Booster Club Job Descriptions

President

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

  • 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 2)
        • GGBBC Annual Meeting (beginning of school year at registration rally ): introduce officers, , approve annual budget, approve audit committee report
        • GGBBC Election Meeting (Spring Concert)
      • Preside at all GGBBC Board Meetings
        • Monthly, as needed
        • December – appoint Bylaws Committee (Parliamentarian, 2 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: Varies as events arise


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: 3 hours per month


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, update the minutes in the Google Drive folder.
  • Send out timely notification of the next meeting date, time and location.
  • Maintain a copy of all minutes, voting, committee reports, and correspondences for storage of said items.
  • Send out correspondences as requested on behalf of the GGBBC.
  • 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: 2-3 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 signers 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
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 5 hours per month


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
    • Review Bylaws with the committee for any changes. Present proposed changes to the Board. If approved, present proposed changes to the General membership.
  • Serve as Chairman of the Nominating Committee
    • In January, request volunteers for the Nominating Committee
    • In February, gain Board approval for the Nominating Committee members.
    • Prepare the slate of officers. (Set up meetings, compose and have the band director(s) send out a recruitment letter, identify prospects, have committee contact prospects)
    • Present the proposed slate of officers to the Board for approval in April or May
    • Communicate proposed slate to the General Membership
  • 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: 1-2 hours per month in the Fall, 3 hours per month 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)
    • 5th Grade Instrument Selection Day (February)
    • Friday  candy (ongoing)
    • Pizza for various events – 8th Grade Night, All Region, UIL
  • Plan winter holiday parties for the bands, with help from other board members and the directors
  • 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 month,  depending on events


Purchasing Chairperson

The Purchasing 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)
    • Staff gifts (May)
    • 8th grade 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
  • 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 – 2-3  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 band uniforms
    • Keep a database of the uniform pieces and to whom the pieces are checked out
    • Fit band students in concert attire
    • Order additional uniforms, if needed
    • Send out uniforms for alterations, as needed. Make sure uniforms are not cut!
    • Help distribute uniforms before the first concert.
    • Help collect uniforms after Spring Concert
    • Verify all uniform pieces are returned — in a garment bag.
    • Send uniforms to be dry cleaned and returned by the end of the year
  • 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.
    • Update Word Press Site with approved copy changes
    • Convey enhancements or coordinate changes with developer
  • 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
  • Coordinate the taking of photographs and videos of band events, as requested by the band directors.
  • Perform other duties as prescribed in the bylaws or assigned by the organization.

Hours Involved: 2-3 hours per month