PRESIDENT
1. Create agenda for meetings. Contact all officers and committee chairs to see what they want placed on the agenda.
2. Set meeting dates for executive board as well as general membership as per our bylaws. Make sure the meeting notices are sent out more than 48 hours prior to meeting. We can use CHARMS email or the e-news that gets sent out by the PTSA. The president is the only one with access to CHARMS.
3. Preside at meetings and ensure meetings are run according to Robert’s Rules of Order.
4. Be in contact with the orchestra directors and administrators about activities as well as officers and committee chairs as well as student officers.
5. Set goals with help of executive board for the club and determine activities to achieve those goals.
6. Ensure board members receive appropriate training offered by the RRISD for booster clubs.
7. Make sure the audit and nominations committees are filled as per our bylaws.
8. Periodically review bylaws to ensure they are updated as needed.
9. Ensure officers, committees and their chairs have resources to carry out their duties.
10. Review proposed activities to ensure they do not violate any district or UIL policies.
11. Communicate with the orchestra student president about events that pertain to students.
12. Co-sign checks, make deposits and ensure money at events is counted by members who are not check signers.
13. Check post office box for mail once a week.
VICE PRESIDENT
1. Help the President to do any of the above.
2. Co-sign checks, make sure available to sign the check so people can get paid.
3. Communicate with the orchestra student president about events that pertain to students.
4. Since we have a really good president there is nothing else that I can think of to add here.
SECRETARY
1. Attend & take meeting minutes at all Executive Board and General Membership meetings.
a. make sure to include names of all attendees at meeting (collect sign-in sheet after each meeting)
b. post meeting minutes on Booster Club’s website or email them to someone who knows how to do that
c. email meeting minutes to Executive Board members
d. have minutes prepared prior to next meeting; if prepared very late, supply copies of minutes to distribute at the meeting
e. briefly summarize important action items from previous meeting at the beginning of each meeting
2. Receive monthly checking account statements and turn these over to the Chair of the Audit Committee when called for.
3. Retain/store Booster Club formation documents.
4. Periodically check the Booster Club P.O. Box.
TREASURER
1. Create a budget plan in June/July each year.
a. Our goal is to spend all the money we collected.
b. Try to keep the balance in account between $500 and $1500 at the end of school year.
2. File Texas Sales and Use Tax annually in January (due around Jan. 20 each year).
a. We used to file this report quarterly. Starting from 2014, we are allowed to file it annually because our annual tax payment is below $1000.
b. If there is no tax to be paid, we can file it online.
c. If there is tax to be paid, we have to file it through mail.
d. There is a $50 penalty for late filing.
3. File Texas Franchise Tax annually in May (due at May 15 each year).
a. There is normally no tax to be paid, but we still have to file it.
b. There is a $50 penalty for late filing.
4. Create a monthly financial report and upload to the Booster Club web site.
a. I created a report template in Excel. Just make a copy of an old report and create a new sheet to get started. Calculations are done automatically.
b. Upload the report to the web site. You need privilege for uploading.
5. Accounting records must be audited once every 6 months.
a. Audit committee is dedicated for this.
6. Use Excel spreadsheet for bookkeeping. I created an Excel file with several sheets:
a. Transactions: logs all transactions with a note for each transaction to easily identify it.
b. Taxable Sales: records all items required for paying taxes.
c. Checks: records all checks with signers and a note for its purpose
7. GASB 39 Report for Round Rock ISD auditing
a. It is an annual summary report, normally by the end of the fiscal year, i.e. July 31.
b. It needs to be submitted to RRISD via Donna Christopher ([email protected]) from Westwood HS.
Uniforms Committee
Be in contact with orchestra director at beginning of school year to determine times to distribute uniforms to students. Get volunteers together to help with uniform handout, which includes measuring new students to find appropriate size. Collect uniform assignment forms and fees from students. Input uniform/student information in CHARMS. Assist with uniform maintenance during the year. Get volunteers to help collect uniforms at the end of the year. Get uniforms cleaned and organized for next year. Coordinate uniform communication with Band uniform chair. We now have barcodes on each uniform that will entail changing the system we have previously used. The uniforms chair is a member of the executive board and attends board meetings.
Banquet Committee
The May banquet is the biggest event for students and their families. At beginning of second semester the chair ask students what kind of food they would like. We usually have contacted two restaurants about prices and vegetarian options before asking students to choose one. Also ask students for the theme they want. The decorations committee will use the theme to determine decorations which will be done by decorations committee. The invitations committee also makes invitations that are sent to all families. Send out a sign up for volunteers to serve, pick up food, decorate, clean up and take tickets at the event. The banquet chair is a member of the executive board and attends board meetings.
Spirit Committee
This new committee will be responsible for t-shirts at the beginning of the school year. Students come up with a design, which is used on the t-shirts. Committee chair and members find printers for the t-shirts and take orders for the shirts. This committee shall also be responsible for pride signs. The committee will also do other events or make purchases to enhance orchestra spirit among its members and school. The chair is a member of the executive board and attends board meetings.
Hospitality Committee
Hospitality committee provides food and drink at designated times for the students. We have done this twice a year: in the fall and spring. Committee chair communicates with orchestra director and student officers as to the best time and the food choices for the events. Can also purchase prizes for games. The chair is a member of the executive board and attends meetings.
Audit Committee
Booster bylaws require our books be audited. Our audit committee consists of 3 to 5 persons and audits the books at the end of December and again in June. Results of the audits are presented to the board as well as the general membership as per the bylaws. Audits must be finished before the new officers and board take office on July 1.
Fundraising Committee
1. Attend Booster Club General Meetings and Executive Committee Meetings
2. Primary goal for this committee would be to organize as many fundraising events earlier in the year as possible.
a. Keith Hill, with Great American Company, contact # 512-496-7778. We have done Coupon book sales that brought us 50% profit. Keith will come in and explain the process, depending on the sale we choose to do.
3. Before any Fundraising sale, there is a Form that should be picked up from Donna Christopher, WW Office. This form should be completed by the Fundraising Chair and then given to Mr THompson for her to sign and return to WW office.
4. Create a GIFT BASKET (items worth $100) to be donated to Westwood Holiday Affair, the cost of items will be paid for by Orchestra Booster Club.
5. Assist Orchestra Banquet Committee with decorations for Orchestra Banquet.
6. Assist with sale of other Booster Club items like T-Shirt sale etc.
7. Arrange for snacks/drinks sale at various Orchestra events -need prior discussion with Mr Thompson.
8. Assist the Booster Club with any additional responsibilities as needed.
9. Be a team player!
Trips Committee
Not needed so far.
1. Create agenda for meetings. Contact all officers and committee chairs to see what they want placed on the agenda.
2. Set meeting dates for executive board as well as general membership as per our bylaws. Make sure the meeting notices are sent out more than 48 hours prior to meeting. We can use CHARMS email or the e-news that gets sent out by the PTSA. The president is the only one with access to CHARMS.
3. Preside at meetings and ensure meetings are run according to Robert’s Rules of Order.
4. Be in contact with the orchestra directors and administrators about activities as well as officers and committee chairs as well as student officers.
5. Set goals with help of executive board for the club and determine activities to achieve those goals.
6. Ensure board members receive appropriate training offered by the RRISD for booster clubs.
7. Make sure the audit and nominations committees are filled as per our bylaws.
8. Periodically review bylaws to ensure they are updated as needed.
9. Ensure officers, committees and their chairs have resources to carry out their duties.
10. Review proposed activities to ensure they do not violate any district or UIL policies.
11. Communicate with the orchestra student president about events that pertain to students.
12. Co-sign checks, make deposits and ensure money at events is counted by members who are not check signers.
13. Check post office box for mail once a week.
VICE PRESIDENT
1. Help the President to do any of the above.
2. Co-sign checks, make sure available to sign the check so people can get paid.
3. Communicate with the orchestra student president about events that pertain to students.
4. Since we have a really good president there is nothing else that I can think of to add here.
SECRETARY
1. Attend & take meeting minutes at all Executive Board and General Membership meetings.
a. make sure to include names of all attendees at meeting (collect sign-in sheet after each meeting)
b. post meeting minutes on Booster Club’s website or email them to someone who knows how to do that
c. email meeting minutes to Executive Board members
d. have minutes prepared prior to next meeting; if prepared very late, supply copies of minutes to distribute at the meeting
e. briefly summarize important action items from previous meeting at the beginning of each meeting
2. Receive monthly checking account statements and turn these over to the Chair of the Audit Committee when called for.
3. Retain/store Booster Club formation documents.
4. Periodically check the Booster Club P.O. Box.
TREASURER
1. Create a budget plan in June/July each year.
a. Our goal is to spend all the money we collected.
b. Try to keep the balance in account between $500 and $1500 at the end of school year.
2. File Texas Sales and Use Tax annually in January (due around Jan. 20 each year).
a. We used to file this report quarterly. Starting from 2014, we are allowed to file it annually because our annual tax payment is below $1000.
b. If there is no tax to be paid, we can file it online.
c. If there is tax to be paid, we have to file it through mail.
d. There is a $50 penalty for late filing.
3. File Texas Franchise Tax annually in May (due at May 15 each year).
a. There is normally no tax to be paid, but we still have to file it.
b. There is a $50 penalty for late filing.
4. Create a monthly financial report and upload to the Booster Club web site.
a. I created a report template in Excel. Just make a copy of an old report and create a new sheet to get started. Calculations are done automatically.
b. Upload the report to the web site. You need privilege for uploading.
5. Accounting records must be audited once every 6 months.
a. Audit committee is dedicated for this.
6. Use Excel spreadsheet for bookkeeping. I created an Excel file with several sheets:
a. Transactions: logs all transactions with a note for each transaction to easily identify it.
b. Taxable Sales: records all items required for paying taxes.
c. Checks: records all checks with signers and a note for its purpose
7. GASB 39 Report for Round Rock ISD auditing
a. It is an annual summary report, normally by the end of the fiscal year, i.e. July 31.
b. It needs to be submitted to RRISD via Donna Christopher ([email protected]) from Westwood HS.
Uniforms Committee
Be in contact with orchestra director at beginning of school year to determine times to distribute uniforms to students. Get volunteers together to help with uniform handout, which includes measuring new students to find appropriate size. Collect uniform assignment forms and fees from students. Input uniform/student information in CHARMS. Assist with uniform maintenance during the year. Get volunteers to help collect uniforms at the end of the year. Get uniforms cleaned and organized for next year. Coordinate uniform communication with Band uniform chair. We now have barcodes on each uniform that will entail changing the system we have previously used. The uniforms chair is a member of the executive board and attends board meetings.
Banquet Committee
The May banquet is the biggest event for students and their families. At beginning of second semester the chair ask students what kind of food they would like. We usually have contacted two restaurants about prices and vegetarian options before asking students to choose one. Also ask students for the theme they want. The decorations committee will use the theme to determine decorations which will be done by decorations committee. The invitations committee also makes invitations that are sent to all families. Send out a sign up for volunteers to serve, pick up food, decorate, clean up and take tickets at the event. The banquet chair is a member of the executive board and attends board meetings.
Spirit Committee
This new committee will be responsible for t-shirts at the beginning of the school year. Students come up with a design, which is used on the t-shirts. Committee chair and members find printers for the t-shirts and take orders for the shirts. This committee shall also be responsible for pride signs. The committee will also do other events or make purchases to enhance orchestra spirit among its members and school. The chair is a member of the executive board and attends board meetings.
Hospitality Committee
Hospitality committee provides food and drink at designated times for the students. We have done this twice a year: in the fall and spring. Committee chair communicates with orchestra director and student officers as to the best time and the food choices for the events. Can also purchase prizes for games. The chair is a member of the executive board and attends meetings.
Audit Committee
Booster bylaws require our books be audited. Our audit committee consists of 3 to 5 persons and audits the books at the end of December and again in June. Results of the audits are presented to the board as well as the general membership as per the bylaws. Audits must be finished before the new officers and board take office on July 1.
Fundraising Committee
1. Attend Booster Club General Meetings and Executive Committee Meetings
2. Primary goal for this committee would be to organize as many fundraising events earlier in the year as possible.
a. Keith Hill, with Great American Company, contact # 512-496-7778. We have done Coupon book sales that brought us 50% profit. Keith will come in and explain the process, depending on the sale we choose to do.
3. Before any Fundraising sale, there is a Form that should be picked up from Donna Christopher, WW Office. This form should be completed by the Fundraising Chair and then given to Mr THompson for her to sign and return to WW office.
4. Create a GIFT BASKET (items worth $100) to be donated to Westwood Holiday Affair, the cost of items will be paid for by Orchestra Booster Club.
5. Assist Orchestra Banquet Committee with decorations for Orchestra Banquet.
6. Assist with sale of other Booster Club items like T-Shirt sale etc.
7. Arrange for snacks/drinks sale at various Orchestra events -need prior discussion with Mr Thompson.
8. Assist the Booster Club with any additional responsibilities as needed.
9. Be a team player!
Trips Committee
Not needed so far.