Queen Elizabeth Band Parents Association

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