Officer Duties

The officers are asked to attend each of the meetings for the association (usually 4-5).  Here are the job description below:

President:

The Band Parent Club President organizes the fall fundraiser, co-signs checks for the treasurer, organizes volunteers to help sew band uniforms in the fall (hems and patches), helps select the scholarship winner in the spring and presents the scholarship at awards night.

The main duty of the Band Parent Club President is to organize the fall fundraiser. These duties include (written by former president, Becky Devine) -

September/October: Research products to use in fundraiser. In Oct. Sam's usually have Christmas gift items out on display. I have gone in to see what is offered and make note of  the price and item number. I call Sam's Club (Stacy or Kathy) to find out about the number on hand of each item I was interested in to see if enough was in stock to offer for the sale.

Finalize fundraiser items and email Mr. Hillrich. He prints the order forms. Be sure there is enough time between ordering from Sam's and the pickup date you set for all your items to be delivered to the Peoria Sam's store.

November meeting - the envelopes are stuffed and address labels applied to mail order forms to each student.  Mr. Hillrich has labels and order forms printed. I brought # 10 adhesive strip envelopes.

Order forms are returned by students after Thanksgiving. There is a meeting to count money and tally orders. The hams and turkeys are from Sam's but we have to place the order ourselves online. Because we use the school tax ID number the office must order these items for us - (ask Mrs. Workman or Mrs. Weeks about order and payment thru school). We work with the school to get the tax exempt benefits using their tax ID number. I order the rest by phoning/emailing Sam's. The turkey and hams are sent to Sams and we pick up all items at once from Sam's. The school will fax the ID number to Sam's and we reimburse the school for the order.

Pick-up day:  One year I used our own flat bed trailer to pick up.  The next year I rented an enclosed u-haul type truck so weather wouldn't be a concern. You should plan to be at Sam's to give yourself enough time to load up and get back to unload and setup for student pickup.  Allow at least an hour of load time, more is better.

Arrange for a few parent workers - 3-4 inside and 2 or 3 outside. We stacked hams/turkeys outside to remain cold.  It is also good to have a few students to help with gathering and carrying orders. The order forms are copied (Mr. Hillrich does this) and we hand the originals to the people picking up their orders and keep a copy for ourselves. It helps to alphabetize the forms to find them faster at pick up.

Vice -President:

Assist the president however needed.  The plan is to have the vice president take over when the president is done serving.

Secretary:

Take minutes at each meeting.

Distribute minutes at the next meeting.

Treasurer:

Keep Band Parents checkbook and balances of all accounts plus receipts of items paid for.

Balance checkbook monthly with statements from bank

Prepare treasurer's reports.

Attend all Band Parents meetings and present treasurers report.

Help with Band fundraiser, currently held in December, and write checks for expenditures.  Stamp all personal checks and tally all orders, matching monies received to orders made. Make deposits.

Prepare checks as needed for summer camp scholarships, pizza parties, uniform cleanings, supplies for jazz band event, items deemed necessary by band director, and senior scholarship recipient.