Roles and Duties

Kettle Run High School Band Boosters

Roles & Responsibilities Descriptions

The Executive Board

President – shall preside at all meetings of the Association, appoints all committees with the approval of the executive board and shall serve as the ex-officio member of all committees.  The President shall with the approval of the executive board, appoint all committees and/or task force heads/coordinators deemed necessary to support association activities.

Vice-President – shall assume all duties of the President in his/her absence.  Shall serve as the Chair of the Ways and Means Committee.

Secretary - shall record the proceedings of all meetings of the Association and all meetings of the Executive Board and shall perform all the usual and customary functions of the office.  Update and review documents such as this handbook on an annual basis.

Treasurer – shall be responsible for keeping an accurate account of association money, such as fees, proceeds from fundraising projects, bills to be paid, etc.  The treasurer shall prepare and co-sign association checks with either the President or Vice President.  The Treasurer shall prepare monthly and yearly reports from the deposit worksheet provided by the recorder, with a duplicate deposit slip.  The treasurer shall perform such other financial duties as may from time to time, be prescribed by the Executive Board.

Recorder – shall issue receipts for all monies received and make deposits at least weekly into the Band Boosters General Fund account.  The recorder shall verify, at every executive board meeting, that deposit worksheets are equal to the Treasurer's monthly and year-to-date balance sheets. Currently the Recorder also works with Uniform Coordinators to record data into Charms.

Parliamentarian - shall enforce the By-Laws of the association and ensure that Robert's Rules of Order as revised, shall govern the proceedings of the association.

Parent/Guardian Volunteers

Chaperone/Head Chaperone – Volunteers approved by the school.  Parents who want to chaperone need to provide her/his driver’s license to the front office before volunteering. Chaperones are to supervise students on trips, band competitions and festivals.  The Head Chaperone on each bus will position chaperones in the back, middle and front of the bus (refers to long road trips only), then conduct a roll call, and oversee the Chaperone Emergency Backpack. All chaperones monitor student behavior. Students must stay seated, refrain from excessive noise, and foul language. Inappropriate physical contact is unacceptable. Should this behavior occur, inform the individuals involved to cease their behavior and report violations to the band director.  At the competition, supervise and assist section leaders to ensure their section has their uniforms on, shoes clean and hair up if needed.  You may also be asked to unload the equipment bus or help distribute water. Students should never go anywhere without a chaperone. Chaperones also prepare coolers for competitions - fill them with water bottles and ice.  Marching Band chaperones are primarily needed July through November; Concert Band chaperones (Symphonic and Wind Ensemble) needed for Spring Assessment.

Chaperone Coordinator:  Adults are needed to supervise students on trips, band competitions, and festivals.   Verify that all chaperones have followed the school policy for volunteers.  Send the chaperone list to the band director a few days before each competition. For the buses, pack the following items for the Chaperone Emergency Backpack: first aid kits (one for each bus), paper towels, wipes for hats, and trash bags; repack as needed after events. Ensure Head Chaperones have what they need and know protocol. This volunteer may choose to attend as a chaperone as well.

Color Guard Parent Representative: Assistant to the Color Guard Instructor to help with whatever is needed, especially for football games and competitions, and help communicate CG needs with the Boosters.

Concert Band Uniforms Coordinator/Volunteers - Fittings begin mid-September, work with Seamstresses to tailor as needed, to be ready to wear before first concert. Uniforms will be sent home with students and stay with students until the end of the season.  At the end of the concert season, check in all uniforms (to include bow ties and cummerbunds), record and report any missing items to the Treasurer/Recorder for follow-up and possible re-ordering, make any repairs to uniforms and send uniforms to the dry cleaner.

District Band Auditions (DBA) Event Coordinator – Head the committee to organize volunteers for DBA, working closely with Band Directors. This event requires “All Hands” for volunteers in order to run smoothly and successfully, and encompasses all aspects: Parent and student volunteers, Hospitality, Tallying, Registration, and Concessions.

Hospitality Coordinator/Volunteers – Lead/assist with coordination of Friday night football game meals, ensuring that donated items are sought, and enough paper products, drinks and desserts are available.  Ensure proper setup and cleanup of the Commons area before and after meals.   Note: Meals for the season are typically catered by a local restaurant, which is supplemented with desserts donated by various assigned Band Sections over the Marching Season. A volunteer’s hours will vary but most are of short duration.  Many volunteers are also needed at various times within the year to help set up, serve, or cleanup for various events, such as the MB Banquet, Pizza for 8th Grade Band Night, Mini MB Camp Ice Cream Social, Staff lunch at MB camp, and the End of Year All Band Banquet.

Marching Band Pit Boss & Pit Crew – During competitions, assist students in putting all necessary equipment for MB and Color Guard on the buses and ensure equipment is secured.  Remove equipment from buses and bring it to staging areas as directed by the host school.  Set up equipment on the marching field in a timely manner.  We are judged on our ability to move quickly and efficiently.  Pit Crew is also needed to transport equipment to the marching field during home football games.

Marching Band Uniforms Coordinator/Volunteers - Fitting uniforms, shoes, and gloves during the first three days of band camp.  After fitting, order gloves and shoes. Work with Seamstresses to tailor as needed.  Uniforms should be ready to wear for the first football home game.  Verify hair accessories and purchase any needed supplies (the cost of these items is covered by the Band Booster Association).  Repair uniforms as needed, coordinate dry cleaners to pick up and drop off uniforms.  After each cleaning, place uniforms back in the assigned bags. For each competition, place a plume box with extra gloves and socks on the equipment bus.  Check in uniforms at the end of the marching season, make any repairs and have uniforms cleaned.

Publicity Committee - This position or group provides contact between the booster organization, fundraising chairpersons, and the band director to social networking sites and any venue the organization may wish to advertise upcoming events or awards.  Position may require creation of informational statements, but generally receives previously prepared documentation from executive board or fundraising chairpersons. Post updates and reminders to band website and social media. 

Scholarship Committee – A group of three active band booster members (parents/guardians of seniors are not eligible to sit on this committee) who will meet for a short period of time to review senior scholarship applications and render a final decision regarding scholarship awards. Forms to be redacted by President (if not a senior parent).

Seamstresses – Those willing to place temporary hems in marching uniforms and concert uniforms to ensure a better fit for each student.  Our uniforms must last an average of 10 years so care must be taken. No experience necessary, needed primarily August-October, in batches, and as much or as little as each seamstress can handle.

Spirit wear - Ordering of spirit wear and coordination of sales during football games and possibly concerts. Currently, many volunteers are needed with one coordinator.

Stadium Crew – Volunteers that arrive to the stadium before home football games, begin to fill coolers with water bottles and ice, and bring approved pretzel snack and stadium seats for the MB to sit on during the home games. These volunteers are to stay until the end of the game and make sure bleachers have been cleaned up by the students, do a final clean up, and bring stadium equipment back and put it away.

Volunteers At Large – Volunteers are needed in every aspect of the Band Boosters Organization.  Our efforts to further the KRHS Band Boosters Association cannot be done without the efforts of our many wonderful volunteers.