Varied on time of year

Vice President of Fundraising

The Vice President of Fundraising is an elected member of the Executive Board and shall be responsible for the following duties:

  • Oversee and report on all committees and events with the primary purpose of fundraising.
    • Assist directors with the fall product fundraiser
    • Organize and coordinate Spirit Nights at local community establishments
    • In the spring, work with the band director(s) to determine next fall’s product sales fundraiser.
  • Act as an aide to the President and preside at meetings in the absence of the President.
  • Serve as one of three authorized second signers required on all GGBBC checks.
  • Appoint (with Executive Board approval) members to the Budget Committee (by April meeting)
  • Participate as a member of the Budget Committee and provide input on fundraising income and expenses.
  • As needed, submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Responsible for Fundraising budget.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 5 hours per week in the fall, less in the spring

Vice President of Volunteer Coordination

The Vice President of Volunteer Coordinator is an elected member of the Executive Board and shall be responsible for the following duties:

  • Recruit volunteers for GGBBC events as requested by the Board.
  • Ensure that all adult volunteers have completed and passed the FISD Volunteer Background
  • Check. Send a list of volunteers for each event to the GMS School Secretary at least 5 days in advance of an event to confirm that all volunteers are cleared on the FISD background check.
  • Communicate regularly with band parents to promote involvement and volunteerism for all band events. (Note: We are currently using Charms Office to send emails to band parents; the Volunteer Coordinator does not need to maintain a mass band email distribution list nor use her personal email for mass communications.)
  • Confirm with volunteers who are signed up to work at a specific event one week in advance and provide detailed information such as time to report, place to report, where to park, and any other pertinent information.
  • Send a list of volunteers to the Band Directors and Committee Chairs at least 3 days in advance of each event. This will allow for the assignment of duties.
  • Help supervise volunteers at large events and maintain records of volunteers for each event (provide sign-in sheets).
  • Monitor and evaluate the effectiveness of the volunteer experience through volunteer surveys at least once a year.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 5 hours per week

Secretary

The Secretary is an elected member of the Executive Board and shall be responsible for the following duties:

  • Accurately record the minutes and attendance of all General Membership and Board meetings.
  • Within 5 days of the meeting, distribute the minutes to all board members for review.
  • Send out timely notification of the next meeting date, time and location.
  • Maintain a copy of all minutes, voting, committee reports, and correspondences in a binder for storage of said items.
  • Send out correspondences as requested on behalf of the GGBBC.
  • Have a current copy of the GGBBC Bylaws and a current list of voting members at all meetings.
  • Serve as one of three authorized second signers required on all GGBBC checks.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 5 hours per month

Treasurer

The Treasurer is an elected member of the Executive Board and shall be responsible for the following duties:

  • Have custody of all the funds of the organization.
  • Keep books of accounts and records including bank statements, receipts, budgets, invoices, paid receipts, and canceled checks for five years.
  • Make disbursements as authorized by the President, Board and organization in accordance with the budget adopted by the organization.
  • Issue and serve as the primary authorized signer on all GGBBC checks. Secondary authorized signer may be the President, VP of Fundraising or Secretary.
  • Present a detailed financial statement at all meetings and at other times as requested.
  • Submit book to the Audit Committee.
  • Participate as a member of the Budget Committee (April).
  • Complete any applicable state and federal tax forms.
  • Manage GGBBC financial aid
    • Review confidential financial aid applications
    • Verify that financial aid agreements have been signed by the parent(s) and student
    • Report numbers (quantity and dollars) relating to financial aid funds to the Board
    • Review reports from the Volunteer Coordinator to ensure parent(s) are abiding by the financial aid agreements.
    • Reconcile payment requests from private lesson instructors to financial aid agreements.
  • Review confidential requests for financial aid. Verify financial aid contract has been signed by the parent and student.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 10 hours per week

Parliamentarian

The Parliamentarian is an appointed member of the Executive Board and shall be responsible for the following duties:

  • Serve as an advisor to the President in all matters of Parliamentary procedure.
  • Serve as Chairman of the Bylaws Committee
    • President appoints Bylaws Committee in December
    • Review the Bylaws for any changes. Present proposed changes to the Board. If approved, present proposed changes to the General membership.
    • Review GMS Band Handbook, 5th Grade Information, next year’s GGBBC fees, financial aid forms, volunteer job descriptions, etc. for any changes. Present proposed changes to the Board. If approved, verify documents and website get updated appropriately.
  • Serve as Chairman of the Nominating Committee
    • In January, request volunteers for the Nominating Committee (3 voting members, at least one but not more than two members of the Executive Board)
    • In February, gain Board approval for the Nominating Committee members.
    • Set up meetings, compose and have the band director(s) send out a recruitment letter, identify prospects, have committee contact prospects, prepare the slate of officers.
    • Present the proposed slate of officers to the Board for approval in April or May (depending on date of Spring Concert/Electing Meeting).
    • Communicate proposed slate to the General Membership at least 2 weeks prior to the
  • Spring Concert/Election Meeting.
    • Conduct election of the new officers at the Spring Concert/Election Meeting.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 3 hours per month in the fall, 2-3 hours per week in the spring

Hospitality Chairperson

The Hospitality Chairperson is an appointed member of the Board of Directors and shall be responsible for the following duties:

  • Organize food service for band events, including
    • Summer band snacks and pool party (August)
    • Back-to-School Picnic (September)
    • 5th Grade Instrument Selection Day (February)
    • Solo Contest (May)
    • Reward parties (one per 6 weeks)
    • Ticket candy (ongoing)
    • Concert receptions (3 per year)
    • Pizza for various events – 8th Grade Night, All Region, UIL
  • Serve as an authorized buyer at Sam’s Club for GGBBC.
  • Communicate volunteer needs to the Volunteer Coordinator.
  • Manage hospitality volunteers at the events.
  • Follow proper food safety guidelines.
  • As needed, submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Responsible for Hospitality budget.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 2-10 hours per week depending on events

Purchasing Chairperson

The Purchasing/Spirit Wear Chairperson is an appointed member of the Board of Directors and shall be responsible for the following duties:

  • Manage the purchase of non-food items for the GGBBC, such as…
    • Band binder supplies (July/August)
    • Band t-shirts (August)
    • Band spirit wear items
    • GGBBC office supplies (ongoing)
    • Locker decorations (August/September)
    • Staff gifts (December, May)
    • 8th grade and Scale Olympian rewards (April/May)
  • Coordinate with band director(s) on purchasing other awards and plaques
  • Secure band director(s) approval on items to be purchased or distributed
  • Submit tax exemption forms when purchasing, as needed
  • Place orders using GGBBC accounts
  • Verify delivery of items
  • As needed, submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Responsible for Purchasing budget
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: Varies – 3-5 hours per month

Uniform Chairperson

The Uniform Chairperson is an appointed member of the Board of Directors and shall be responsible for the following duties:

  • Maintain and manage the formal “Concert Black” band uniforms
    • Keep a database of the uniform pieces and to whom the pieces are checked out
    • Fit band students in Concert Black attire
      • All Region Band students (October/November)
      • Concert Band students (November/December)
      • Symphonic Band students (December/January)
    • Order additional uniforms, if needed
    • Alter uniforms, as needed. Make sure uniforms are not cut!
    • Help distribute uniforms before pre-UIL.
    • Help collect uniforms after UIL.
    • Verify all uniforms are returned — cleaned and in garment bag.
  • Communicate volunteer needs with the Volunteer Coordinator
  • Coordinate with band director(s) to see if help is required with fitting, ordering, and/or distributing the band t-shirts.
  • As needed, submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Responsible for Uniform budget.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: Varies based on season

Website/Historian Chairperson

The Website/Historian Chairperson is an appointed member of the Board of Directors and shall be responsible for the following duties:

  • Maintain the GGBBC website
    • Solicit updates from the band directors and board members, as needed.
  • Maintain the GGBBC calendar.
    • Solicit updates from the band director and board members, as needed.
  • Update online information such as the GMS Band Handbook and 5th Grade Information based on approved changes from the Bylaws Committee.
  • Responsible for the Web site expense.
    • Make payment to server provider for the website.
    • Submit check requests with invoices and/or receipts to the Treasurer for payments to vendors or for reimbursement
  • Perform other duties as prescribed in the bylaws or assigned by the organization.
  • Document band activities for historical purposes.
  • Coordinate the taking of photographs and videos of band events.
  • Communicate volunteer needs to the Volunteer Coordinator.
  • Compile video of band concerts for an end-of-year DVD. Take orders; create, copy and distribute DVD at end of year.
  • Create a scrapbook, slide show, photo board, etc. with photos, news articles, concert programs, etc. for historical purposes and for use at GGBBC table during band registration, 5th grade instrument selection, etc.
  • May use GGBBC’s Shutterfly account to gather photos.
  • Responsible for Historian budget.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 4-5 hours per week