KBPA

PRESIDENT Duties: The President shall preside at all meetings and shall be a member ex-officio of all committees with the exception of the nominating committee. He/she shall sign all contracts as directed by the officers and/or General Membership. The President shall be responsible for obtaining the contracts with the bus lines. The President will conduct a review of the detailed records kept by the treasurer on a bi-monthly basis to ensure accuracy of the budget, account balances, and checkbook balances. He/she may delegate this responsibility to one of the Vice-Presidents every other review in order to ensure the board's fiduciary responsibilities are being met and to gain the association's confidence that the board is meeting its financial responsibilities.

1ST VICE PRESIDENT Duties: The First Vice-President shall perform the duties of the President in the absence of that officer, shall be charged with other duties and responsibilities as defined by the President, and shall oversee and maintain accurate records for event-based, sales-based, and corporate sponsorship fundraising projects as assigned by the President. Complete itemized records depicting the exact disbursement of all funds from such projects will be turned over to the Treasurer upon completion of each project, and a copy maintained for the First Vice-President’s records.

2ND VICE PRESIDENT Duties: The Second Vice-President will be responsible for overseeing and maintaining accurate records for all event-based or sales-based fundraising projects as assigned by the President and shall be charged with other duties and responsibilities as defined by the President. Complete itemized records depicting the exact disbursement of all funds from such projects will be turned over to the Treasurer upon completion of each project, and a copy maintained for the Second Vice-President’s records.

TREASURER Duties: The Treasurer will be responsible for the management of the student accounts and the General Fund. He/she will maintain the financial records and check book(s) as necessary. He/she will be responsible for all funds received, will update student records, making deposits to and disbursements from these accounts, and will keep an accurate record of all deposits to and disbursements from the General Fund account. The Treasurer shall make disbursements as authorized by the Board or the General Membership of the Association. The Treasurer will present a typed or legibly written financial statement at the Board meetings. This report must be approved by the Board and presented at the General Membership meetings. This report shall contain an accounting of all funds, including income, expenses and balances of all accounts. A status of funding as related to the annual budget should also be presented and made available to the board and to the general membership. Additionally, the treasurer should make available at the meeting and to the web site a listing of all student account balances. Those parents desiring that their student accounts not be posted should submit this request to the treasurer in writing. The treasurer will ensure that the books and general ledgers will be available for all board members and association members at each meeting to answer any questions. Copies of each monthly report shall be held by the President, Secretary, and the Treasurer. The Treasurer shall advise the President of all delinquent accounts.

SECRETARY Duties: The Secretary will record in the minutes the business of the Board meetings and General Membership meetings, keep and read the minutes, and maintain a copy of the minutes for a minimum of three years. All minutes shall be legibly written or typed and presented to board at the next board meeting. The minutes must be approved by the board and presented at the General Membership meeting. Before approval of the minutes at the next General Membership meeting, the Secretary may provide unofficial minutes to be posted to the web site in order to maximize communication between all members of the association.

TRANSPORTATION & EQUIPMENT CHAIRPERSON Duties: The Transportation and Equipment Committee Chairperson shall be responsible for loading and handling the equipment, the building of props for field shows, and the transporting of uniforms and other equipment for band functions. The Transportation and Equipment Committee is also responsible for arranging the truck rentals required to transport band equipment. Contracts may be signed by the Transportation and Equipment Committee Chairperson with the approval of the President.

CHAPERONES CHAIRPERSON Duties: The Chaperone Committee Chairperson shall be responsible for obtaining an adequate number of adult chaperones as deemed necessary by the Band Director for any activity. The chairperson will obtain and keep a notarized medical form for each band member and be responsible for the medical supplies. He/she will assign chaperones for all buses, functions, overnight trips, etc. The Chaperone Committee shall review the chaperone guidelines every year to ensure accuracy and recommend any changes to the Board. See Appendix A for current list of chaperone guidelines.

COMMUNICATIONS CHAIRPERSON Duties: The Communication Committee Chairperson shall maintain an up-to-date roster of all band members and contact these members and/or the members’ parents or guardians at the request of a board member or the President. This committee is responsible for keeping an up-to-date roster and for providing Board members copies of this roster.

HOSPITALITY CHAIRPERSON Duties: The Hospitality Committee Chairperson shall provide refreshments as requested by the Board for certain functions, including band camp dinners and other student gatherings. This person shall act as the Christmas party and Awards Banquet committee chairperson to plan, organize, and arrange theses events.

UNIFORMS CHAIRPERSON Duties: The Uniform Committee Chairperson shall be responsible for seeing that marching uniforms and concert attire are cleaned and maintained. The Uniform Committee Chairperson shall present an up-to-date status of all uniforms and their needs at each monthly Board and General Membership meeting. At least one member of the uniform committee shall attend all performances.

NEW STUDENT LIAISON CHAIRPERSON Duties: The New Student Liaison will initiate contact in the spring with all known new students and parents to the Kellam Band. This will include rising ninth graders as well as sophomores, juniors, and seniors new to Kellam Band. This person will give information and dates about all aspects of the band program and serve as a point of contact to ensure a smooth transition and welcome.

PUBLICITY CHAIRPERSON Duties: The Publicity Committee Chairperson will publish and send the newsletter as approved by the President. The newsletter is published on an as needed basis. This committee will also be responsible for seeking publicity in local newspapers and other media as needed and for band related functions and fund raisers. One person within the publicity committee may be appointed as Association historian with the responsibility of maintaining multimedia accounts of significant band events and activities.