Board Nomination Letter For 2023

Good day everyone.

We the board are excited to announce that our election for new board members is coming up. Nominations will be at the March Parent meeting and the elections will be held at the April Parent meeting. We have one vacant position, and all positions are voted on. We are excited to have some new parents step up and continue to help our band grow. We are going to include a description of each position and what they are responsible for. We all work together to help make things go as smooth as it can. If you have any interest in joining our board, or just have some questions, please let Ms. Hamner or one of the board members know and we would be glad to help you with any questions you have. Thank you for taking the time to help your child and the band become the best we can be.

Sincerely,

Your current Board Members.

The PRESIDENT shall:

a) Preside at all meetings of the organization and of the executive board at which he/she may be present.

b) Work with the Band Directors in planning and directing the activities of the Boosters.

c) Set agenda for all Booster meetings.

d) The President, along with the Treasurer, will count the proceeds from all Booster fundraisers following each event.

e) Coordinate the work of the officers and committees.

f) Be an ex-officio member of all committees.

g) Formulate and present fundraising project to the organization for approval.

h) Assume chairmanship of any committee they oversee without a

i) chair, until one can be appointed.

j) Assist Treasurer and Band Director(s) as needed in collection and recording of Band Fees received at band registration.

k) Set agenda, date and time for end of fiscal year transitional meeting

The VICE PRESIDENT shall:

a) Acts as an aid to the President.

b) Preside at meetings in the absence of the President.

c) Formulate and present fundraising project(s) to the organization for approval.

d) Notify participants in Band Booster fundraising activities that the May River Band Boosters are not responsible for non-recoverable monies as part of our fundraising efforts through third party vendors.

e) Be responsible for publicity and working with the Communications Committee for fundraising projects. (All fundraising projects must be submitted to the Executive Board for approval. If there is an expense involved, the fundraising project must also be approved by the organization).

The TREASURER shall:

a) Have custody of all funds of the organization.

b) Shall keep a full and accurate account of receipts and expenditures and make disbursements as authorized by the organization, the executive board, or a special committee.

c) Ensure that all monies are deposited to the band booster bank account within ten (10) days of receipt of said funds by the Treasurer.

d) Make expenditure report available to the Executive Board and Band Boosters as requested or needed.

e) The Treasurer shall present a financial statement at every regular meeting.

f) The Treasurer, along with the President, shall count the proceeds from all Booster fundraisers following each event.

g) The Treasurer shall prepare the Organization’s financial records and have taxes prepared and filed with the Internal Revenue Service.

h) A calendar of expenditures and clean accounting of the previous fiscal year shall be presented to the incoming Executive Board at the transitional meeting.

The SECRETARY shall:

a) Attend, record and present typed minutes of all executive

b) board and regular meetings. (The presiding officer shall appoint

c) someone to record minutes in the absence of the secretary).

d) Keep up-to-date set of Bylaws in the Secretary’s book.

e) Provide copies of the approved minutes to Booster members and Band Directors when requested.

f) Prepare any official correspondence. Send out meeting

g) announcements.

h) Maintain a Booster file containing copies of all minutes. Booster correspondence, newsletter, current bylaws, and other miscellaneous records.

i) Prepare and distribute a band booster directory for Board and Band Director(s) use.

The VOLUNTEER COORDINATOR shall:

a) Arrange for parent volunteers on request on behalf of the Board and/or the Band Director(s).

b) Secure proper BCSD-required documentation from all volunteers (including, but not limited to, background checks).

c) Maintain a list of the Booster membership including names, addresses, e-mail addresses, and current phone numbers.

d) Direct the planning of and coordinate any social activities of the organization.

The COLOR GUARD REPRESENTATIVE shall:

a) Oversee and represent the interests of the Guard to the Executive Board and general booster membership at all meetings.

b) As needed, assist the Director(s) with communication to the color guard students and parents. Act as a communication liaison between Guard members, parents to the Director and/or Booster Board.

c) Work in coordination with the Director and the Boosters to support and supply all color guard equipment, uniforms and other props as required.

d) If needed, assist the Director(s) with planning trips and out of town performances.

e) Attend and be available to help at all color guard performances in fall and winter season.

f) If unable to attend, arrange for a replacement to assist the staff, students and Director(s).

g) Help the Guard members find assistance for hair, make-up and uniform alterations if needed.

h) Keep the Guard bag supplied and with the Guard at all times, including water for all events.

i) Other duties related to Color Guard as requested by Directors or Executive Board and/or needed by the program.