© 2018-2019 Cooper City High School Sound Of Pride Marching Band & Color Guard

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Band Parents Association (CCHSBPA) Executive Board

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Director of Bands

Mr. Jason Cochrac

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President

Scott Miller

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Vice President

Bill Parrish

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Operations Director

Claudia Wagner

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Travel Director

Ivan Gonzalez

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Member at Large (Freshman)

Tricia Hack

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Member at Large (Upper Class)

Suzanne Whitacre

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Special Events Co-Director

Linda Albrecht

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Treasurer

Lechyana Knight

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Assistant Treasurer

Eleanor McAfee

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Fund Raising Co-Director

Joanna Wayland

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Fund Raising Co-Director

Julie Roisman

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Color Guard Director

Pearl Martin

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Secretary

Jaine Jenkins

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Special Events Director

Maja Hamoui

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Volunteer Coordinator

Lisa Gomes

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The board is elected by the general members of the Band Parent Association. The Board appoints individuals to oversee major areas of responsibility as chairpersons of committees. Below, excerpted from the CCHSBP By-Laws, is a brief description of the elected members scope of responsibility.

Section 7.2:     The Band Director: 

The Band Director shall be a full-time employee of Broward County Public Schools, appointed by applicable authority as the Director of Bands for Cooper City High School. He/She shall serve as the liaison between the Board and the Band Program and shall instruct, guide and inform the CCHSBPA in the manner in which the Corporation can best assist the Band Program. The Band Director shall further advise the Board and/or the General Membership of the CCHSBPA, if a particular action should not be taken as contrary to the best interest of the Band Program, or in conflict with any policy of Broward County Public Schools or Cooper City High School. The Band Director cannot financially commit the Corporation without Board approval. The Band Director, whose identity may change from time to time in accordance with his or her employment relationship with Broward County Public Schools and/or Cooper City High School, shall not be subject to removal by the Board, and shall be a Board Member of the Corporation during his/her tenure as Band Director.

 

Section 8.2:     Officer Duties:  The Officers of the Corporation shall have the following duties:

 

(a) The President:  shall be the Chief Executive Officer of the Corporation and shall preside at all meetings of the Board and the General Membership as chair of the Board. The President shall perform all duties as the Board shall from time to time reasonably designate and shall be subject to the direction of the Board. The President shall appoint or delegate the appointment of all committees deemed necessary to carry out the Corporation's functions and objectives and shall coordinate the work of the Officers and committees of the Corporation in order to promote CCHSBPA. The President shall serve as a member of all committees except the Nominating Committee. The President works closely with the Band Director and the Board to oversee the Band Program.

 

(b) The Vice President:  shall assist the President and carry out the President’s duties in his or her absence or inability to serve. He/She is the Vice-Chair of the Board. The Vice President shall work with the Members at Large in the coordination of all merchandise and the organization of any storage area designated to the Band Program. The Vice President will be the President pro-tempore for temporary absences of the President. If the office of President is vacated, the Vice President shall assume that office for the vacated term. The vacated office of the Vice President shall then be filled in accordance with Article VII, Section 7.9.

(c) The Treasurer:  shall:

  1. handle and receive all monies of the CCHSBPA;

  2. keep a correct record of all receipts and disbursements and amounts on hand in an online accounting software program, such as QuickBooks Online, [with Reports Only access given to all Board Members and Full Access given to the Assistant Treasurer for transparency]. On an annual basis, the Board can also elect to pay an outside accountant to be in charge of the online accounting records. In such case, the treasurer would still be responsible to maintain accurate disbursement and receipts reports so the accountant can prepare the books;

  3. enter, or cause to be entered, amounts into student accounts in the Charms Office Assistant and provide monthly statements of balance to all members;

  4. follow up on members with financial arrangements and track whether they are on schedule;

  5. reconcile Charms Office Assistant Software to the online accounting software on a monthly basis;

  6. make disbursements as authorized by the Board;

  7. co-sign checks;

  8. assist the Board in the annual budget preparation;

  9. have the books available and present a financial statement at each regular General Membership and Board meeting and at other times when requested by the Board and shall make a full report at the Annual Meetings.

  10. deposit all funds in a reliable bank chosen and approved by the Board in the legal name of the Corporation;

  11. submit to the Board and General Membership a written financial report at the end of each school year for their approval;

  12. keep open to inspection at all times the books of account by any Director or member of CCHSBPA, or any Broward County School District or CCHS administrator;

  13. complete, or submit proper records to a Certified Public Accountant or Enrolled Agent to prepare, a Form 990 each year with the Internal Revenue Service by the required due date of the return, with extensions if required;

  14. file, or cause to be filed, Forms 1099 each year with the Internal Revenue Service, as required for all independent contractors by the IRS required due date;

  15. assist the Band Director in making sure annual independent contractor agreements are signed and received for all independent contractors;

  16. collect Form W-9 for all independent contractors;

  17. submit the annual corporate report to the Florida Department of State, Division of Corporations, by the due date each year (which is currently May 1st) ; and

  18. appoint or delegate, with the Board’s approval, an assistant(s) to help with the entry into the Charms software and other tasks as needed. The Assistant(s) shall not have check-signing authority and their responsibilities will be defined in the Board Policy Manual. All Assistant Treasurer(s) shall have proper Charms training.

 

 

(d) The Secretary:  shall prepare and keep a book of the minutes of all meetings of the Board and members’ meetings; keep a continuing history of CCHSBPA actions in a loose-leaf form which shall contain all financial reports, business conducted by the Board and the General Membership; and other pertinent information as described in Article X, Section 10.1. The Secretary will have all current year records present at all Board and General Membership meetings. At the General meeting, the secretary must provide minutes from the previous meetings of the Board and General Meetings. The Secretary must provide a list of all candidates for office to the Nominating Committee as detailed in Article VII Section 7.6. The Secretary shall also act as an aide to perform other related duties assigned by the President or Band Director. The Secretary shall conduct all correspondence of the Corporation as directed by the President, the Board or the Band Director. The Secretary shall also serve as the Corporation's Public Relations Coordinator. Duties include coordinating E-mail BLASTS, social media and all press releases as approved by the Administration of Cooper City High School.

 

(e) The Fundraising Director:  shall be responsible for fundraising; appoint or delegate all committees deemed necessary to carry out the Corporation’s fundraising functions and objectives; and serve as a member of all fundraising committees. The Fundraising Director shall oversee all fundraising, stadium and special event concessions, hospitality, purchase of concession/hospitality supplies and other committees as deemed necessary. He/She must work with the Treasurer to set up proposed budgets.

 

(f) The Travel Director:  shall coordinate all travel – including arranging itinerary, chaperones, buses, hotels, meals and events. All travel arrangements will be approved by the Band Director and Board prior to publication. The Travel Director shall appoint or delegate all committees deemed necessary to carry out the Corporation’s travel functions and objectives, and shall serve as a member of all travel committees.

 

(g) The Special Events Director:  shall organize committees for, and oversee and implement, all special events such as: Pre-Event Dinners, Band Camp, Photo, Middle School Invites, Invitational, Banquet, Social Events, and Event Programs. The Special Events Director shall appoint or delegate all committees deemed necessary to carry out the Corporation’s special events functions and objectives, and shall serve as a member of all special events committees.

 

(h) The Operations Director:  shall be responsible for overseeing handyman/operations, transportation of equipment and truck, purchasing/rental of equipment needed and uniforms. The Operations Director shall appoint or delegate all committees deemed necessary to carry out the Corporation’s operations functions and objectives, and shall serve as a member of all operations committees. He/She must work with the Treasurer to set up proposed budgets.

 

(i) The Color Guard Operations Director:  shall coordinate all Color Guard and Winter Guard activities including chaperones, uniforms, and ticketing and will work directly with the Travel Director to arrange necessary Winter Guard trips. The Color Guard Operations Director shall appoint or delegate all committees deemed necessary to carry out the Corporation’s color guard functions and objectives, and shall serve as a member of all color guard committees. He/she must work with the Treasurer to set up proposed budgets.

 

Section 8.3:     Members at Large and their Duties:  A Member at Large shall attend all Board meetings and serve as a liaison between the Board and the General Membership. Two Members at Large shall serve on the Board. One Member at Large must represent a member of the upcoming freshman class. The other Member at Large can be a member with an upcoming 10th through 12th grade student. A Member at Large shall oversee all merchandise (including the ordering of all merchandise with Board approval, distribution of said merchandise, and coordinate with Treasurer for billing of student accounts in Charms Office Assistant for all merchandise ordered or given out) and the organization of any other storage area designated to the Band Program, as well as any other responsibilities as established by the Board and/or the Band Director. Members at Large are appointed by the Board, with an affirmative vote of a simple majority of the Board required.