The Executive Board serves as the governing body of the Waconia Band Boosters and provides organizational leadership, strategic direction, financial stewardship, and oversight of the organization's activities. Board members work collaboratively with Band Directors, school administration, volunteers, and Booster members to ensure the organization effectively fulfills its mission.

Executive Board responsibilities include:

• Providing organizational leadership and governance

• Supporting fundraising and financial planning

• Coordinating volunteers and organizational activities

• Promoting communication among families, Band Directors, and school staff

• Advocating for the needs of band students and programs

• Ensuring compliance with organizational bylaws, nonprofit regulations, and organizational policies

The Executive Board includes:

President: president@waconiabandboosters.org

Vice President : vicepresident@waconiabandboosters.org

Secretary: secretary@waconiabandboosters.org

Treasurer: treasurer@waconiabandboosters.org

Nonprofit Coordinator: admin@waconiabandboosters.org

Communications Coordinator: communications@waconiabandboosters.org

Band Directors — Advisory Only

Agendas

Meeting Minutes

Amazon Order Form

Budget

Policies

Reimbursement

Members may be reimbursed for reasonable, documented expenses incurred on behalf of the organization when such expenses are pre-approved by the Executive Board.

• Purchases within the budget made will be reimbursed only for the exact amount verified by a receipt.

• All expenses for an event should be estimated in advance. 

• Reimbursements shall be limited to approved organizational expenses supported by original receipts or equivalent documentation.

• Receipts must be submitted within 30 days; exceptions require Board approval.

• Sales tax, processing fees, penalties, or other non-approved charges shall not be reimbursed unless specifically authorized by the Executive Board.

Expense Request Form - This form is used to submit requests related to committee budgets and expense reimbursements.

Fundraising Payment Requests

Students and families are highly encouraged to participate in cooperative fundraising to help offset all the costs of band participation, all funds raised belong legally to the Waconia Band Boosters, Inc. These collective efforts promote responsibility, teamwork, and community engagement. Student Fundraising are liabilities held by Waconia Band Boosters, Inc. on behalf of registered students. 

Permitted uses are restricted to:

• General Program Subsidies: Uniformly lowering travel, registration, lodging, or tuition costs for students participating in an upcoming band trip or event.

• Band Infrastructure & Supplies: Direct purchase or repair of student instruments and essential band supplies (e.g., reeds, valve oil, mouthpieces, sheet music) as coordinated by the Band Director. 

• Prohibited Disbursals: Under no circumstances will any portion of fundraised money be refunded, paid out, or returned as cash to a student, family member, or volunteer. Doing so would violate IRS restrictions on private benefit and endanger the Waconia Band Boosters, Inc.’s tax-exempt status.

Please contact the Band Director or Treasurer to request the form.

Scholarship Request

Philosophy: Waconia Band Boosters, Inc. believes no student should be excluded due to financial hardship. All scholarship requests will be processed with the highest privacy possible. Requests are confidential and reviewed by the Nonprofit Coordinator and Band Director.

Scholarship Fund Guidelines

• Funded annually: minimum $100, max balance $500.

• Students are expected to participate in fundraisers to help offset financial need.

Eligibility Criteria

• Must be a current Waconia Public Schools student enrolled in the band program

• Must be in good standing regarding participating requirements of the band program.

• Must demonstrate a documented financial need for an approved, band-related event or trip.

Committee Budget Compliance

Committees are expected to remain within their approved budgets and work closely with the Treasurer and Nonprofit Coordinator to ensure compliance with all financial policies.

If a committee anticipates exceeding its budget, it must:

• Discuss the overage with the Executive Board at the next regular meeting, which must be documented in the meeting minutes, or

• Obtain prior approval for the overage by completing the request form and submitting any required supporting documents.

Committees should remain mindful of the overall Waconia Band Boosters, Inc. budget when considering additional expenditures. All approved overages must be reported to the Executive Board at the next scheduled meeting and documented either in the meeting minutes or electronically.

At this time, Students and Guardians do not self-register for a profile in CutTime. You will need to wait for your program’s administrator to set up a profile for you and invite you to CutTime. You’ll want to check your cell phone for messages from the phone number (844) 385-8463‬ or your email address, that includes your personalized and secure Magic Link (which acts as your login for CutTime).

How to Use CutTime for Parents/Guardians HERE

Helpful introduction videos for guardians can be found here: CutTime for Guardians

Video Guide to the Dashboards 

Guardian Login 

Student Login 

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