MHS Band Parent Association Board

MHS Band Board Positions and Duties

President

· Preside at meetings of the Board

· Preside at Membership meetings

· Coordinate Board Officers and Board responsibilities

· Authorized signatory for Association Bank Account

· Be a liaison and representative of the Board as needed

VP/Secretary

· Assume duties of the President in the absence of the President

· Record minutes of all Membership and Board Meetings to be posted on the website no later than 1 week after the meeting

· Create communication bursts to be sent to the general membership on a bi weekly basis

Treasurer

· Record all financial transactions and maintain proper records for the Association

· Distribute Financial reports at Board meetings

· Provide and give a report at Membership meetings

· Collect all monies for deposit

· Collect copies of order forms and monies from all fundraisers, merchandise orders, etc…

· Make bank deposits

· Prepare checks for signing, 2 signatories on every check

· Authorized signatory on all accounts

· Prepare records for audit before every school year

· File annual tax reports and other necessary reports and returns

Fundraising Coordinator

· Oversee and Coordinate all Fundraising activities

· Propose fundraisers to the board, provide updates as fundraisers progress, and a final report as fundraisers conclude

· Give a fundraising report at membership meetings

· Receives final fundraising reports (same as treasurer)

· Keep track of volunteer hours and signups for membership

· Attend required fundraising/food handling meetings/trainings

· Obtain all necessary permissions and permits for fundraisers

Concessions Coordinator

· Prepare concessions for activities as necessary (football games)

· Works with facility representatives for concession venues

· Purchase materials, goods, concessions for events

· Creates a schedule for workers for each event

· Coordinates all money transactions with Activity Money Manager

· Maintains concession inventory (equipment included)

· Authorized signatory on Association Account

· Attend any required trainings and/or meetings

· Obtain all necessary permits

Hospitality Coordinator

· Coordinate meals, snacks, refreshments, and water for practices, competitions, special events throughout the year

· Look for and secure a venue and menu for the end of the year Band Banquet

· Coordinate end of Band Camp Potluck

· Authorized Signatory on Association Account

Uniform Coordinator

· Oversee inventory, repair, transportation, cleaning, check in and out of uniforms

· Oversee that a representative is at all events to ensure proper attire and necessary repairs

· Provide water at all home football games (jugs provided, fill at concessions) and competitions during warm ups (work with hospitality)

· Oversee sale of band merchandise (shirts, hats, etc…)

Equipment Coordinator

· Oversee production and transportation of props and equipment

· Coordinate volunteers to move props/equipment at games and competitions

· Ensure vehicles owned by the Association are in proper order

Activities Money Manager

· Prepare and maintain money aprons and cash box for necessary events

· Attend all football games and fundraisers, collect money at events, and ensure necessary change

· Count and prepare money to give to treasurer for deposits

· Keep records and reconciliations for all events

· Prepare reports on money activities for treasurer

Historian

· Create a record of band activities through various media outlets (photos/videos) of band events including but not limited to: fundraisers, concerts, rehearsals, competitions, exhibitions, social events, band camp, and other band functions

· Oversee media, publications, and public relations at the directors’ discretion