Created in 1987, the Austin High Orchestra Parents (AHOP) has become the driving force behind communication and cooperation between the orchestra director, orchestra students, and orchestra parents. AHOP meetings are scheduled on the first Wednesday evening of each month during the school year. The AHOP furnishes project materials, personnel for hosted events, organization and operation of fundraisers, music camp scholarships, stipends, and many other supportive projects and initiatives for the Austin High School Orchestra program.
The President: (A) provides an agenda for all meetings of the Booster Club; (B) presides at all meetings of the Booster Club; (C) serves as the official liaison to the Orchestra Director; (D) provides a calendar of Booster Club activities for the school year to the Board by August 1; (E) coordinates activities of the Booster Club; (F) attends required school or district meetings; and (G) appoints two people to conduct an annual financial audit.
The Vice-President: (A) performs, when the President delegates or is unable to perform, the duties of the President; (B) serves as the official timekeeper for all meetings of the Booster Club: (C) serves as the official liaison for the Student Board; and (D) assists the Student Board with event planning.
The Treasurer: (A) receives and deposits all funds with the school bookkeeper; (B) requests payment and disbursement of funds when a vendor's invoice is received; (C) creates and maintains an accurate record of all deposits and disbursements; (D) manages the finances of the Booster Club, including the individual student sub-accounts; (E) prepares and maintains a budget that must be approved by the Board; (F) presents a financial summary at each Board meeting; (G) reconciles the Booster Club's account with the school bookkeeper once per month and at the end of the school year; (H) attends required school bookkeeper meetings; (I) provides to the succeeding Treasurer: (1) the balances of the individual student sub-accounts, (2) a financial summary of the Booster Club's sub-account, and (3) all other records necessary to carry out the Treasurer's duties; and (J) will cooperate with the two people appointed by the President to conduct an annual financial audit.
The Secretary: (A) is responsible for all correspondence of the Booster Club and the Board; (B) keeps accurate minutes of all Board meetings and general membership meetings and distributes those minutes to the Board in a timely manner for approval or amendments; (C) maintains a current copy of the By-Laws and amends them as decided by the Board; (D) notifies the Austin High School Parent Teacher Student Association (PTSA) of activities to include in weekly PTSA newsletters; (E) provides to the Orchestra Director a current copy of the By-Laws and provides a new copy of the By-Laws each time they are amended; (F) accepts nominations and complies and distributes ballots to each member at the general membership meeting in May; (G) maintains a complete list of e-mail addresses of the general membership; and (H) sends out e-mail reminders of activities and meetings to members.
The Publicity and Fundraiser Coordinators: (A) coordinate publicity for concerts and fundraisers; (B) coordinate program printing; (C) recognize Orchestra sponsors; (D) are responsible for reviewing possible fundraisers; and (E) organize fundraising events and coordinate with parents and students.
The Volunteer Coordinator: (A) recruits, communicates with, and organizes volunteers for Orchestra events.
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The AHOP Online Newsletter is a free email newsletter sponsored by the AHOP Board. You may subscribe or unsubscribe to the newsletter at any time. The AHOP Board provides the content to the newsletter moderator. The distribution list is managed through Yahoo Groups.
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Patrick Couture, AHOP Secrcetary, will serve as the Online Newsletter Moderator for the 2010–2011 school year. Mr. Couture can be contacted via email at pm_couture@yahoo.com for additional information or assistance concerning the newsletter.