Officers

President

Responsibilities

• Attend Executive Committee Meetings

• Develop Executive Committee agenda

• Chair Executive Committee meetings

• Sign Cheques/Approve Payments

• Receive/send communications

• Ex-officio committee membership

• Prepare monthly report

Time Commitment: Fifteen plus hours per month in addition to Executive and other Committee meetings

Vice-President

Responsibilities

• Attend Executive Committee Meetings

• Chair Executive Committee meeting when President unavailable

• Sign cheques/Approve payments

• Assist with QEBPA activities as required

Time Commitment: Four hours per month in addition to Executive Committee meetings

Secretary

Responsibilities

• Attend Executive Committee Meetings

• Take minutes during Executive Committee meetings

• Compile reports and note action items

• Distribute draft minutes to Executive Committee at least two weeks prior to next meeting

• Distribute electronic communications to parents on behalf of the band director and the QEBPA (e.g., fundraising updates, uniforms, band events, etc)

• Work with the Website Coordinator on utilizing the website as a communication medium

Time Commitment: Four hours per month in addition to Executive Committee meetings

Treasurer

Responsibilities

• Attend Executive Committee Meetings

• Maintain association finances including all banking transactions

• Write and sign cheques/Submit and approve payments

• Receive and deposit fundraising funds into bank

• Track and communicate student credits

• Coordinate financial statements and coordinate auditing process

• Prepare monthly report

Time Commitment: Ten plus hours per month in addition to Executive Committee meetings

Director Positions

Parent and Volunteer Contact Administrator

Responsibilities

• Collect and manage Parent Information Forms at beginning of school year

• Enter parent contact information (telephone and email address) into the QEPBA email account

• Comfort with uploading/downloading data and spreadsheet tools

• Update grade level distribution lists

• Maintain email account and contact information on a regular basis (e.g., monitor bounce backs, add or remove contacts as needed)

• Collect volunteer needs from fundraising coordinators

• Recruit, manage lists and communicate with volunteers

• Executive Committee meeting attendance

Time Commitment: Twenty-five hours throughout the year, primarily in September and October

Bottle Drive Coordinator

Responsibilities

• Attend Executive Committee Meetings

• Plan all logistics related to Bottle Drive two times per year

• Maintain communication with Bottle depot

• Update and distribute Bottle Drive Letter, route maps, flyers

• Coordinate volunteer teams and oversee operation on the day of bottle drives

• Prepare bottle drive reports

Time Commitment: Twenty-five hours per bottle drive in addition to Executive Committee meetings

Fundraiser Coordinator

Responsibilities

• Attend Executive Committee Meetings

• Plan all logistics related to Fundraising campaign

• Maintain communication with Fundraiser's Vendor representative

• Update and distribute order forms

• Manage order submission and delivery of purchases

• Attend Fundraiser's event/pick-up day and coordinate volunteers

• Prepare campaign reports

Time Commitment: Fifteen plus hours per campaign in addition to Executive Committee meetings

Uniform Coordinator

Responsibilities

• Attend Executive Committee Meetings

• Manage orders of new uniforms (dress shirts/blouses and ties)

• Maintain Communication with Derks (Ties)

• Prepare uniform reports

Time Commitment: Fifteen hours during Fall in addition to Executive Committee meetings

Website Coordinator

Responsibilities

• Attend Executive Committee Meetings

• Maintain and update QEBPA website throughout year

Time Commitment: Five hours per month in addition to Executive Committee meetings

Concession Coordinator

Responsibilities

• Attend Executive Committee Meetings

• Plan all logistics related to concessions at Bottle Drives and concerts

• Collect all groceries and give-away items

• Coordinate volunteers teams and oversee concession operation

• Prepare concession reports

Time Commitment: Fifteen plus hours per concession in addition to Executive Committee meetings

Rep to School Council

Responsibilities

• Attend Executive Committee Meetings

• Attend all QE School Council meetings and is a member of the School Council Executive

• Prepare monthly reports

Time Commitment: Three hours per month in addition to Executive Committee meetings

Director at Large

Responsibilities

• Attend Executive Committee Meetings

• Assist with QEBPA activities as required

Time Commitment: Three hours per month in addition to Executive Committee meetings