Duties of the Executive Board

The Executive Board of the BRHS BBA consists of  seven officers who are guided by the Constitution and Bylaws of the Broad Run High School Band Boosters Association. In addition, each member of the Executive Board maintains a Standard Operating Procedures guide for their position.

A. The President shall:

  1. Preside at all meetings of the Association and maintain order.
  2. Coordinate the Association’s activities with the Band Director, and keep the Band Director apprised of the Association’s legal and financial status no less than annually.
  3. Appoint the committee chairpersons for all Ad Hoc committees not otherwise provided herein, and serve as a member ex-officio of those committees.
  4. Ensure that the Association adheres to all federal, state, and local laws, as well as Loudoun County Public School policies, including, but not limited to, Department of Agriculture, IRS, and the State Corporation Commission.
  5. Enforce a strict observance of the constitution and bylaws of the Association.
  6. Act as the secondary authorized signatory to all financial accounts.
  7. The President shall have open access to, and will review, financial accounts of the Association no greater than quarterly, to include all items listed in Appendix A of the Bylaws.
  8. Serve as chairperson of the Executive Committee.

B. The Vice-President of Communications shall:

  1. Chair the Publicity Committee.
  2. Perform duties of the President in the absence of or at the request of that officer.
  3. Co-chair the Nominating Committee.
  4. Perform other duties as designated by the President.
  5. Act as administrator of the BRHS BBA web site and social media sites.

C. The Vice-President of Fundraising shall:

  1. Chair the Fundraising Committee. Serve on the Budget Committee.
  2. Perform duties of the Vice-President of Communication in the absence of the Vice-President of Communications, or at the direction of the President; or perform the duties of the President in the absence of both the President and the Vice-President of Communications, or at the request of the President.
  3. Perform other duties as designated by the President.

D. The Vice-President of Student Services shall:

  1. Chair the Uniform and Band Camp committees
  2. Perform other duties as designated by the President.

E. The Vice-President of Volunteers shall:

  1. Chair the following committees: Volunteer, Chaperone, Pit Crew, Guard, Indoor Drumline,
  2. Co-chair the Nominating Committee.
  3. Perform other duties as designated by the President.

F. The Treasurer shall:

  1. Chair the Budget Committee.
  2. Present the annual budget, as prepared by the Budget Committee, for adoption by majority vote of the Regular Members. The portion of the budget affecting the Marching Band must be approved no later than June of the previous Fiscal Year (July 1 – June 30). The full annual budget must be approved in September.
  3. Collect and deposit all funds of the Association.
  4. Maintain a full and accurate account of expenditures and receipts.
  5. Arrange for disbursement of funds in accordance with the budget or as permitted by special vote.
  6. Document each disbursement and provide a record of monthly disbursements to the President by the 5th of each subsequent month.
  7. Present a financial statement at every regularly scheduled meeting and at other times when requested by the Executive Committee.
  8. Prepare an annual report at the end of the fiscal year. Included in this report shall be an itemization of expenses and profits from each fundraising activity.
  9. Prepare for an annual reconciliation of the books by a certified accounting professional unaffiliated with the Association, who is selected and approved by the Executive Committee.
  10. Together with the President, ensure that the Association adheres to all federal, state, and local laws, as well as Loudoun County Public School policies, including, but not limited to, Department of Agriculture, IRS, and the State Corporation Commission.

G. The Secretary shall:

  1. Keep records and minutes of all Executive Board and Association meetings.
  2. Provide the minutes of Association meetings to the membership through a written report, including a record of all attendees. The written report shall be available to the membership via BBA web site within 10 days of meetings.
  3. Monitor the conduct of meetings to ensure compliance with appropriate parliamentary procedures.
  4. Keep a current copy of the Bylaws. 5.
  5. Keep a copy of current membership, with voting rights, as appropriate.
  6. Be responsible for all correspondence, and perform other duties assigned by the President and/or the Executive Committee.
  7. Maintain a file of all recordings, communications, and flyers.
  8. Keep a copy of the Rules of Order (as defined in Bylaws Article VI) available for reference at all meetings.
  9. Maintain a membership roster(s) consisting of names and contact information for Association members, band students, and band alumni.
  10. Chair the Bylaws Committee.