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Board Officer duties and terms of office.

Officers shall assume their official duties at the close of the last membership meeting of the school year and shall serve for a term continuing until the last regular meeting of the membership of the following year.

The President shall:

  • Be the principal executive officer of BAND BOOSTERS and shall, in general, supervise and control its business and affairs;

  • Prepare and distribute the agenda for, and preside at all meetings of the organization and the Executive Board;

  • Be a member ex-officio (non-voting) of all committees except the nominating and auditing committees and when needed to break a tie;

  • Convene Executive Board meetings when necessary;

  • Review all request for BAND BOOSTERS funding before presenting them to the Board for approval;

  • Be the Registered Agent of Beaverton Band Boosters during the current school year and register as such by no later than its first business meeting each year.;

  • Perform other duties as necessary.

The First Vice-President shall:

  • Assist the President and perform the duties of the President in his or her absence, or in the event of the President’s refusal or inability to act; In case of inability to serve or resignation of the President, the First Vice President shall fill the unexpired term;

  • The First Vice President shall serve as the Fundraising Committee Chair. He or she will be responsible for overseeing all fundraising activities and report to the President and/or the Executive Board;

  • Perform other duties as assigned by the President or Board of Directors.

The Second Vice-President shall:

  • Supervise and coordinate all activities of standing committees and ad hoc committees and shall report to the President and/or the Executive Board;

  • Perform other duties as assigned by the President or Board of Directors.

The Secretary shall:

  • Keep the records and minutes of all the meetings of the BAND BOOSTERS and other official business of the BAND BOOSTERS, including a list of members in attendance;

  • Have on hand, for reference at each meeting, a copy of the by-laws, Articles of Incorporation, Roberts Rules of Order, the agenda prepared for such meeting, the minutes of the previous meetings, and a list of all standing committees, fund raising committees, ad hoc committees and their chairpersons;

  • Prepare a summary of each BAND BOOSTERS meeting for distribution to the membership and for posting on our web site;

  • Keep minutes for a minimum of 5 years and they shall be open to examination by the membership at all reasonable times;

  • Perform other duties as assigned by the President or the Executive Board.

The Treasurer shall:

  • Shall have prior experience or education in bookkeeping unless otherwise approved by the Board of Directors;

  • Receive all monies of the BAND BOOSTERS, issuing receipts, and depositing funds in the established bank account. All monies collected shall be deposited in the name of “Beaverton Band Boosters”;

  • Keep accurate record of all disbursement requests, receipts and expenditures and shall present all unbudgeted bills to the Board of Directors for approval;

  • Maintaining the required financial records to comply with state and federal laws and to meet the needs of the organization;

  • Disburse funds in accordance with the approved budget as authorized by the Executive Board, with the provision that all checks over $500 must be cosigned by another member of the Executive Board in the event there is not a co-treasurer, or with an authorized expense form filled out in proper accepted format with the approved signature of the President, or First Vice President, or the Second Vice President;

  • Present a financial statement at each of the Executive Board meetings and at the membership meetings during the school year, comparing them with the budgeted amounts. The scope and detail of financial reports shall be determined by the Executive Board;

  • Ensure that all organization funds are maintained in a bank or savings and loan association federally insured deposit account as directed by the Executive Board;

  • As a member of the Budget Committee, support the preparation of an annual budget based on the recommendations of the Board of Directors, Executive Board members and committee chairs. The draft annual budget shall be presented to and approved by the Executive Board prior to the end of the fiscal year. The budget shall be presented to the general membership for final approval;

  • Completing and submitting all state and federal forms, reports and tax returns required as a non-profit corporation of the State of Oregon and the United States.;

  • Submit financial reports, support documentation and assistance as requested by the President for audit on a regular basis as determined by the Executive Board. The minimum frequency of such audits shall be annually;

  • Maintain financial records dating back to a minimum of 7 years and they shall be open to examination by members at all reasonable times;

  • Relinquish the books to the new treasurer after an audit is made as explained under the audit committee section;

  • Providing statements of any personal account standings to each member (parents/guardians) as requested. The minimum frequency of the statements shall be annually;

  • Perform other duties as assigned by the President or Executive Board.

Updated 08.03.10

 

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