BOOSTER BOARD

The President is the principal executive officer of the organization and, subject to the control of the Executive Board, in general supervises and controls all of the activities of the organization. The President is a member of the Executive Board and, when present, presides at all meetings of the Executive Board and all meetings of the membership. The President votes only in the case of a tie in a vote of the Executive Board or the membership. The President selects and appoints the chairpersons of all Standing and Special Committees and is an ex-officio member of all committees of the organization.

The Executive Board meets monthly to prepare for general membership meetings and to conduct the affairs of the organization. A quorum of the Executive Board for the conduct of business consists of at least three (3) officers in attendance. 

The Vice-President is a member of the Executive Board and, in the absence of the President, performs the duties of the President. The Vice-President performs such other duties as assigned by the President or the Executive Board.

The Executive Board meets monthly to prepare for general membership meetings and to conduct the affairs of the organization. A quorum of the Executive Board for the conduct of business consists of at least three (3) officers in attendance. 

The Secretary is a member of the Executive Board. The Secretary keeps the minutes of the proceedings of the membership and the Executive Board, sees that all notices are duly given in accordance with these Bylaws, is responsible for the publishing of meeting minutes, manages and keeps an accurate tally of the volunteer records and, in general, performs all duties incident to the office of Secretary and such other duties as may be assigned by the President or the Executive Board. 

The Executive Board meets monthly to prepare for general membership meetings and to conduct the affairs of the organization. A quorum of the Executive Board for the conduct of business consists of at least three (3) officers in attendance. 

The Treasurer is a member of the Executive Board. The Treasurer is the authorized custodian to have oversight of all funds of the organization in accordance with the organization’s financial policies. The Treasurer organizes, documents, and records all financial activities. The Treasurer is diligent and conscientious in ensuring all funds are received and spent in accordance with the organization’s tax-exempt purpose, bylaws and budget. 

The financial records belong to the organization and must be available to the other officers and members upon request. The Treasurer: 

• Prepares an annual budget for review and approval by the members.

• Ensures that numbered receipts are provided for cash received by the organization. 

• Ensures that all funds are timely deposited in the organization’s authorized bank account(s). 

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

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

• Sees that an annual financial review or audit, as appropriate based on budget size, is conducted and presented to the Executive Board, General Membership, and other stakeholders. 

The Executive Board meets monthly to prepare for general membership meetings and to conduct the affairs of the organization. A quorum of the Executive Board for the conduct of business consists of at least three (3) officers in attendance. 

The ASB Liaison/Bookkeeping Chair works closely with the Director and the ASB to organize and keep track of ASB-related transactions as well as keep accurate statements of choir students' accounts. It is important to note that this is not technically a Booster position as ASB and Booster are separate entities. 

Skills: willingness/ability to help; organized; strong spreadsheet skills

Duties: 

• SnapRaise! spreadsheet tracking

• Other ASB-related spreadsheet tracking as needed

Hours Needed: 2-3 hours a week of work as needed; about 2 hours monthly to attend board meetings

Active Months: Throughout the school year

The Choir Awards Banquet Chair spearheads a committee that works with the Director, Booster Board, and Choir Council to coordinate all needs regarding our year-end banquet. This includes reserving venue, coordinating with food vendor, equipment rentals, decorating along with choir council, coordinating/ordering awards with director, and coordinating volunteers.

Skills: willingness/ability to help; organized; good with vendor relations; light research; ability to delegate

Duties: 

• Coordinates with the Director and Booster Board to secure the venue (usually the Bridgeport Clubhouse) ahead of time

• Reaches out to vendors (catering, DJ, tablecloths, photo booth, lights, etc.)

• Works with the Communications Chair to get the word out using email newsletter, flyers, and social media

• Follows up with vendors as needed

• Coordinates with the Volunteers Chair and Choir Council to gather volunteers to decorate the event space and to work the event

• Coordinates with the Choir Director to organize awards, slideshow, etc.

• Keeps track of expenses and ticket sales

Hours Needed:  Around April, this person should put together a committee and start working to secure a venue and date as well reach out to vendors. This will take a few hours weekly leading up to the actual event in May. About 2 hours monthly to attend board meetings. 

Active Months: April-May

The Chaperones Chair heads the group of chaperones that accompany our students during Choir Festivals, Tours or any event where a chaperone is required. This person works with the Choir Director to get information out to all the Chaperones and vice versa.

Skills: willingness/ability to help; good communication skills; ability to delegate

Duties: 

• Coordinates with the Director and Booster Board to get the latest information and communicates this to the chaperones

• Reminds chaperones of their duties

• Makes sure there are enough chaperones for a given event

Hours Needed:  This varies greatly depending on the event. Some trips require several days' commitment whereas other trips require a full day. About 2 hours monthly to attend board meetings.

Active Months: Throughout the school year

The Communications Chair works with the Director, Booster Board, and Choir Council to make sure that all choir information is sent out to all parents and interested community members. This includes press releases, monthly newsletters, the choir website announcements, and social media. 

Skills: willingness/ability to help; organized; MailChimp knowledge a plus but not necessary; Instagram knowledge a plus but not necessary

Duties: 

• Sends out monthly newsletters using MailChimp

• Sends out announcements as needed using MailChimp and Instagram

Hours Needed: 1-2 hours a month. About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year

The Concessions Chair takes care of the concessions table at each of the four concerts held throughout the school year. They coordinate concessions food donations, food purchases, concessions volunteers during concerts and events, and storage of all concessions items. This is a great position to have multiple co-chairs where each chair can take a different concert night. Valencia Choir always holds a Thursday and Friday concert.

Skills: willingness/ability to help; organized; good with money/giving change

Duties: 

• Coordinates concessions food donations and food purchases

• Delegates tasks to concessions volunteers

• Sets up/breaks down concessions table

• Stores unsold concessions items at the end of an event

Hours Needed:  For each concert: two hours per show (Thursday and Friday shows). If multiple chairs, each chair can take one night. Volunteers can also be assigned to the concessions table to help out. About 2 hours monthly to attend board meetings. 

Active Months: October (Halloween Show), December (Dessert Carol Night), January (Pop N' Rocks), April/May (Spring Concert)

The Festivals Chair works with the Director, school administration, Booster Board, and Choir Council to coordinate all needs regarding choir festivals and festival travel. This includes bus scheduling/driver scheduling, chaperones, festival times and schedule, festival applications and fees, and possible travel and hotel bookings.

Skills: willingness/ability to help; good communication skills; ability to delegate

Duties: 

• Coordinates with the Director and Booster Board to get the latest Festival and travel information

• Books hotel and other travel arrangements for the Choir as needed

• Processes festival applications and fees as needed

• Coordinates with the School Administration and the Director to schedule the bus/driver for an event as needed

• Works with the Director to put together an informational packet which includes the itinerary, student contract, and permission slip which will be distributed to students and their parents

• Coordinates with the Chaperones Chair to make sure there are enough chaperones for a given event

• Works with the Booster Board, Director, and ASB Liaison to collect and track payment per student

Hours Needed:  5 hours or more a month during active months. About 2 hours monthly to attend board meetings.

Active Months: October, January, February, March, April (festival season)

The Fundraiser Sales Chair coordinates with the Choir Director, Booster Board, and Choir Council to schedule fundraiser sales like Restaurant Nights, Krispy Kreme, See's Candies, World's Finest Chocolates, etc. 

Skills: willingness/ability to help, super organized; good with vendor relations; ability to delegate

Duties: 

• Coordinates with the Director, Booster Board, and Choir Council to schedule sales events

• Gathers order forms and places order

• Designates a person to pick up order (Krispy Kreme, See's Candies, etc.) at the specified date and time

• Reaches out to vendors and follows up as needed

• Researches restaurants that participate in fundraisers

• Schedules Restaurant Nights with participating restaurants

• Works with the Communications Chair to get the word out using email newsletter, flyers, and social media

• Coordinates with the Volunteers Chair and Choir Council to gather volunteers as needed

Hours Needed:  2-3 hours monthly.  About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year as needed

The Fundraiser Events Chair coordinates with the Choir Director, Booster Board, and Choir Council to put together fundraiser events like Dessert Carol Night with Silent Auction, Swing Night, America's Got Talent Taping, A Night in Little Italy, Solo Night at Pagter Brothers, etc. This includes scheduling, vendors, donations, door prizes, and volunteers.

Skills: willingness/ability to help, super organized; good with vendor relations; ability to delegate

Duties: 

• Coordinates with the Director to secure the venue ahead of time

• Puts together a committee and delegates tasks

• Reaches out to potential vendors and follows up as needed

• Coordinates with agencies for live show tapings

• Works with the Communications Chair to get the word out using email newsletter, flyers, and social media

• Coordinates with the Volunteers Chair and Choir Council to gather volunteers and donations as needed

Hours Needed:  5 hours or more a month. About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year

The Publicity/Media Relations Chair works with the Choir Director, Booster Board, media outlets, local press, and vendors to promote the Choirs.

Skills: willingness/ability to help; relationship with media outlets, local press, and vendors; light research; writing skills

Duties: 

• Reaches out to media outlets and local press to help promote the choirs or a  particular choir event

• Follows up with vendors as needed

• Coordinates with the Choir Director and the students for interviews, etc.

Hours Needed:  1-2 hours monthly. About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year

The Holiday Boutique Chair spearheads a committee that works with the Choir Director, Booster Board, and vendors to put together the annual Holiday Boutique event typically held just before the holidays.

Skills: willingness/ability to help; organized; good with vendor relations; light research; ability to delegate

Duties: 

• Coordinates with the Director to secure the venue (the MPR) ahead of time

• Reaches out to potential vendors, accepts vendor booth payment, and assigns vendor booths

• Works with the Communications Chair to get the word out using email newsletter, flyers, and social media

• Follows up with vendors as needed

• Coordinates with the Volunteers Chair to gather volunteers to decorate the event space and to work the event

Hours Needed:  Around September/October, this person should put together a committee and start working to secure a venue and date as well reach out to vendors. This will take a few hours weekly leading up to the actual event in November/December. About 2 hours monthly to attend board meetings. 

Active Months: September-December

The Spiritwear and Merchandise Chair works with the Choir Director, Booster Board, and vendors to coordinate and schedule spiritwear and merchandise sales throughout the year. We typically schedule spiritwear sales twice during the year - in August and again just before or after the new year. We sell merchandise during our concerts.

Skills: willingness/ability to help, good with spreadsheets, good with vendor relations, light research

Duties: 

• Researches ideas on merchandise to sell

• Coordinates graphic design needs for merchandise sales (pins, water bottles, bags, etc.)

• Places orders with vendors, counts and sorts items when received and prepares them for sale

• Follows up with vendors as needed to correct errors

• Keeps track of inventory

• NOTE: This person will not be responsible for the actual selling of merchandise. That task will be taken care of by Concessions team.

Hours Needed: A few hours as needed to coordinate with vendors and order items, about 5 hours to inventory items and sort for distribution or sale. About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year as needed

The Technology Chair works with the Director, Booster Board, and Choir Council to explore various technological needs of the Choir. This includes researching existing and latest forms of technology that would help make the Choir and the Booster run more smoothly.

Skills: willingness/ability to help; organized; technical knowledge; research and testing

Duties: 

• Research new tools and equipment as needed (e.g. Cut Time, speakers, etc.)

• Make recommendations as needed

• Tech support

Hours Needed:  Several hours a month. About 2 hours monthly to attend board meetings. 

Active Months: Throughout the school year as needed

The Video Chair records the choir's performances and edits and publishes the videos to the choir's YouTube page. 

Skills: willingness/ability to help; knowledge of video recording events and concerts; has access to decent recording equipment (video camera at 1080p or 4K quality, shotgun and/or cardioid mics, XLR to connect to the soundboard); has a good video editing software

Duties: 

• Records choir performances during the four concerts held throughout the year (both Thursday and Friday shows)

• Coordinates with the Sound Engineer during the concert to get the best sound recording

• Edits videos and publishes them to the choir's YouTube page

• May also record additional performances as needed or when available

Hours Needed:  For each concert: two hours per show (Thursday and Friday shows), 10-12 hours editing. About 2 hours monthly to attend board meetings. 

Active Months: October (Halloween Show), December (Dessert Carol Night), January (Pop N' Rocks), April/May (Spring Concert), as needed

The Volunteers Chair works with the Director, Booster Board, and Choir Council to coordinate all volunteers needed throughout the year for choir concerts and events. We usually use Sign Up Genius to set up volunteer schedules and needs. The Volunteer Chair will also work with the director and school administrator to help parents interested in getting chaperone clearance through Hart District. 

Skills: willingness/ability to help; good communication skills; ability to delegate

Duties: 

• Coordinates with the Director and Booster Board to get the latest information and communicates this to the volunteers

• Reminds volunteers of their duties

• Makes sure there are enough volunteers for a given event

• Sets up Sign Up Genius ahead of each event to get volunteers and donations

• Coordinates with the Communication Chair to get the word out

• Flags issues with the Director

• At the start of each semester, creates and distributes a volunteer form to parents interested in volunteering

• Assists parents who need help with the Hart District chaperone clearance process 

Hours Needed:  1-2 hours a month. About 2 hours monthly to attend board meetings.

Active Months: Throughout the school year

The Wardrobe Chair works with the Director, Choir Students, and Booster Board to measure, order and distribute Concert Formal apparel (dresses and tuxedos). 

Skills: willingness/ability to help; organized; knowledge of how to measure for garment is a plus but not necessary

Duties: 

• Takes each student's measurements using a measuring tape and logs them into a form

• Coordinates with the Choir Director to order the tuxedos and dresses

• Distributes the tuxedos and dresses once they arrive

• Organizes donated formals and work with students that need to borrow formals

Hours Needed: Several hours in the beginning of the year (August, September) and mid-year (December, January) to help measure new  students and get wardrobe ordered, sorted, and distributed. About 2 hours monthly to attend board meetings. 

Active Months: August/September, December/January

The nominating committee is formed from the organization‘s membership March of each year. The purpose of the committee is to recommend various members of the organization for office in the coming school year. The nominating committee should be charged with soliciting recommendations for officer positions within the organization. The committee should then contact the potential candidate directly to ascertain their willingness and desire to serve. The nominating committee should report back to the membership on their results so that elections may be held.

At the end of the fiscal year, an audit of the booster club‘s financial records should be conducted. The audit should be performed by  at least two individuals who are independent from day-to-day financial activities (i.e., not the President nor the Treasurer). The primary objectives of the audit are to:

• Verify the accuracy of the Treasurer‘s financial reports;

• Ensure that the club‘s cash balances are accurate;

• Determine that established procedures for handling booster funds have been followed;

• Ensure that expenditures occurred in a manner consistent with the organization‘s by-laws;

• Ensure that all revenues have been appropriately received and recorded.

The audit committee shall make a report to the general membership upon completion of the audit. Any discrepancies noted shall be brought to the attention of the president of the organization and a resolution reached prior to presentation. All officers of the organization shall make records available as requested by the committee. Suggested audit procedures are included in a later section of this manual.