Volunteer Guidelines

​All volunteers must be registered with the PCSB by filling out a Volunteer Registration form at  https://asd.pcsb.org/schoolwiresforms/volunteer/

​In addition to this form, everyone who wants to volunteer in situations where direct one-on-one contact with the students is necessary, i.e. chaperoning, must also be a PCSB Level II Volunteer. This is achieved by completing the online application, and then going to an approved fingerprinting location to have your fingerprints taken and submitted to FDLE for a complete background check. This process takes about 2 weeks to a month to complete, and it will cost you about $48 to get the prints done. Your Level II status will remain active for 5 years. The closest location to us to complete this is:

Postal Annex
2520 N. McMullen Booth Rd. Ste. B., Clearwater, FL 33761-4181 - Tel: 727-400-6801 - Hours: Monday ~ Friday 8:30 AM ~ 6:00 PM or Saturday 9:00 AM – 2:30 PM. Walk-ins are welcome or you may call ahead. Fee $48.00

​Returning volunteers do not need to fill out a new form, but they must log into the PCSB portal at the beginning of the year using their volunteer login to reactivate their volunteer status for the new year. Volunteers are encouraged to submit volunteer hours into your PCSB volunteer portal. This allows the school and county to track volunteer hours which helps the school. In addition those who volunteer a lot may be recognized by the school. https://focus.pcsb.org/volunteer/

​​​Any volunteer questions may be directed to our VP for Volunteers, Doug Brittain, at [email protected]

How can you help the band?

There are many different things you can do to help the band. Whether it be joining the Band Boosters Board of Directors, taking on a non-board role, chaperoning, or helping in concession at the Football games, we have a way for everyone to help.

Here are some of the roles you can take on and a brief description of each of them. If any of them are of interest to you, please reach out to Doug Brittain at [email protected] or fill out the contact form at the bottom of the page.
​

BOARD OF DIRECTOR POSITIONS
 
PRESIDENT

• Main point of contact for the Boosters
• Official check-signer for the band account
• Assists the treasurer with maintaining the PayPal account
• Set’s the agenda for, and leads, all board meetings
• Keeps in regular contact with the band director about the needs of the band
• Creates a proposed budget, in consultation with the Treasurer
• Works with the treasurer on the band's annual taxes and school paperwork
• At the direction of the Band Director, and with the approval of the committee, enters the Boosters under contract with instructional staff for temporary employment as independent contractors
• Maintains the band’s website
• Maintains the band’s social media accounts
• Assists the treasurer with maintaining and checking the money drop-off box located in the band room
• Must attend the Insurance training provided annually in August by the Pinellas County Coalition PTA
• Assists where needed  

VICE PRESIDENT – VOLUNTEERS

• Leads meetings in the absence of the President
• May be an official check signer for the band account
• Recruits and maintains a group of volunteers to help support the functions of the band program
• Collects and turns in to the school all volunteer forms and ensures our volunteer list is current with the school.
• Verifies all chaperones are registered Level II volunteers with the school
• Maintains the band’s Sign-Up Genius account for Volunteer sign-up
• Encourages all volunteers to complete volunteer logs and to log their time in the PCSB portal
• Works closely with the secretary to make sure both have the most current and accurate contact lists
• Helps where needed at the request of the Board

 
VICE PRESIDENT – FUNDRAISING

• Leads meetings in the absence of both the President and 1st Vice President
• May be an official check signer for the band account
• Recruits and maintains a sub-committee of adult volunteers and students to brainstorm and plan various fundraising opportunities and seek sponsorships
• Reports monthly on fundraising opportunities to the Board
• Works closely with the treasurer to ensure proper funding of the budget
• Helps where needed at the request of the Board

 
TREASURER

• Leads meetings in the absence of the President and both Vice Presidents
• Official check signer for the band account
• Maintains the Band’s bank account and PayPal account
• Maintains and checks the Band’s P.O. Box
• Maintains and checks the money drop-off box located in the band room
• Works with our local accountant annually to complete the Booster’s tax forms
• Ensures up-to-date registration and paperwork filing with SunBiz
• Works with the President to ensure completion of the annual Booster Packet for the School
• Works closely with the 2nd Vice President of Fundraising to ensure proper funding of the budget, as well as ensuring petty cash is available to support concessions and other fundraisers as needed
• Reports monthly the financial status of the Boosters to the Board
• Must attend OSO Treasurer training provided annually in August by the Pinellas County Coalition PTA
• Helps where needed at the request of the Board

 
SECRETARY

• Takes attendance and keeps minutes at all meetings
• Presents minutes from previous meetings to the board for approval, and then provides a digital copy to the President for addition to the Band’s website
• Will lead the collection of paperwork annually from the students, ensuring paperwork is distributed to the appropriate Board members.
• Works with the Vice President of Volunteers to make sure both have the most current and accurate contact lists
• Will distribute official correspondence to the band via the e-mail distribution list, or through regular mail as needed
• Helps where needed at the request of the Board

 
MEMBER AT LARGE

• Helps where needed at the request of the Board

 
NON-BOARD POSITIONS
 
CONCESSION MANAGER(S)

• Responsible for the overall maintenance of the concession stand and its equipment
• Will work with the 1st Vice President of Volunteers to staff the concession stand for events as needed, and to secure help in its maintenance
• Will report to the President any equipment or structure that needs replacement or repair
• Will work with the Treasurer to secure money for the cash drawers prior to operation, as well as funding to purchase food and supplies
• Will arrange for the purchase of food and supplies, as well as all deliveries from Coca Cola
• Will maintain the band’s Sam’s Club account
• Will lead a group of volunteers in the operation of the concession stand
• It is recommended that this be a 2-person position

 
UNIFORM CLOSET MANAGER

• Will keep inventory of all uniforms, shirts and accessories
• Will assist in sizing all students for their uniform and shoes
• Will ensure uniforms are cleaned after each season
• Will order shirts and accessories as needed from approved vendors
• Will distribute all shirts and accessories that have been paid for
• Must be a registered Level II Volunteer with the school

 
EQUIPMENT TRANSPORTATION MANAGER

• Will reserve truck rentals as needed for all events where we must bring equipment
• Will drive the truck, or locate a volunteer to drive the truck, to events as needed
• Will maintain the band trailer and report to the president any repairs that may be needed
• Will pull, or arrange for another volunteer to pull, the band trailer as needed for events

 
PROP MANAGER

• In conjunction with the Band Director and Visual Staff, will help design and plan out construction or purchase of props for the Marching Band
• Will seek funding from the Board for materials needed to build props
• Will lead a team of volunteers in the construction of the props
• Will work with the Equipment Transportation Manager on the proper transport of the props
• Will attend performances where the props are needed, or find someone to take charge in your absence, and ensure proper assembly and transport of the props by both volunteers and students.

 
CONCESSION JOBS
 
Manager: Leads the Team, Assists where needed
 
Grill Station: Cooks the Burgers and Hot Dogs
 
Bun Station: Buns and Bags the Burgers and Hot Dogs
 
French Fry Station: Cooks the French Fries in the Big Fryer
 
Mozzarella Stick and Mini Melt Station: Cooks the Mozzarella Sticks to order, retrieves the Mini Melts as ordered
 
Warmer Station: Cooks the Cookies, Assembles the Nachos, Adds Chili and/or cheese to Fries and Hot Dogs as requested, ensures Fries, Burgers and Hot Dogs are in the warmer stations
 
Register 1: Far Right Register, closest to the field entrance. Takes orders and payment, retrieves food for customers. Close down halfway through 4th Quarter. Will assist with counting the drawer after closing down.
 
Register 2: Center Register, usually the busiest. Takes orders and payment, retrieves food for customers. Close down after game ends. Will assist with counting the drawer after closing down.
 
Register 3 Far left register, closest to the grill. Takes orders and payment, retrieves food for customers. Close down at start of 4th Quarter. Will assist with counting the drawer after closing down.
 
FOOTBALL GAME CHAPERONES

• All chaperones must be Level II Volunteers registered with the school, travel with the Band by bus to and from Away Games, sit with the band for the duration of the game ensuring their safety, hydration and adherence to band rules, and help chaperone individual students around as needed (students are allowed to travel in pairs at home games and in groups of 3 at Away games, if approved by the Band Director)
• Lead Chaperone - will assign each chaperone a specific job, will transport the Band Backpack with Medical Forms, will at home games collect food orders and payment from the students and will give both to the concession volunteer at Register 3 (closest to grill) upon entrance to the stadium.
• Water Duty – 2 chaperones who will pull the wagon with the water jugs, ensure the smaller bottles are always full, and that the kids are staying hydrated. Must also ensure one caddy of water bottles make it onto each bus. At end of game, they will empty the water jugs and bottles. Someone will need to take the water bottle caps home to be washed
• Bench Duty – 1-2 chaperones who will upon arrival at the stadium immediately go to secure the band’s spot in the stands. They will politely ask all spectators in the band’s area to find another seat. Using towels they brought from the uniform room, they will ensure all of the benches are clean of dirt or water so as not to ruin the uniforms. At the end of the game, someone will need to take the towels home to be washed.

 
COMPETITION CHAPERONES

• All chaperones must be Level II Volunteers registered with the school.

• All chaperones will travel with the band by bus.
• Upon arriving at the competition, the chaperones will remain with the students through the whole process, from bus, to unloading the truck, to warm-up, to performance, and then back to the truck to load back up.
• After the truck is loaded, the chaperones will stay with the kids and escort them to bathrooms to change if needed, and then to the stadium for food and to watch the other bands.
• Upon arrival at the stadium after competing, students are typically dismissed and may travel freely around the stadium so long as they stay in groups of 3 or more.
• Chaperones will be free to travel around as well but should remain in the band’s designated seating area in the bleechers as much as possible, so the students have a place to go to in an emergency.
• At the conclusion of all the performances, there will be a formal retreat for awards. Sometimes it is just the officers, sometimes it is the full band. Either way, the chaperones should remain in the stands to either be with the students who do not participate in retreat, or if it is a full retreat then to protect their belongings.
• After retreat all students will return to get their stuff and then the chaperones will escort them back to the busses and travel back to the school.