Queen Elizabeth Band Parents Association

QEBPA Executive Board

The QEBPA Executive Board is responsible for the general operations of the QEBPA, including scheduling events, fundraising, handling member fundraising credits, scholarships, bursaries, supporting the Band Director, securing insurance, filing association documents, etc. It is comprised of up to 15 QEBPA members who are elected each year at the AGM.

2017-18 Executive Board

 Position  Incumbent
 President  Adrienne Reimer
 Vice President  Tammy Poon
 Treasurer  Angela Coverdale
 Secretary  Phil Johnston
 Past President  Marc Wrubleski
 Director (Parent Contact & Volunteer Administrator)  Jamie Nickerson
 Director (Concert Coordinator)  Jenifer Addy
 Director (Bottle Drive Coordinator)  Sylvie Gazeilles
 Director (Fundraiser Coordinator)  Jenn Lake
 Director (Fundraiser Coordinator)  Karen Pablo
 Director (Fundraiser Coordinator)  Sandra Hudson
 Director (Fundraiser Coordinator)  Vacant
 Director (School Council Representative)  Vacant
 Director (At Large)  Vacant
 Director (At Large)  Vacant
 Director (At Large)  Vacant

For position details please see Roles & Responsibilities.

The QEBPA Executive Board conforms to Alberta Society Regulations and Standards as defined by the Societies Act of Alberta, and governs and is governed according to the QEBPA Bylaws. The most recent adopted Bylaws are posted on the QEBPA website, and the source document is stored in the QEBPA Shared Drive.

2017-18 Meetings

Annual General Meeting
This meeting is held in early September. Agenda items will include the election of the new Executive Board, presentation of the financial report and upcoming budget and further information about the QEBPA.

Monthly Meetings
The QEBPA Executive Board meets monthly from October to June. Parents are encouraged to attend these meetings, even if you are not on the executive - your input is valued.

 Date Minutes  Time  Location
 August 30 (2016-17 Executive Board)  Aug 30 2017  7pm  Staff Room
 September 13 (AGM)  AGM Minutes  7pm  Senior Gym
 October 11 Oct 11 2017  7pm  Staff Room
 November 8  Nov 8 2017  7pm  Staff Room
 December 6    7pm  Staff Room
 January 10    7pm  Staff Room
 February 7    7pm  Staff Room
 March 14    7pm  Staff Room
 April 11    7pm  Staff Room
 May 16    7pm  Staff Room
 June 20 (Pot Luck)    7pm  TBD

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