Boosters Board & Committee Positions

Executive Board

President

The President shall be the Chief Executive Officer of the Boosters and, subject to the control of the Executive Board, shall in general supervise and control all of the activities of the Boosters. The President shall be a member of the Executive Board and, when present, shall preside at all Executive Board and General Membership meetings. The President shall vote only in the case of a tie in a vote of the Executive Board or the membership. The President shall select and appoint the chairpersons of all standing and special committees except the Fundraising and Nominating Committees and shall be an ex-officio member of all committees of the Boosters except the Nominating Committee.

Vice President

The Vice President shall perform all the duties of the President in his or her absence and perform other duties assigned by the President and the Executive Board. The Vice President also serves as the chairperson of the Fundraising Committee. As the Fundraising Chairperson, the Vice President shall meet the financial needs of the Boosters as set forth in the budget by working with the Budget Officer; organize fundraising projects of the Boosters in compliance with West Springfield High School policy; and work with the Director of Volunteer Coordination to ensure adequate staffing for fundraising events.

Budget Officer

The Budget Officer shall develop an annual budget along with a long-range planning budget in coordination with the Executive Board; coordinate recapitalization and new purchase requirements with the Executive Board; and work with the Vice President to develop funding strategies and programs to support budget requirements.

Treasurer

The Treasurer is the authorized custodian of Boosters’ funds in accordance with the Boosters' financial policies. The Treasurer will organize, document, and record all financial activities. The Treasurer will be diligent and conscientious in ensuring all funds are received and spent in accordance with the Boosters’ tax-exempt purpose, bylaws and budget. The financial records belong to the Boosters and must be available to the other officers and members upon request.

The Treasurer shall:

• Ensure that receipts are provided for cash received by the Boosters.

• Ensure that all funds are deposited as soon as practical in the Boosters' authorized bank account(s).

• Ensure that payments and disbursements are authorized by approved budget, or an amendment to the budget.

• Present a written financial report (including income and expenditures and comparing budgeted amounts to actual year-to-date amounts), at each Membership and Executive Board meeting and at other times as requested by the Executive Board.

• Ensure that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Executive Board and membership.

Administrator/Secretary

The Secretary shall maintain the record copy of the bylaws and have them available at every General Membership and Executive Board meeting. The Secretary shall record minutes of the General Membership and Executive Board meetings; maintain a record of the minutes for the duration of the term of office; organize and maintain a complete record of the Boosters activities; pass all records on to the successor; and serve as a repository of Boosters reports, records and official documents such as Articles of Incorporation, insurance papers and the like.

Director of Volunteer Coordination

The Director of Volunteer Coordination shall recruit volunteers for fundraising events, marching band events, and hospitality events such as football game dinners, banquets and band concerts.

Volunteer Committee

Awards Committee

Awards works closely with the band director to produce the plaques and awards given out throughout the school year as needed. (These awards are awarded at the end of the school year). The majority of the process takes place in the month of May. The Awards chair handles the following:

• Getting the engraving completed with an out-sourced vendor

• (Along with committee) collects the names of the recipients from a form submitted by the parent, student, or band director

• (Along with committee) collects the names of the recipients from a form submitted by the parent, student, or band director

• Makes sure the form in available on Charms/CutTime

• Keeps track of inventory and ordering items needed (Ordering is scheduled for the competition of Marching band season)

Chaperones

Help the band at home and away football games, competitions and other band activities. Ride the bus to and from away football games, competitions, and band activities away from school. Provide water, snacks and assist the other committees (uniform crew and pit crew) at football games and competitions and help where needed.

Chaperone Chair

Coordinates Chaperones for games, competitions and other band activities. Informs Volunteer coordinator of chaperone, water, and snack needs. Snacks and water are provided for home games (third quarter) and competitions.

Concession Stand Coordinators

Concessions is one of the biggest yearly fundraisers that benefits the entire band program. Best if we have more than one coordinator to share the load.This Committee chairs need exceptional organizational and managerial abilities. This job requires a large committee of volunteers to be successful. Some group tasks include: recruiting volunteers, managing an online volunteer sign up, ordering, purchasing and stocking food and supplies, training new volunteers, communicating with the administration, tracking inventory, accounting, publicizing, publishing signs, tracking volunteer hours and staffing the concession stand for each regular home game and potential playoff games.

*Concessions is also called upon when the school is responsible for hosting events like VBODA and District Assessment where area bands would come to our school for adjudication.

Concession Stand committee/volunteers

Concessions is one of the biggest yearly fundraisers that benefits the entire band program. Helps plan concessions for fall season. Band Boosters runs concessions for the following home games:

• Varsity Football

• JV Football

• Freshmen Football

• Varsity Field Hockey

• JV Field Hockey

Volunteers help prep the stand prior to the game, cook hot food as needed, work as a team to sell food and drinks during the games, and clean up the stand after the game.We also need people to help shopping for supplies and then unloading the cars/restocking the stands.

Hospitality Chair

The Hospitality Chair coordinates and oversees all food related activities. The Chair plans the menu, procures the food, and requests/oversees volunteers to cook for and serve at each home football game during Marching Band season where the Band Boosters provide dinner for our band students. Provide lunch for one pre-determined week during Marching Band Camp. Work with the Tag Day chair to provide snacks and lunch for Tag Day. Coordinates and oversees band potlucks, dinner for the Band Banquet, and refreshments for concerts. The chairperson will assist in coordinating food for the Senior Night dinner upon request from the Senior Parent Chairperson(s). Maintain hospitality supplies. Send information for Sign-up Genius sheets for each Hospitality ran event. This position requires working with many fellow volunteers, Executing Board members and fellow Committee Chairpersons and the Band Director.

Nominating Committee

The Nominating Committee members work to coordinate nominations for following year Band Booster Executive Board positions. The Nominating Committee members will vote to appoint incoming/new Board members and work closely with the Webmaster/social media and Volunteer Coordinator Chairs to ensure information is communicated to all band families. Activities for the Nominating Committee usually take place between Feb - June each year.

Pit Crew Chair

The "Pit Crew" are the volunteers that help move, setup and remove pit equipment and/or props for marching band competitions/performances. Pit equipment is  the stationary music instruments and gear typically at the front of the performance venue. The Pit Chairperson will oversee the Pit Crew utilizing an online sign up for volunteers and by assigning duties at each venue.

Transportation Chair

The Transportation Chairperson will work to secure rental trucks for each competition. They will also request drivers/volunteer to transport larger instruments for away game pep-bands.

Senior Parent Committee

Arranges the Senior Recognition night for Senior Marching Band Students, typically the last football game of the season. Arranges the Senior Recognition for the last Senior Marching Band Competition. Arranges for corsages/boutonniere for the last Senior Concert of the year. Optional: puts together little gifts for seniors at the end of every home football game.

Spirit Wear Sales Chair

Hats, sweat shirts, t-shirts, car decals, etc... the Spirit Wear Chairperson helps our friends and families show their support of the Band programs by working with vendors to make available a variety of Spirit Wear. This volunteer will publish a list of available items in August, work on publicizing this list through digital communications and by speaking/ showing items at meetings, concerts and competitions. They will take orders, collect funds, turn in fees collected to the Band Booster Treasurer and deliver items.

Social Media Coordinator

Tweet updates and relevant information. Co-manage the band Facebook page with the Band Director. Post reminders and important announcements & dates.

Tag Day Chair

Tag Day is our biggest annual fundraiser! Thousands of dollars are needed each year to run a complete music program. Tag Day donations from our community are needed to support the music programs. All band, guard, and choir members raise money by collecting donations door to door in neighborhoods within the West Springfield HS boundaries. Tag Day is usually scheduled the first Saturday in September starting at 8am and lasting until mid-afternoon. This is a big job and takes ALL of our students and parents to be a success. The Tag Day Chair needs to be organized and have excellent managerial skills. This Chairperson will publish Tag Day flyers, secure volunteers via an online sign-up tool, organize route information materials, communicate importance of 100% participation and oversee flow of events many moving parts. Volunteers will need to be recruited for paperwork compilation, supply purchasing, check-in, uniforms, accounting, hospitality, drivers, collectors etc.

Tiny Tots Coordinator

The Tiny Tots concerts, held in December of each year, give the band an opportunity to give back to the community. Two days are designated for these concerts which feature an interactive, theatrical hands-on opportunity for preschool aged children to learn about band music and instruments. The Tiny Tot Coordinator will send out concert information and invitations to local preschool programs in the Fall, recruit Booster volunteers to assist with decorating the stage and usher students on concert days and assist the Band student performers with any costume needs. Other than the two concert dates, the majority of time commitment is minimal and can be done via email and phone.

Uniform Coordinator

Fit Marching Band and Concert Uniforms for all band students. Orders all uniform parts needed for Marching Band and Concert Band. Assist students at Marching Band performances, such as making sure uniform is adjusted properly and putting plumes in Shakos. After performances making sure that uniforms are properly stored.

Webmaster

Designs the website using online software supplied through hosting company. Coordinate, collect and update material on the website. Maintain email address for committee chairs and executive board members. Helps to maintain calendar. Manage the Sign- up Genius site and assist other committee chairs with setting up sign up requests.