BOARD POSITION DESCRIPTIONS

President

The President keeps the band director’s big picture in focus and ensures the boosters are effectively supporting the Band Director’s goals. 

• Lead Meetings: Presides over all board and general membership meetings.

• Director Liaison: Meets regularly with the Band Director to align booster activities with the band's needs.

• Oversight: Serves as an ex-officio member of all committees 

• Representation: Acts as the primary spokesperson for the boosters to the school administration and the community.

Conflict Resolution: Addresses any issues within the board or membership to keep the environment harmonious. 

Vice President

The Operations Chief The VP focuses on the logistical "how" of the organization.  Primary responsibilities include the running of any competitions that Woodgrove hosts. The VP serves as the intermediary between the President and the organization.  They help run meetings in the event the President cannot attend.

• Committee Coordination: Serves as the primary contact for committee chairs (e.g., Fundraising, Uniforms, Pit Crew, Concessions).

• Succession: Performs the duties of the President in their absence or inability to serve.

• Special Projects: Takes the lead on major events that we host, including competitions and other major events.

Secretary

The Secretary ensures the organization stays organized and the membership stays informed.

• Meeting Minutes: Records and distributes accurate minutes from all executive and general meetings.

• Correspondence: Manages official booster emails, up-keep of our website, and calendar.

• Record Retention: Maintains the "Master File" of the organization, including the bylaws, historical records, and meeting archives.

• Membership Roster: Keeps an up-to-date list of all members and their contact information.

• Notice: Ensures all members are notified of upcoming meetings and events in a timely manner.

Treasurer

The Treasurer ensures every dollar is accounted for and that the organization remains in good standing with the law (and the IRS).

• Budgeting: Works with the board and Band Director to create and manage the annual budget.

• Financial Reporting: Provides a detailed report of income and expenses at every monthly meeting.

• Accounts Payable/Receivable: Pays the bills, reimburses parents/staff for approved expenses, and deposits all incoming funds (fundraisers, dues, etc.).

• Tax & Compliance: Ensures the 501(c)(3) status is maintained by filing necessary tax forms (like the Form 990) and state renewals.

• Audit Support: Prepares the books for an annual internal or external audit to ensure transparency.

Volunteer Coordinator

This role is all about logistics and community. The Volunteer Coordinator ensures that the band gets the help that it needs at each and every event.

• Recruitment: Actively recruits parents and community members for various "shifts" throughout the season.

• Logistics Management: Uses tools (like SignUpGenius or similar) to organize volunteers for specific events like football games, competitions, and other events.

• On-Site Direction: Acts as the point of contact during events to direct volunteers to their stations and troubleshoot any "no-show" gaps.

Fundraising Lead

The Fundraising Lead keeps fundraising organized, effective, and supportive of a great experience for all band students. They coordinate efforts, communicate with families about fundraising, and support student participation. 

• Corporate Sponsorships: Reaches out to local businesses to secure program ads or direct sponsorships.

• Spirit Wear Sales: Leads creation and sales of Spirit Wear at various points throughout the year

• Strategy Development: Creates a calendar of diverse fundraising activities

• Event Oversight: Manages the execution of major fundraising events, including at competitions, ensuring goals are met and overhead costs are kept low.

• Grant Writing: Researches and applies for any grants, when needed.