Board Job Descriptions

Updated on Feb 25, 2020

Click on the individual board position to view the job description

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