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Organization Plan

Executive Committee
The Executive Committee shall consist of the music directors (3), president, communications coordinator (2), treasurer, and the chairpersons of the four standing committees (Fundraising, Events, Concessions, and Wardrobe). Each of the standing committees may choose a vice chairperson from among its members at the first organizational meeting of MPA in August; the vice chairs do not serve as members of the MPA Board.
 
President
·         Notifies school administration of MPA officers
·         Prepares agendas and conducts monthly meetings
·         Serves as liaison between the school and the Music Parents Association
·         Oversees committee chairpersons
·         Places meeting dates on the school calendar in the principal's office
·         Represents MPA at New Student Orientation in August and Showcase Central during Catholic Schools week
 
Communications Coordinators
·         Keeps current rosters of all music students (band and choir)
·         Takes notes at monthly MPA meetings and distributes via e-mail to all MPA members
·         Helps president with agenda
·         Sends other MPA information (announcements, fliers, fundraising info, etc.) to members via e-mail as needed
·         Updates MPA website with MPA information and announcements
·         Prepares and submits news releases to newspapers, radio, TV, cable outlets, etc.
·         Creates posters, signs, and other print media to publicize MPA and Music Department events
·         Submits MPA and music department event information to all internal and external contacts
·         Serves as members of the MPA Board
 
Treasurer
·         Collects monies and bills from fundraising and events coordinators
·         Submits monies/bills to school financial officer for deposit to MPA, Music Department, & student accounts
·         Reviews music accounts' info with financial officer & prepares financial reports for monthly MPA meetings
·         Prepares the annual budget with input from the MPA Board
·         Serves on MPA Board
 
Fundraising Coordinator(s)
·         Plans fundraising events with input from the MPA Board
·         May recruit committee members
·         Clears all fundraising dates with the principal's secretary
·         At the conclusion of each event, updates best practices and documents in the MPA Google Docs website
·         Submits monies and bills to the treasurer
·         Clears fundraising dates with the principal's secretary and ‘dine out’ opportunities with the advancement office
·         Serves as a member of the MPA Board
 
Events Coordinators
·         Plans non-fundraising events 
          (concert volunteers, refreshments, music department lunch for music in schools, and Homecoming events)
·         Plans 2 fundraising events – Homecoming cookout and Chili Supper
·         May recruit committee members
·         Coordinates arrangements for refreshments for events as needed
·         Clears all event dates with the principal's secretary
·         At the conclusion of each event, updates best practices and documents in the MPA Google Docs website
·         Submits monies and bills to the treasurer
·         Serves as a member of the MPA Board
 
Concessions Coordinator(s)
·         Coordinates concessions at most girls home basketball games
·         Assists events coordinators with coordinating concessions at Homecoming Cookout and Chili Supper
·         Contacts athletic director office to confirm dates
·         Creates and posts signups for each game to recruit volunteers
·         Maintains concessions manual and procedures
·         Coordinates ordering of food for each game
·         Tracks sales of food and beverage
·         Requests cashbox for each game and counts/turns in proceeds at the end of each game
·         Notifies treasurer of proceeds for games and cost for food/beverages
·         Tracks hours worked by person to report to music directors to allocate funds to student accounts
·         At the end of concessions, updates notes of best practices and documents in the MPA Google Docs website
·         Serves as members of the MPA Board
 
Wardrobe Coordinator
·         Coordinates distribution/collection at beginning/end of school year of the tuxes and dresses
·         Coordinates sale and distribution of flowers, candy, notes for cast, pit, and crew at spring musical
·         Serves as a member of the MPA Board