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Westminster, Colorado
David L. Evans
Director of Bands
Director of Bands
| Article X. DUTIES OF THE BOARD OF DIRECTORS 10.1 GENERAL - Each officer shall be authorized to sign checks for disbursement of funds as determined necessary by their position and the concurrence of the President and Finance Chairperson. 10.2 PRESIDENT - The President shall be responsible for convening and presiding over all Board and General Membership meetings. The President shall perform all other duties in keeping with the Office of President, including general supervision over all affairs, activities, committees, business and properties of the Organization. The President shall represent the Board and Organization to the School, the School District, and other external organizations. The President may establish Committee Positions to support the responsibilities of the position as deemed necessary. The President shall perform other duties as deemed necessary. 10.3 VICE-PRESIDENT - The Vice-President shall act as president in the absence of the President. The Vice-President shall assist the President in the execution of the President’s duties as described herein or through delegation by the President in support of the needs of the Band Booster Board and the general band programs. 10.4 FINANCE CHAIRPERSON - The Finance Chairperson shall be custodian of funds for the Organization, except those funds held by the Fund-Raising Chairperson for the purpose of conducting non-bingo fund raising activities. The Finance Chairperson shall maintain checking and savings accounts for the purpose of managing the Organization's funds. All income and expenses of the organization (except for non-bingo fund-raising income and expenses as described under "Fund-Raising Chairperson" below) shall be managed through these accounts. The Finance Chairperson shall keep full and detailed records of all financial transactions conducted through these accounts. As needed, but in no case less frequently than once per year (within 30 days of the end of the fiscal year), the finance chairperson shall reconcile the fund raising checking account and any other checking or savings accounts that may be established which are controlled by persons other than the finance chairperson. The Finance Chairperson shall provide full and up-to-date financial reports at each Board and General Membership meeting and shall prepare an annual financial report to be presented at the September General Membership meeting. The Finance Chairperson shall be responsible, with support from the Band Director(s), Staff and other officers, for the development of an annual budget for the Organization. The Finance Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. All deposits and disbursements shall be conducted through the Finance Chairpersons accounting system. If requested by the Board, the Finance Chairperson shall provide the annual financial report and all supporting records to an independent financial auditor to be appointed by the Board. The Finance Chairperson may establish Committee Positions consisting of Individual Student Account Manager, a Bingo Bookkeeper and Cashiers, and/or others as deemed necessary. The Finance Chairperson shall work with the Bingo Chair to prepare and submit all bingo-related financial and legal documentation and reports for the Organization. The Finance Chairperson shall prepare and submit all other financial, tax, and legally-required documentation and reports for the Organization. The Finance Chairperson may prepare and submit any such documents and reports through licensed third parties with the approval of the Board. The Finance Chairperson shall perform other duties as deemed necessary. 10.5 COMMUNICATIONS CHAIRPERSON - The Communications Chairperson shall be responsible for planning and coordinating communication between the Board and the General Membership and for keeping minutes of all meetings of the Organization. The Communications Chairperson shall present minutes of each Board and General Membership meeting to the Board for review and approval at or prior to its next meeting following the recorded meeting. The Communications Chairperson shall present minutes of all Board and General Membership meetings to the membership at General Membership meetings. The Communications Chairperson shall prepare and distribute a newsletter to the general membership at least quarterly. The Communications Chairperson shall have custody of documents pertaining to the Organization. The Communications Chairperson shall be responsible for planning and coordinating communication between the Organization and Local Media. The Communications Chairperson shall be responsible for maintaining a current database of Band student information and distribute this information as deemed appropriate by the Organization and the Band Director(s) in accordance with school policy. The Communications Chairperson may establish Committee Positions to support Band Roster Database Maintenance as deemed necessary. The Communications Chairperson will also be the liaison for the three Student Representatives on the Board of Directors as listed below. The Communications Chairperson shall participate with the Finance Chairperson and other officers in the development of an annual budget for his / her area of responsibility. The Communications Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Communications Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson - all deposits and disbursements shall be conducted through the Finance Chairperson's accounting system. The Communications Chairperson shall perform other duties as deemed necessary. 10.6 FUND-RAISING CHAIRPERSON - The Fund-Raising Chairperson shall be responsible for planning and coordinating non-bingo fund-raising. The Fund-Raising Chairperson shall be the custodian of funds held for the purpose of conducting non-bingo fund-raising activities. The Fund- Raising Chairperson or designee shall maintain a checking account (the fund raising checking account) for the purpose of managing non-bingo fund-raising funds. Only non-bingo fund-raising income and expenses of the organization shall be managed through this account. The Fund-Raising Chairperson shall keep full and detailed records of all financial transactions conducted through account. The fund raising checking account shall be reconciled as needed, but in no case less than once per year (within 30 days of the end of the fiscal year) by the finance chairperson. The Fund-Raising Chairperson shall provide full and up-to-date financial reports at each regularly scheduled Board and General Membership meeting and shall prepare an annual financial report to be presented at the April General Membership meeting. If requested by the Board, the Fund-Raising Chairperson shall provide the annual financial report and all supporting records to an independent financial auditor to be appointed by the Board. The Fund-Raising Chairperson shall participate with the Treasurer and other officers in the development of an annual budget for his / her area of responsibility. The Fund-Raising Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Fund-Raising Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson. The Fund-Raising Chairperson may establish Committee Positions to support the responsibilities of the position as deemed necessary. The Fund-Raising Chairperson shall perform other duties as deemed necessary. 10.7 UNIFORM CHAIRPERSON - The Uniform Chairperson shall be responsible for planning and coordinating all aspects of uniforms and costumes for all band programs. The Uniform Chairperson shall be responsible for inventorying, ordering, and coordinating the manufacture and maintenance of the Band's uniforms, costumes, and associated accessories. The Uniform Chairperson is also responsible for coordinating uniform / costume cleaning, fitting and alterations, storage arrangements, and check-out and check-in. The Uniform Chairperson shall participate with the Finance Chairperson and other officers in the development of an annual budget for his / her area of responsibility. The Uniform Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Uniform Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson - all deposits and disbursements shall be conducted through the Finance Chairperson's accounting system. The Uniform Chairperson may establish a Sewing Coordinator and/or others as deemed necessary. The Uniform Chairperson shall perform other duties as deemed necessary. 10.8 SPECIAL EVENTS CHAIRPERSON - The Special Events Chairperson shall be responsible for planning and coordinating the ongoing calendar of events for the Organization in cooperation with the Band Director(s), Assistant Director(s) and Staff. Examples of such events include dinners, dances, practices, and competitions. The Special Events Chairperson shall also be responsible for planning and coordinating any program- related major events sponsored by the Organization in cooperation with the Band Director(s), Assistant Director(s) and Staff. Examples of such events include regional marching competitions and public concerts. The Special Events Chairperson shall participate with the Finance Chairperson and other officers in the development of an annual budget for his / her area of responsibility. The Special Events Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Special Events Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson - all deposits and disbursements shall be conducted through the Finance Chairperson's accounting system. The Special Events Chairperson may establish Committee Positions as deemed necessary. The Special Events Chair shall perform other duties as deemed necessary. 10.9 VOLUNTEER CHAIRPERSON - The Volunteer Chairperson shall be responsible for recruiting and coordinating all non-Bingo related requirements for volunteers. The Volunteer Chairperson shall be responsible for maintaining a volunteer database. The Volunteer Chairperson may establish Committee Positions as deemed necessary. The Volunteer Chairperson shall participate with the Finance Chairperson and other officers in the development of an annual budget for his / her area of responsibility. The Volunteer Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Volunteer Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson - all deposits and disbursements shall be conducted through the Finance Chairperson's accounting system. The Volunteer Chairperson shall perform other duties as deemed necessary. 10.10 LOGISTICS CHAIRPERSON - The Logistics Chairperson shall be responsible for planning and coordinating personnel transportation, equipment transportation, and chaperones for practices, competitions, parades, and all other events requiring local band travel but not overnight stay. The Logistics Chairperson shall be responsible for planning and coordinating Parent Camps or other means to build, repair and maintain equipment and props. The Logistics Chairperson shall be responsible for coordinating the adult volunteers necessary to provide support required by the band to get equipment and props on and off the field / floor at competitions. The Logistics Chairperson shall participate with the Finance Chairperson and other officers in the development of an annual budget for his / her area of responsibility. The Logistics Chairperson shall have the authority to make financial commitments associated with his / her area of responsibility for the organization within the boundaries of the budget as approved by the Board except as specifically directed otherwise by resolutions of the Board. The Logistics Chairperson shall report all income and expenses associated with his / her area of responsibility to the Finance Chairperson - all deposits and disbursements shall be conducted through the Finance Chairperson's accounting system The Logistics Chairperson may establish Committee Positions consisting of Local Transportation/Chaperone Coordinator, Props Coordinator, Equipment Coordinator, Construction Coordinator and/or others as deemed necessary The Logistics Chairperson shall perform other duties as deemed necessary. |