Roles & Responsibilities

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