Booster Meeting Minutes

Meeting Thursday, June 5th at 7pm in the Music Room. Elections will be opened - plesae view By-Laws below for descriptions of officers.

HVMS MUSIC BOOSTERS 2008-2009

The President Shall;

Ø    Maintain communication with the Director, the Booster Board and the Orange Glen HS Music Booster Organization.

Ø    Supervise the business affairs of the HVMS Music Booster Organization

Ø    Coordinate the efforts of members who perform duties under the jurisdiction of the other Vice-Presidents and/or committee chairpersons.

Ø    Welcome and encourage new parent involvement in the Booster Organization

Ø    May delegate coordination of specific projects through the appointment of a special project chairperson.

Ø    Be a liaison between parents and the Director and between parents and the Booster Board.

The Vice-President shall:

Ø    Assist the President in any duties as directed by the President. Work with Director regarding various needs of each group.  Work with other Vice Presidents to ensure goals for the program are achieved in all areas.

Ø    Organize chaperones for activities and performances outside the classroom. Recruit other parents to participate as needed to support the ensemble.

Ø    Remind students/parents of the need for voluntary contributions and consequences for lack of financial support to the program.  Maintain frequent communication with families of said ensemble regarding specific program needs.

Ø    Assist in fundraisers and encourage students to participate in fundraising activities for the Music Department.

Ø    Coordinate transportation and meals for performances and events

Ø    Remind students/parents regarding upcoming activities and their special needs.

Ø    Maintain appropriate ensemble uniforms, or delegate these responsibilities, including ordering and purchasing new or replacement items, cleaning, storage, and fitting of uniforms.

Ø    Be a liaison between parents and the Director and between parents and the Booster Board.

Ø    Attend Booster Board and general meetings.

Ø    Be a liaison between elementary feeder programs, HVMS and OGHS music programs. 

Ø    Assist in coordination of joint performances with feeder programs

The Fundraising Coordinator shall:

Ø    Work with the Director, Vice-Presidents, Treasurer, and ASB to schedule and run fundraisers. 

Ø    Facilitate brainstorming of new fundraising ideas through Booster Organization

Ø    Coordinate parent volunteers when needed for specific fundraising events

Ø    Oversee vending machines and work with vending company as needed

The Treasurer shall:

Ø    Manage finances for the HVMS Music Booster Organization, including the filing of any legal financial documents, taxes and non-profit organization status in a timely manner.

Ø    Present a brief Treasury report at monthly meetings

Ø    Work with Director to create annual budget

Ø   The Treasurer shall receive all general funds due to the HVMS Booster Organization, issue proper receipts, be solely responsible for deposit of funds and shall pay bills upon authorization of the President or Booster Board.

Ø   The Treasurer shall sign all checks pertaining to general expenses. In the treasurers' absence the Director shall have signatory authority.

Ø    The Treasurer shall prepare a summary of finances at the end of the fiscal   

                      year. 

Ø   The Treasurer shall turn over all records to a third party for an audit of the books at least annually

The Secretary shall:

Ø    Attend all Music Booster Organization meetings and keep a written record of all discussions and actions of the Booster Board.

Ø    Make minutes available through email or post on Music Department website promptly after meetings

Ø    Correspond with OGHS and feeder elementary schools as needed

Ø    Correspond with local businesses and families as needed

Ø    Create and distribute (or delegate) flyers as needed for Music Department

SECTION 1.          Nominations for new officers shall be solicited in advance of the May meeting.

SECTION 2.          Another HVMS member may nominate any member for an office.

SECTION 3.          All nominees shall declare their willingness to serve as a Board member.

SECTION 4.          The new Booster Board members shall be voted on individually.

SECTIQN 5.          A majority vote of the members present shall constitute an election for each position.

SECTION 6.          Elections shall be held during the May meeting.

SECTION 7.          Elected officers shall assume their respective duties on July 1 for and serve one (1) year.

HVMS Music Boosters Meeting Agenda

6/5/08 at 7:00 pm

HMVS Music Room

June 18^th, 2007                                                Jazz Band to play at 8^th Grade Promotions

At Orange Glen High School.  Parent volunteers are needed to chaperone.

Help US Raise $$$$

Support our Music Program

Two Great Ways to Start Earning Money For

Hidden Valley Middle School Music Program

Do you shop at Vons or Ralphs Grocery Stores?

Register your club card online and the Music Students will benefit!

Visit www.escrip.com to register your Vons club card .

(Or register your credit/debit cards.   There are over 6,000 participating eScrip merchants our music program can benefit from.) Click on sign up, search under HVMS Music Boosters or our group ID# 500015263, click next, fill in the blanks, and then just register your cards.  Or you can call (800) 254-5404.

Visit www.ralphs.com to register your Ralphs club card .

Click on community contributions, sign up under participant,

  enter our NPO# 84241, and fill in the rest of the blanks.

  Or you can call (800) 443-4438

It’s that easy!

You shop and the Music Department Earns Money!

Thanks for your time and support

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