Saratoga Music Boosters

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Board Job Descriptions


Updated on Feb 25, 2020

​Click on the individual board position to view the job description
Elected Officers
President
Vice President Donations
Recording Secretary
Treasurer
Internal Auditor
Parliamentarian

SMB Board Members

Data Entry Manager 
Alumni Relations
Corresponding Secretary
Merchandising


High School Band Liaison
SHS Choir Liaison
SHS Color Guard / Winter Guard Liaison
SHS Orchestra Liaison

SHS Winter Percussion Liaison


Redwood/SUSD Band Liaison
Redwood Choir Liaison
Redwood/SUSD Orchestra Liaison
Redwood Color Guard Liaison


​​Pancake Breakfast Co-chair
Publicity
Starbucks and other gift cards coordinator

Trip Financials Coordinator

Webmaster/Database Coordinator

​Cookie Dough Fundraising co-chair​
 

President(s)
  • Ensure adherence to by-laws, goals and standing rules by all SMB officers and committees  
  • Oversee financial records and budget, in coordination with the Treasurer
  • Report all decisions made by the board, and actions taken by SMB programs, to the general membership at least quarterly, including at the Annual Meeting
  • Provide timely information to school districts’ leadership for dissemination of SMB goals, decisions and events
  • Plan and preside over monthly board meetings
  • Liaise with both school districts; attend meetings as necessary​​
# of hours spent on a weekly and/or monthly basis:
  • Financial records = 1 hour weekly
  • Budget =  5 hours twice per year
  • Liaison = 3-6 hours per month
  • Board Coordination = 8-10 hours per month

Skills required:
  • Familiarity with SMB operations and bylaws preferred
  • Motivational and leadership skills
  • Community outreach
  • Detail oriented
  • Communication and organizational skills
  • Ability to run a board meeting effectively and efficiently
  • Interpersonal skills
 

Vice President Donations
  • Encourage membership donations from elementary, middle and high school families and other friends of the music program
  • Organize presence and promote SMB membership at back to school nights, music meet and greets, demo nights, etc.
  • Co-ordinate corporate matching gifts program with Treasurer
  • Review and update membership forms, both printed and online as needed  
  • Request accurate donor listing from Charms database manager for inclusion in printed concert programs
# of hours spent on a weekly and/or monthly basis:
  • Varies by time of year; more hours are required in August-October time frame when 3-10 hour per month may be required; other months = approximately 1-3 hours
  • Monthly SMB board meetings = 2-3 hours

Skills required:
  • Attention to detail
  • Computer/Excel/Word
  • Good written and verbal communication skills​
 

Recording Secretary
  • Generate electronic acknowledgements, as necessary
  • Initiate and distribute any electronic voting that is required in between monthly meetings, as necessary​​

# of hours spent on a weekly and/or monthly basis:
  • Average approximately 3-5 hours per month collating and distributing the monthly meeting minutes.​​

Skills required:
  • Familiarity with Google Docs, and their suite of programs
  • Comfortable with Microsoft Office programs, including Word and Excel
  • Excellent time management skills and attention to detail required
 

Treasurer
  • Manage, via Quick Books, all accounts payable, receivable and deposits for all accounts associated with SMB, including program accounts, trip accounts, student accounts, award accounts, etc.
  • Reconcile bank accounts monthly
  • Prepare, distribute and present monthly financial statements at SMB meetings
  • Manage SMB bank accounts and investment accounts to ensure sufficient funds are available
  • Make deposits and issue checks in a timely manner as requested by the Program Directors
  • Generate and distribute donor tax receipts and income tax receipts for contract staff
  • Support and provide requested data to auditor for semi annual audits
  • Prepare and amend budget in co-operation with staff and co-presidents.  Update budget spreadsheet to reflect projections, actual revenue/expenses and allocations; manage year end.  Input budget data in QuickBooks
  • Comply with all SMB board directives​

# of hours spent on a weekly and/or monthly basis:
  • Significant sacrifices made - 40 - 60 hrs a month

Skills required:
  • Accounting background
 

Internal Auditor
  • Audit the accounting records of the Saratoga Music Boosters twice per year
    • Interim audit occurs during the January/February
    • Year-end audit is performed after the June 30th close
  • Present written audit reports to the Board of Directors at the March and October meetings

# of hours spent on a weekly and/or monthly basis:
  • ​Hours devoted to the audits will vary depending on the judgment of the auditor​

​Skills required:

  • Auditing experience and/or accounting background
 

Parliamentarian
  • Become familiar with the SMB by-laws and ensure correct parliamentary procedure is followed at SMB meetings
  • Convene the Nominating Committee
  • Organize and sit on the By-Laws Committee to review and update by-laws every two years
​​
# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB meetings = 2-4 hours per month
  • Nominating committee = 4 hours
  • By-laws committee = 10 hours (every other year)
​​
​Skills required:
  • Good communication skills
  • Familiar with SMB operation and background
  • Past SMB board position experience is preferred
 

Data Entry Manager
  • Maintain Charms database (Student data, Parent data, Contribution Data, etc.). Training on Charms available from current volunteers
  • Input all donations into Charms: Checks, Paypal credit card payments, giftcard purchases, donations and matching funds 
  • Provide treasurer bank deposits reconciled statements between Charms and all student related monetary donations - including program, donations, trips, fundraising
  • Liaise with directors to confirm student participation and track contributions to programs as well as donations and corporate matching gifts in Charms database
  • Provide accurate donor lists as requested by membership, for tracking and recognition purposes
  • Monthly, provide Excel spreadsheet with donors information and amounts to the corresponding secretary for tax donation statements.​
  • At school year-end, reconcile Charms with Quickbooks. Promote students to the new school year. Create and upload backup data of the school year.
  • Setup Charms for the new school year.

# of hours spent on a weekly and/or monthly basis:
  • Varies by time of year; approximately 4 hours per week 

Skills needed to hold this office/position:
  • Microsoft Excel 
  • Detail oriented
  • Accounting background helpful
 

Alumni Relations
  • Build alumni database of parents and student alumni and ensure they receive timely communications
  • Encourage alumni participation and attendance at SMB concerts and events
  • Develop and implement tools to encourage continued SMB charitable support from alumni families; possibly to include alumni specific events

# of hours spent on a weekly and/or monthly basis:        
  • Monthly SMB meetings = 2-3 hours
  • Alumni outreach = 2-3 hours​

Skills needed to hold this office/position:
  • Good communication and organizational skills
  • Flexibility and adaptability
  • Basic computer skills
 

Corresponding Secretary
  • Generate and distribute electronic acknowledgement/tax receipt letters as requested, normally quarterly​

# of hours spent on a weekly and/or monthly basis:
  • Average = 2-3 hours per month but this is not evenly distributed​ ​

Skills needed to hold this office/position:
  • Familiarity with spreadsheets
  • Attention to detail
 

Merchandising
  • Take orders for SMB gear at Informance Night and Back to School Night (both in August)
  • Distribute gear in time for marching band competition
 
# of hours spent on a weekly and/or monthly basis:
  • August = 4-5 hours
  • September = 2-3 hours

​Skills Required:
  • Organizational skills
  • Attention to detail
 

High School Band Liaison
  • Interface between band parents, band staff and SMB
  • Attend monthly SMB board meetings as a voting member
  • Attend band performances and events
  • Recruit and organize parent volunteers as needed for band and SMB events
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB meeting = 2-3 hours 
  • Band performances = 2 hours per month - more during marching season
  • Participates in SMB sponsored events (time varies)
  • Nominating Committee = 2-4 hours in spring​

Skills required:
  • Willingness to help
  • Good communication and organizational skills
 

High School Choir Liason
  • Interface between choir parents, staff and SMB
  • Assist with the  and recruitment of,scheduling and managing of volunteers for concert receptions and choral CMEA in the spring.
  • Organize and recruit volunteers to assist with concert receptions and choral CMEA, senior night, and other choir events
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meetings = 2-3 hours
  • Choir events and scheduling = 1-2 hours per month
  • Nominating Committee = 2-4 hours in spring​

Skills required:
  • Good communication and organizational skills
  • Flexibility and adaptability
  • Basic computer skills
  • Willingness to help     
 

High School Color Guard/Winter Guard Liason
  • Interface between guard parents, guard staff and SMB
  • Represent color/winter guard at monthly SMB meetings as a voting member
  • Assists color/winter guard director with tasks, including uniforms, chaperoning; recruit and organize parent volunteers for events
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee​

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meeting  = 2 hours month
  • Measure guard members for costumes twice per year = 10 hours total
  • Travel with guard to competitions, including overnight competitions (time varies)
  • Coordinate meal orders for overnight Winter Guard competitions (time varies)
  • Participates in SMB sponsored events (time varies)
  • Nominating Committee = 2-4 hours in spring

​Skills required:
  • Good communication and organization skill
  • Flexibility and adaptability
  • Basic computer skills
  • Willingness to help and a positive attitude
 

High School Orchestra Liason
  • Interface between the orchestra parents, staff and SMB.
  • Represent the orchestra at monthly SMB meetings as a voting member
  • Organize and recruit volunteers to assist with concert receptions, orchestra retreat and any like events
  • Recruit volunteers and organize measurement of the students for concert tuxedos and dresses
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee

​# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meeting = 2 hours per month
  • Concert dress fitting = 6 hours  August/September
  • September Retreat = 20 hours total
  • Concert receptions/exchanges:  5-7 hours per year
  • Participates in SMB sponsored events (time varies)
  • Nominating Committee = 2-4 hours in spring

Skills required:
  • Good communication and organizational skills
  • Flexibility and adaptability
  • Basic computer skills
  • Willingness to help     

SHS Winter Percussion Liaison
  • Recruit parents to chaperone at competitions (approx four events, generally Saturdays during March)
  • Organize food donations and meal delivery for competitions 
  • Assist the directors with basic paperwork, follow ups, uniforms, organization as needed
  • Serve as a member of the Nominating Committee

# of hours spent on a weekly and/or monthly basis:
  • Approximately 2.5-3 hours in total prior to competition season; approximately 2 hours per week during competition weeks. Additional time commitment for events the WP Liaison attends as a chaperone/volunteer

​Skills Required:​
  • Organizational skills
  • Attention to detail
 

Redwood/SUSD Band Liaison
  • Represent the Redwood/SUSD band program at SMB meetings as a voting member
  • Follow up to maximize program contribution participation rates
  • Interface between band parents, band staff and SMB
  • Represent SMB at school community events, first day packets, back to school night, open house etc.
  • Serve as a member of the Nominating Committee
  • Coordinate reception at year end concerts / strengthen the music community - staff, parents & students
  • Communicate via ParentSquare to disseminate relevant information
​
# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meetings =  2 hours per month
  • Others = 2 hours per month
  • Nominating Committee = 2-4 hours in spring

​Skills required:
  • Good communication and organizational skills
  • Basic computer skills
  • Willingness to help​
 

Redwood Choir Liaison
  • Represent the Redwood choir program at SMB meetings as a voting member.
  • Help recruit parents to chaperone events
  • Assist the directors with simple tasks as needed (paperwork, sorting, organization, etc.)
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meetings =  2-3 hours per month​
  • Nominating Committee = 2-4 hours in spring

​Skills required:
  • Good communication (verbal & virtual) and organizational skills
  • Basic computer skills 
  • Willingness to help
 

Redwood/SUSD Orchestra Liaison
  • Represent the Redwood/SUSD orchestra program at SMB meetings as a voting member
  • Help recruit parents to chaperone events and help with uniforms as needed
  • Assist the directors with simple tasks as needed (paperwork, sorting, organization, etc.)
  • Follow up to maximize program contribution participation rates
  • Serve as a member of the Nominating Committee​

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meetings =  2-3 hours per month
  • At the start of the program  = 3-4 hours total August/September; 1-2 hours monthly, thereafter
  • Nominating Committee = 2-4 hours in spring

​Skills required:
  • Good communication (verbal & virtual) and organizational skills
  • Basic computer skills
  • Willingness to help
  • Proactivity in asking for tasks and offering to help
 

Redwood Color Guard Liaison
  • Represent the Redwood color guard program at SMB meetings as a voting member.
  • Help recruit parents to chaperone events and help with uniforms as needed.
  • Assist the directors with simple tasks as needed (paperwork, sorting, organization, etc.)
  • Serve as a member of the Nominating Committee

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB meetings = 2-3 hours
  • Start of program preparation and organization = 2-3 hours per week for first month
  • End of program uniform collection and preparation for next season = 3-5 hours 
  • Nominating Committee = 2-4 hours in spring

Skills required:
  • Good communication (verbal & virtual)
  • Organizational skills
  • Basic computer skills (create spreadsheets for uniform and choir folder check out/in) 
  • Willingness to help​
 

Pancake Breakfast Co-Chair
  • Plan all aspects of annual Pancake Breakfast fundraiser held the first Sunday in May
  • Recruit Pancake Breakfast Sub-Committee Chairs to lead the various volunteer groups
  • Coordinate Pancake Breakfast Sub-Committee Chairs and manage overall schedule of Pancake Breakfast Committee
  • Manage and supervise preparation and execution of event

# of hours spent on a weekly and/or monthly basis:
  • Assess needs and begin planning = 10 hours, Fall semester 
  • Working with committees = 10-20 hours per month, Feb through April
  • Month of event - pre and post event tasks: 20 hours
  • Prepare for upcoming year = 5 hours, June

Skills required: 
  • Organizational  skills
  • Computer skills
  • Ease in working with people
 
 

Publicity
  • Perform all publicity functions for major SMB fundraisers and events including but not limited to Cookie Dough Sales (fall), Jazz Cabaret (spring), and Pancake Breakfast (spring). This includes working with internal and external local media, school administrators (for inclusion in newsletters, emails, websites, marquees, banners etc.) and initiatives to raise awareness within the community
  • Help encourage participation in and attendance at SMB events by raising the profile of music programs within the school and larger communities
  • Provide publicity assistance to other SMB events as requested by the board

# of hours spent on a weekly and/or monthly basis:
  • Monthly SMB board meetings =  2-3 hours per month
  • Concentrated activity in the weeks prior to each event = 2-3 hours per week​

Skills needed to hold this office/position:
  • Highly organized
  • Strong writing skills
  • Attention to detail
 

Starbucks & other gift cards Coordinator
  • Promote events through the school's news papers if needed         
  • Coordinate activities among school officers, parents and SMB         
  • Oversee gift card fund raising project w/local businesses         
  • Collect donations for data entry and deposit funds         

# of hours spent on a weekly and/or monthly basis:
  •  2.5 to 3 hrs/month for meetings, reviewing financial, etc

​Skills needed to hold this office/position:
  • Basic computer skill & a willing heart
 

Trip Financial Coordinator
  • Co-ordinate with music department staff to manage the budget(s) for self-funding music department student trips, as scheduled (number and timing vary by year)
  • Maintain Excel documents tracking trip revenues by individual student and complete all necessary banking
  • Liaise with the SMB treasurer as required and provide necessary documentation to treasurer and music department staff as requested

​# of hours spent on a weekly and/or monthly basis:
  • Time commitment - varies widely depending on number of trips and size of student group attending trip

Skills required:
  • Excel
  • Familiarity with accounting practices
 

Webmaster/Database Coordinator
  • Maintain SMB website: update program information on homepage and other webpages in collaboration with SMB, SHS, SUSD staff
  • Coordinate with treasurer, VP Membership  and SUSD/SHS music staff regarding online program contributions, donations, membership, current and upcoming events.
  • Post new and change information gathered from the current year program registration forms as required on 3D Cart system timely
  • Manage content, enable or revise website features and functionality as needed
  • Coordinate with the publicity chair to update the social media sites as needed

# of hours spent on a weekly and/or monthly basis:        
  • Monthly SMB meetings = 2-3 hours
  • Website updates  = 3-5 hours​
  • Updates on the online donation and program contribution system = 2+ hours 

Skills needed to hold this office/position:
  • Good organizational skills, and post web content and remove outdated information timely
  • General knowledge of website management tools, HTML, CSS
  • Experience with Weebly preferred but not a must

Cookie Dough Fundraising Co-Chair
  • Manage the overall event including scheduling, orders and distribution
  • Work with publicity to generate visibility
  • Liaise with supplier and band directors regarding timing and logistics
  • Recruit and train volunteers to assist with distribution day
  • Track financials and report to board

# of hours spent on a weekly and/or monthly basis:
  • September through November time commitment; with a few hours in May to confirm timing
  • Approximately 20-40 hours spread across the co-chairs in October and November​

Skills needed to hold this office/position:
  • Familiarity with spreadsheets
  • Attention to detail
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