Kenmore Instrumental Music Boosters - Orchestra Chapter

Job Descriptions

Board Job Descriptions as of Jan. 4, 2017

The current Board reviews and adapts these roles and responsibilities each year to enhance information found in the Bylaws. For further background please see the Welcome, General Timeline, and Bylaws documents as well as the annually updated Calendar and Standing Rules. All of these documents are to be included in Board binders as a reference and on the website.

President: The President shall preside at all meetings and shall have general supervision of the affairs of the chapter. He or she shall perform all such other duties as are incident to his or her office.

· Meets with the Orchestra Director in the summer to set the calendar of events, activities and meetings for the calendar year

· Facilitates Board Meetings in preparation for General Meetings

· Coordinates with the Orchestra Director, Treasurer and District Staff to support travel details.

From the bylaws: During a school year that starts with an even numbered year, the President and the Secretary of the corporation will be the President and Secretary of the Band chapter, and the Vice President and the Treasurer will be the Vice President and the Treasurer of the Orchestra chapter. During a school year that starts with an odd numbered year, the President and the Secretary of the corporation will be the President and Secretary of the Orchestra chapter, and the Vice President and the Treasurer will be the Vice President and the Treasurer of the Band chapter.

Orchestra President time commitment: About an hour in preparation for each of the six meetings, but in coordination with Vice President, Treasurer & Secretary and at least two hours to review financial plans and organization (usually in the spring with updates in the fall), and ½ hour to handle signing privileges at the bank (spring). May be more time, depending upon requests, issues, and personal skills of delegation; but typically there are few surprises. For alternating years, there are one or two more meetings to serve on the Kenmore Instrument Boosters Board.

The Vice President: During the absence or disability of the President, the Vice President shall exercise all the functions of the President. In addition, he or she shall represent the officers on any committees, except fundraising, approved by the chapter. He or she will report on committee activities at the officers meetings. The report shall be in person, in writing or presented by a representative from a committee.

· Meets with the Orchestra Director in the summer to set the calendar of events, activities and meetings for the calendar year

· Coordinates with the Orchestra Director, Treasurer and District Staff to support travel details.

· Coordinates with the President to perform Booster Board responsibilities, as needed

Orchestra Vice President time commitment: About an hour in preparation for each of the six meetings, but in coordination with President, Treasurer & Secretary and at least two hours to review financial plans and organization (usually in the spring with updates in the fall), and ½ hour to handle signing privileges at the bank (spring). May be more time, depending upon requests, issues, and personal skills of delegation – but typically there are few surprises. For alternating years, there are one or two more meetings to serve on the Kenmore Instrument Boosters Board.

The Secretary: The Secretary shall issue notices for all meetings except for notices of special meetings, shall prepare an agenda for each meeting, including held items from previous meetings and shall perform such other duties as are incident to his or her office or are properly required of him or her by the Board of Directors.

· Records and distributes minutes of all General and Board Meetings to the membership and board, respectively.

· Manages correspondence.

Orchestra Secretary time commitment: In addition to attendance at all board and general meetings (up to 10 hours), approximately 1 hour before and 1-2 hours after each meeting to prepare templates and draft minutes; Over the course of the year, spend several hours to review and research documentation in the Secretary’s binder, attend training sessions, and respond to board correspondence.

The Treasurer: The Treasurer shall have custody of all moneys of the chapter and shall keep regular books of accounts. He or she shall disburse the funds of the chapter in payment of the just demands against the chapter or as may be ordered by the Board of Directors, taking proper vouchers for such disbursements, and shall render at the officers meetings an account of all of his or her transactions as Treasurer and of the financial condition of the chapter.

· Gives a “State of the Account” report at each meeting

· Coordinates closely with the Orchestra Director to execute various purchases for events and activities throughout the year

· Ensures applicable Federal (IRS) and State returns/reports/renewals to maintain the Booster Club’s status as a tax-exempt, non-profit charitable corporation are filed

Orchestra Treasurer time commitment: Two to six hours a month depending on need and level of involvement. Total monetary transactions (deposits, checks written, and debit card transactions) are only about 30 for the whole year.

The Fundraising Chairperson: The Fundraising Chairperson is responsible for collecting fundraising ideas and presenting them to the officers for consideration. He or she will also act as liaison to the various fundraising committees and shall report on such activities at the officers meetings.

· Coordinates Butter Braids and sees that other fundraising efforts are coordinated (“pass the hat,” rose sales, etc.)

· The pass-the-hat event at concerts is a tradition, but sending a box down each aisle takes a considerable amount of time and cuts into concert time. Instead, donation boxes are held by a few responsible persons at the entrance/exit, with distinctly marked signs, etc. Parents are often reminded that they will have the opportunity to donate at the concert & checks should be made out to Orchestra Boosters.

· Roses are typically donated and/or purchased then repackaged for individual sale.

· Reports on Fundraising activities at each meeting

Orchestra Fundraising Chair time commitment: Plan for at least 4 hours with volunteers to counting and reconciling Butter Braid orders, then submit the order. Distribution can take at least 2 hours. Seeing that other fundraisers occur vary with volunteers (pass the hat, obtaining and packaging roses for sales, counting monies, etc.).

The Newsletter Editor: The Newsletter Editor will prepare and distribute a newsletter to the members of the chapter at least once each trimester. The newsletter will include but not be limited to a calendar of events, notice of pending meetings, concert schedules and information about the accomplishments of the music students. He or she shall also perform such other duties that are incident to his or her office or are properly required of him by the Board of Directors.

Note, due to the expense, size, scope and duplication of Orchestra information, there is no newsletter. Information is dispersed by the director via students, emailing parents, messaging with the NSD systems, and posting on the teacher website. The Newsletter Editor for Orchestra is a Communications Chair who has been trained by the NSD to update a sub-page on the director’s school website titled “Orchestra Boosters.” Information and updates are posted, but most communications are handled elsewhere.

Orchestra Newsletter Editor time commitment: NSD web training takes about an hour (more if new to the system). About a 1/2 hour before each of the six meetings is spent updating the website - if provided with agenda/minutes. If provided full text requests for website updates and documents; it can take 15 to 20 minutes to complete each update (from logging in, updating and testing links/text/appearance/photos). May need to solicit updates or make obvious calendar updates (notice of meeting pulled after the meeting).

Westside Strings Representative: The Westside Strings Rep. represents the interests of the Elementary Strings program to the board. This person hels to organize carpools by feeder pattern, promotes enrollment in Westside Strings, and advocates for the elementary strings music program. The Orchestra Westside Strings Representative time commitment: depends upon need, but should try to attend board meetings and touch base with Westside families.

Photographer: Ensures that photos are secured for the school yearbook and possible photo projects (i.e. some years there was a photo book as a graduating class gift). Ideally all students who are allowed to have their photos taken should be included.

Orchestra Photographer time commitment: depends upon delegation to take photos at events, but should try to attend (or have someone attend) and take photos at most events before spring.

Member-at-Large: Seeks out family and student input on topics to present to the board.

Orchestra Member at Large time commitment: depends upon need, but should try to attend board meetings and touch base with Kenmore orchestra families.

Archivist/Librarian: There is limited space to collect and organize orchestra shirts, bow ties, books, CDs with books, etc. A librarian could collect and organize a swap or donation as students out grow items. These items could be could be checked out and returned at the end of the year for repair and cleaning. Additionally, board member binders sometimes fill to overflowing. As some documents may be needed for future reference, the Librarian will organize and maintain these records to pass on to future board members.

Time commitment: varies with scope – once established could be a short-term or cyclic job.

The bylaws allow the creation of additional positions as needed. The following are ideas:

Carpooling assistant: Someone to assist the director checking with the office to ensure drivers have up to date forms, and information for field trip drivers and chaperones. Time commitment: at least an hour or two for the first field trip, then possibly less once information is available.

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