STANDING COMMITTEES BY EXECUTIVE COMMITTEE MEMBER RESPONSmILITY. Chaperones / Booster 50/50 Sponsorship/ Publicity except Concessions

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1 ADDENDUM II Pace Band Boosters, Inc. STANDING COMMITTEES BY EXECUTIVE COMMITTEE MEMBER RESPONSmILITY President 1 st Vice r d Vice Secretary Treasurer Sponsorship Members-at- President President Lame 5KRunning 5k-all Events details Chaperones / Booster 50/50 Sponsorship/ Publicity except Concessions Hospitality Shirts All other sponsorship detail left to IstVP Works Chair, All Patriot with every Webmaster Constitution Monthly Classic event that Grants Scripts & Bylaws Fundraisers WGI collects Grilling monev, Assist Pit Crew 1 st VP after New Membership Currently works marching Sponsorship Fundraisers directly with band season director Volunteer forms Photographer Uniforms Volunteer Coordinator Watering Crew INTRODUCTION The Pace Band Boosters, Inc. requires ethical conduct by each Volunteer and Elected Official engaged in fulfilling the mission of the Organization. The Organization requires that every Volunteer and Elected Official exhibit the highest standards of professionalism, honesty and integrity. The services provided by The Pace Band Boosters, Inc. require impartiality, fairness and equity. All persons involved with Pace Band Boosters, Inc. activities must perform their duties under the highest standards of ethical behavior as outlined in the Pace Band Boosters, Inc., Governing Documents. Violation of any of these principles shall subject the individual to disciplinary action or removal from the Organization, or other penalties as provide by law. 1 1-

2 GENERAL RESPONSIBILITIES OF THE STANDING COMMITTEE CHAIRS Chairperson(s) for Standing Committees will be appointed by the Executive Committee Member to which he/she reports. Each Standing Committee Chair shall: Inform the Executive Committee Member responsible for the Standing Committee of all activities of the committee. Coordinate, delegate, and communicate with your committee. _ Plan and execute your respective jobs. Coordinate the purchasing of all supplies or materials through the appropriate Executive Committee member Maintain a log of all volunteer names and hours for each event and turn logs in to the Secretary of Pace Band Boosters, Inc. who will turn in to School Administration. Contact the Publicity Chair for appropriate advertising for your event. Contact the Web master to distribute information within the Organization. Contact sponsorship if donations are to be solicited for your event. Work directly with the Treasurer for handling all monies collected or donated in accordance with appropriate accounting procedures outlined by the Organizations' Treasurer. Turn in all monies collected to the Treasurer within 72 hours of event. SPECIFIC RESPONSIBILITES OF EACH STANDING COMMITTEE: PRESIDENT PUBLICITY: Contact the appropriate media in a timely manner to promote/advertise Booster events as directed by the President in cooperation with the Executive Committee, Standing Committee, and Other Committee Chairs. Coordinate with the Webmaster chair to promote Booster events on the website. WEBMASTER: Work in cooperation with the President and Executive Committee to keep band booster members informed regarding meeting dates, issues, or other appropriate information posted on the Website. Instruct those authorized to send out communications of the appropriate protocol to be utilized. _ Keep the website updated. Train and/or instruct the Executive Committee on how to submit information to the Website. 2

3 st VICE PRESIDENT 5K Running Events: _ Plan two 5K running events per year. Establish route and obtain sponsorship from business partners to fund the event. - Coordinate and seek approval from community leaders to create a fun, safe running environment. Publicize the event via the web, running web sites, community flyers, etc. Establish and oversee a committee to implement the event. CURRENT FUNDRAISING EVENTS: Chance Drawing Chick-fil-A Battle of Bands Citrus Sale Cookie Dough Sale Poinsettias Spirit Nights Yard Sale CITRUS SALE: Set dates for sale of Citrus. Work directly with company to obtain materials needed to implement sale. Communicate with students to kick off sale by working closely with Director(s) Set date for conclusion of sale. Work with Treasurer to collect money and distribute payments to company, students and ways & means. COOKIE DOUGH: Set date for sale of Cookie Dough Work directly with company on obtaining what is needed to implement sale _ Determine means of communication with students to kick off sale by working closely with Director( s) Set date sale will end. Work with Treasurer to implement procedures for collecting money and distributing payments to company, students and ways n means. NEW FUNDRAISERS: 1 51 and 2 nd Vice President will meet to determine new fundraisers (the new fundraisers responsibility will be split between 15t & 2 nd Vp as they deem appropriate.) 15t and 2 nd Vice President will appoint chair person to coordinate all activities. Coordinate with Treasurer all financial matters. If new fundraisers are implemented for more than two years, they will then become a Standing Committee. New fundraisers that require upfront money will have to be approved according Article IX ofthe Constitution and Bylaws. 3

4 TSIDRTS: Booster T Shirts and Polo's are handled by membership chair under direction of Secretary. All other T Shirts are handled by person in charge of the event. Determine which fundraiser events need T Shirts. Secure T-Shirt vendor for all shirts including Pace Band Booster Shirts. Final artwork for all shirts will be brought to Executive board for approval and pncmg. - Responsible for advertising and sale of shirts at all events. Keep current inventory. YARD SALE: *- In cooperation with the Band Director, secure the date of the yard sale and reserve the school gym for the event. Secure storage for donated items. Plan and execute the yard Sale. Solicit and value donations Set up and clean up for the event. 2 nd VICE PRESIDENT CONCESSIONS: Two (2) Concession Managers will be appointed by the 2nd Vice President to manage East & West Concession Stands: Inventory Control prior, during, and after concession events. Order and pick up supplies. A copy of the order will be given to the Treasurer prior to the concession event. Coordinate with chair of grilling the time and place of event. Coordinate with school administration for purchase of Pepsi products. Coordinate with Pepsi-Cola Corporation representative for maintenance of fountain equipment and C02 oxygen tank EXCHANGE. Contact school cafeteria manager and other clubs to borrow equipment required for concessions operations and be sure all borrowed items are cleaned and returned to its rightful owner. Recruit and train concession volunteers in proper food handling and use of equipment. Solicit ice donations from sources outside of the school. Report broken or missing school equipment to the proper school administrator. Oversee set-up and clean-up for each event including each concession stand and the surrounding area. Coordinate with Treasurer who will train all volunteers concerning procedures for handling money. At the end ofthe season, clean and properly stored all Booster equipment in the Booster Storage Shed. Equipment not owned by the Boosters must be cleaned and returned at this time. PATRIOT WGI CLASSIC: Coordinate all events with the Color Guard Director. _ Secure volunteers for Concessions. Coordinate with Treasurer all financial responsibilities for this event. 4 1-

5 SECRETARY MEMBERSHIP / BOOSTER SHIRTS / VOLUNTEER FORMS: Serve as the Chairman of Membership which includes the completion of the membership form, collection of dues, volunteer form and Pace Band Booster T-Shirts and Polo's. This person shall promote membership in the organization. Create a spread sheet listing all members, volunteers and their personal information and distribute to Executive Committee Members. Turn in volunteer forms to the Assistant Principal's secretary Contact various T Shirt vendors to determine cost and design of the Booster T Shirts and Polo's. Cost and quality should be deciding factors. Present your recommendations to the Executive Board. Booster T Shirts and Polo's are not pre-ordered. Payment must be received in order to place an order. Coordinate with Treasure procedures for handling money. MINUTES: Records and distributes minutes to all meetings TREASURER 50/50: Establishes a team to sell 50/50 tickets at football games. DUTIES: Coordinates changeover of board members to be on the bank account. Coordinates changeover of board members to be on Sam's Club account with credit card access. Responsible for filing for a renewal of the Consumer Certification of Exemption. Responsible for renewing of Sam's Club membership to ensure our account stays up to date. Responsible for coordination with insurance company for yearly renewal of insurance policies. Responsible for working with Pace Band Booster's CPA to ensure tax form 990 is filed with IRS. Coordinates with Audit Committee to ensure availability of books and items necessary for audit. Coordinates with Director of Band to ensure have all necessary information of support staff, bus drivers, bookkeeper etc. for filing of 1099M. Prepares and files 1099M on all individuals receiving payment of $600 or more in any calendar year (January - December). Prepares financial statements for review by board and membership each month. Prepare and submit monthly Florida State Sales Tax report. Collects and deposits monies from all events Establishes and supervises a team to count cash at games. Coordinates cash procedures for all events. 5

6 Balances on a monthly basis the checkbook/spreadsheet to the bank statement. Pays Monthly bills. - Responsible for working directly with Director of Bands on the budgeted line items controlled by Director such as Staff Pay, Bookkeeper pay, Director Accounts etc. Facilitates, provides input and guides the Executive Committee in the preparation of the Revenue and Expense Budgets for each fiscal year. Presents both the Revenue and Expense budgets to general membership for approval no later than July meeting. SPONSORSHIP GRANT WRITING: Seek out potential grant funding sources that align with the mission of the band booster organization. Write and submit grant documents once funding sources identified. SPONSORSHIPS: Review and update business sponsorship letter. Provide copy to Executive Board Contact various businesses in person or by mail. Promote the sponsorship program. Keep track of the number of sponsors and the type of sponsor. o $1-$249 - Thank you card o $250-$499 - Bronze Sponsor-Certificate o $500-$749 - Silver Sponsor-Certificate o $750-$999 - Gold Sponsor-Certificate o $1,000 or more-minuteman Sponsor-Plaque Donations may be either monetary or in kind (recorded at fair market value) and may be used for a designated purpose. Work directly with the Treasurer to receive reports for tracking donations. Review and update student sponsorship letter. Provide copy to Executive Board. Set a date for the student sponsorship letter to be sent out. Work directly with the Treasurer to receive reports for tracking student sponsorship donations. MEMBERS AT LARGE The four members at large that serve on the board are responsible for implementing and managing the following task. These duties can be delegated to other Pace High School Band Booster Members. The members at large will have representation as follows: Sophomore - Senior Booster Member (3) Freshman Booster Member (1) CHAPERONES / HOSPITALITY: Chaperone Choose chaperones for each event. 6

7 Confirm chaperone has current volunteer form on file, is a member of the Pace Band Boosters, Inc. and worked at least two fundraiser events. Devise a means of communication between chaperones, Band Directors (2) and staff members. Provide all chaperones with guidelines in accordance with Santa Rosa County District Volunteer Handbook. Provide chaperones with a student bus list. Hospitality: Organize refreshments for events as requested by the organization to include but not limited to Band Reception, Middle School Band Nights, Senior Night. Organize meals for summer camps and Parent Preview night as requested by the Director of Bands. (Funds for summer camp will come from the Band Director's account.) Secure a venue and decorating for events. Coordinate with Treasurer financial procedures involving Pace Band Boosters, Inc. Set-up and clean-up for each event. GRILLING: Coordinate with 2 nd VP for concession events. Recruit volunteers needed for each event. Prepare grilled food items according to proper food handling procedures Coordinate set-up and clean-up ofthe grill areas. - Train all grill area volunteers, including proper food handling and use of equipment. Secure a propane supplier-through donation or discount. Provide and Coordinate maintenance of the grills. PHOTOGRAPHER: Documents band activates via digital photography PIT CREWNEHICLE: Job requires some moderate lifting The time commitment for this position is for the entire Marching Band season. Maintain records of all service including but not limited to routine or scheduled maintenance. Report any items that require repairs not considered routine or scheduled to the Booster President. Recruit and assign qualified drives for trucks and trailer to transport Band and Color Guard equipment and instruments to all events. Recruit volunteers for each event. Supervise the loading and unloading of band equipment. Place mats on stands at home and away games for band students Coordinate logistics for each event with the Band Director. UNIFORMS: Distribute and maintain the uniforms under the direction ofthe band director. Maintain a tracking system for uniforms. Maintain uniforms including but not limited to hemming, sewing buttons, washing gloves & gauntlets, and making minor repairs to other clothing. Assign cleaning of uniform to band parents. 7

8 r - - Coordinate the fitting of uniforms for summer band to include shirts and shoes Prepare purchase orders for needed clothing articles. Coordinate fitting of winter uniforms to include pants, jackets, gloves, hats or other clothing items as needed. VOLUNTEER COORDINATOR: Coordinate with 2 nd vp for concession events. Recruit volunteers needed for each event. WATERING CREW: - Secure cups for the entire year. Quantity based on students who forget to bring in their own. Provide water for the Band and Color Guard for all practices and home games. Includes contacting volunteers to work and creating work schedule. Coordinate watering procedures and times for all practices and home games with the Band Director and Color Guard Director Inventory Medical Kit and provide list to Director for purchasing items needed. Obtain garbage bags and supervise the collection of trash after each event. EACH EXECUTIVE BOARD MEMBER MUST ENSURE THERE IS A PROCDURE MANUAL DEVELOPED FOR msiher AREA OF RESPONSBILITY TO PASS ON TO THE NEXT BOARD MEMBER RESONSIBLE FOR THE STANDING COMMITTEE. 8