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Article 1 – Name and Purpose

Article 2 – Fiscal Information

Article 3 – Membership

Article 4 – Responsibilities of Members

Article 5 – Board of Directors

Article 6 – Responsibilities of the Board of Directors

Article 7 – Election of the Board of Directors

Article 8 – Meetings of the Board of Directors

Article 9 – Amendments to the Bylaws

Article 10 – Rules of Order

A-1 – General Monetary

A-2 – Attendance

A-3 – Audition

A-4 – Concert Dress

A-5 – Concert and Dress Rehearsal Set-up/Strike

A-6 – Hospitality

A-7 – Instrument Loan

A-8 – Ticket

A-9 – Youth Group Attendance

A-10 – Scholarships for High School Band Students

A-11 – Seventh (7^th) Grade Band Student Participation

Appendix B-Job Descriptions..................

A. Officers

1. Chair - Gregory Bovid (elected May 2005)

2. Secretary - Bill Kern (elected May 2007) 

3. Treasurer - Lisa Vincent (elected May 2005)

B. Directors

4. Education - Stephanie Gessford (elected May 2007)

5. Printed Materials - Robert Adams (elected May 2005)

6. Program Advertising - Ellen Peden (elected May 2006)

7. Public Relations - Mark Brisette (elected May 2005)

8. Special Projects -Pat DuPuis

9. Volunteers - Dave McLeod (elected May 2006)

C. Ex-Officio members

10. MCB Conductor - Gary Burgess

11. Jazz Band Director - Tom Broka

1. Attendance Coordinator - Susan Burgess

2. Concert Announcer - Greg Bovid

3. Historian - Lois Kagel

4. Hospitality Coordinator - to be announced

5. Music Librarians - Vicki Friend, Sue Gessford

6. Property Manager - Ellen Peden

7. Section Leaders

 

Bassoon - Lois Kagel

Clarinet - John Kostoff

Euphonium - Tom Broka

Flute - Sue Cuddie

French Horn - Greg Bovid

Oboe - Jenny Schwab

Percussion - Ellen Peden

Saxophone - John Anderson

Trombone - Richard Harner

Trumpet - Rick Enszer

Tuba - Dave Kjellberg

8. Stage Manager - Dave McLeod

 

1.1 This organization shall be known as the Midland Concert Band, hereinafter referred to as the MCB.

1.2 The MCB is a nonprofit corporation formed under the laws of the State of Michigan. It is recognized as a 501(c)(3) organization by the U.S. Internal Revenue Service and, as such, is exempt from federal income tax. Contributions to the MCB may be considered deductible by donors on their tax returns.

1.3 The purposes of the MCB shall be to:

1.3.1 Provide a pleasant and stimulating environment for those adult members of the community who wish to participate in community concert band activities.

1.3.2 Encourage interest and participation in music-oriented activities among youth.

1.3.3 Present high quality concerts of band music designed to entertain our audience.

1.3.4 Provide opportunities for specialized groups to form and function under the sponsorship of the MCB.

1.3.5 Create, develop and promote an appreciation of music and to educate members, as well as the public, in band literature.

1.3.6 Reaffirm the community concert band position in American music.

 

ARTICLE 2 – Fiscal Information

2.1 The Midland Concert Band (MCB) was incorporated in the State of Michigan on August 17, 1977.

2.2 The MCB received federal tax exempt status on September 12, 1978, under Internal Revenue Code, Section 1(c)(3). The MCB is also exempt from Michigan state sales tax.

2.3 The fiscal year of the MCB Corporation shall begin on the first day of September and end on the 31^st day of August of each year.

2.4 The MCB logo became a registered trademark on July 18, 1979. The U.S. Registration number is 1,122,557.

2.5 Important numbers: Michigan State Corporate Number: 840054 Federal Employer Identification Number: 38-2193121

2.6 The MCB mailing address is: P.O. Box 2300

3.1 Any adult who is interested in the purposes of the MCB may be considered a candidate for membership. (See Audition Policy, Appendix A-3)

3.2 Applicants become members of the MCB when the membership request is accepted by the MCB Conductor and membership dues have been paid.

3.3 Membership limitations may be imposed by the Board of Directors, upon the advice of the MCB Conductor, to maintain balance or to optimize organizational effectiveness.

3.4 Once a membership request has been accepted, the member remains a member as long as he/she shows musical competence, is current on dues owed the MCB and meets the conditions of membership as stated in the Bylaws.

3.5 High school students, who fulfill a musical need or are without a music program in their school, may be accepted as Associate members by the MCB Conductor for a specified time period. Associate members may play only two concerts during the MCB performance season. At the discretion of the MCB Conductor, however, Associate members may be permitted to play in more than two concerts to address specific instrumentation needs. Associate members have no vote and are not required to pay membership dues. All other membership requirements are the same as for regular members.

 

ARTICLE 4 – Responsibilities of Members

4.1 All members shall make every reasonable effort to attend rehearsals and performances. (See Attendance Policy, Appendix A-2.)

4.2 Members shall cooperate with the Section Leader in the general operation of the section, including seating assignments.

4.3 Members shall obtain a copy of the Midland Concert Band Members’ Handbook and become familiar with its contents covering specific operational details.

4.4 Members shall pay annual dues (currently $20 for the entire season, $10 if joining after the Christmas concert) as established by the Board of Directors.     Dues Discounts

4.5 Members are expected to promote the effectiveness of the organization by voluntary efforts on behalf of the MCB. These voluntary efforts include activities such as encouraging friends/relatives/business associates to attend concerts, selling five (5) tickets per concert (See Ticket Policy, Appendix A-10) and posting MCB promotional materials.

4.6 Concert Dress Policy shall be determined by the Board of Directors. Members shall adhere to that policy. (See Concert Dress Policy, Appendix A-4)

5.1 The activities of the MCB shall be governed by a Board of Directors.

5.2 The Board of Directors shall be comprised of eleven (11) members. Nine (9) members shall have full voting rights and shall be elected from the general MCB membership as follows:

1. Chair

2. Secretary

3. Treasurer

4. Director of Education

5. Director of Printed Materials

6. Director of Program Advertising

7. Director of Public Relations

8. Director of Special Projects

9. Director of Volunteers

The Board also includes two (2) ex-officio* members who cannot vote on Board issues:

10. MCB Conductor

11. MCB Jazz Band Director

5.3 Excluding the two (2) ex-officio members, each member of the Board of Directors shall have one vote.

5.4 The term of each elected office shall be two (2) years. To encourage broader participation from the general MCB membership, no Board member may serve more than two consecutive terms in the same office.

5.5 Elections for members of the Board of Directors shall be held as follows:

5.5.1 To be elected in odd-numbered years:

1. Chair

2. Director of Printed Materials

3. Director of Public Relations

4. Director of Volunteers

5.5.2 To be elected in even-numbered years:

1. Secretary

2. Treasurer

3. Director of Education

4. Director of Program Advertising**

5. Director of Special Projects

 

 

 

* Ex-Officio – by virtue of their office or position

** Director of Program Advertising to be elected to a special, one-year term for 2001-2002 season, then will be elected to normal, two-year term starting with 2002-2003 season.

ARTICLE 6 – Responsibilities of the Board of Directors

6.1 The Board will manage the affairs of the MCB, including all actions compatible with the best interests of the organization.

6.2 The Board will manage the financial affairs of the MCB, including, but not limited to, the establishment of an annual budget, fund-raising and setting membership dues. Annual membership dues shall be waived for members of the Board.

6.3 The Board will oversee the creation of a rehearsal and concert schedule, including specific performances, soloists, guest performance groups and guest conductors.

6.4 The Board will establish and interpret the Policies concerning the operation of the MCB.

6.5 The Board may form formal and ad hoc committees.

6.6 The Board shall appoint and dismiss the MCB Conductor, who shall serve at the pleasure of the Board. The appointment will be made annually, and compensation, if any, shall be determined by the elected Board at that time.

6.7 The Board shall appoint and dismiss the MCB Jazz Band Director, who shall serve at the pleasure of the Board. The appointment will be made annually, and compensation, if any, shall be determined by the elected Board at that time.

6.8 If a member of the Board of Directors is unable to complete a term of office, the Board shall appoint a replacement Board member from the general MCB membership.

6.9 The Board shall conduct an annual meeting for the full MCB membership. Said meeting shall be announced at least one month in advance.

6.10 The Chair and Treasurer will prepare and distribute a written annual report to the full MCB membership by May 1 of each year. Said report will include a financial statement and a brief summary of the activities of the Board for the year.

6.11 The Board may appoint or remove any person for the performance of a specific duty in the operation of the MCB, including, but not limited to, those appointed positions listed in Appendix B.

6.12 The Board annually shall select one of its members to also serve as Vice-Chair.

6.13 The Board shall determine annually which, if any, positions will be compensated and the amount of said compensation. Current compensated positions are the MCB Conductor and the MCB Jazz Band Director.

ARTICLE 7 – Election of the Board of Directors

7.1 On or before March 15 of each year, the Board of Directors shall appoint a Nominating Committee for the purpose of preparing a slate of candidates from the MCB membership.

7.2 The Nominating Committee shall be comprised of the Director of Volunteers, who will serve as the chairperson, and at least two (2) other Board members whose terms are expiring at the end of the season.

7.3 The Nominating Committee shall present a slate of candidates for vacancies on the Board to the full MCB membership no later than two (2) weeks prior to the election and shall conduct said election of officers at the first regular rehearsal in May.

7.4 A simple majority of those MCB members voting shall be sufficient for election.

7.5 The terms of all offices shall be June 1 through May 31.

 

ARTICLE 8 – Meetings of the Board of Directors

8.1 The Board of Directors shall hold monthly meetings throughout the concert season. These meetings are typically held on the third Tuesday in September, October, November, January, February, March, April and June.

8.2 Additional meetings of the Board of Directors and meetings of the full MCB membership may be called, at the discretion of the Chair, by any two (2) members of the Board of Directors or upon request of any four (4) MCB members.

8.3 All meetings of the Board of Directors will be open to any MCB member, with the exception of meetings or portions of meetings pertaining specifically to personnel management. Said meetings may be restricted at the discretion of the Board.

8.4 Each of the nine (9) voting members of the Board is expected to attend at least 75% of all regularly scheduled Board meetings during the concert season. Board members who cannot attend a specific meeting shall make arrangements with another Board member to conduct the business of the absent member’s office.

8.5 The presence of five (5) or more elected members of the Board (does not include ex-officio members) will constitute a quorum at a scheduled meeting.

 

ARTICLE 9 – Amendments to the Bylaws

9.1 Notice of a proposed amendment to these Bylaws, along with a written copy of the proposed amendment, must be submitted to the full MCB membership at least 30 days or three (3) scheduled rehearsals prior to voting.

9.2 An affirmative vote by two-thirds (2/3) of those MCB members present will be necessary for the adoption of the amendment.

 

ARTICLE 10 – Rules of Order

10.1 The rules contained in "Robert’s Rules of Order" as revised shall govern the MCB in all cases to which they are applicable and in which they are consistent with the Bylaws of the MCB.

 

 

 

 

Original Bylaws Approved October 6, 1977

Revised and Approved January 4, 1978

Revised and Approved February 1, 1979

Revised and Approved March 29, 1982

Revised and Approved April 21, 1983

Revised and Approved April 15, 1993

Revised and Approved April 19, 2001

 

Appendix A-1

 

General Monetary Policy

(Adopted August 17, 1982)

(Revised 1993)

(Revised February 21, 2001)

1. MCB Board members and those members in Appointed Positions (See Appendix B)

a. May spend or commit to spend amounts that are reflected in an approved budget item, or up to $100 of discretionary money, without prior approval of the Board of Directors. The Board should be kept informed of all significant expenditures and should have the opportunity to approve unusual items.

b. Merchandise or services that are purchased for the MCB should be invoiced to the MCB directly. If this is not possible, the individual may pay for the item and submit a receipt to the Treasurer for reimbursement. All receipts should be dated, should indicate the merchandise or service that was purchased and should be signed by the person requesting reimbursement.

c. The MCB is exempt from state sales tax on all purchases. The vendor may request a sales tax exemption form. These are available from the Treasurer. (See list of MCB Vendor Accounts below)

d. Cash Advance - MCB Board members who regularly spend small amounts of money for items such as office supplies or photocopying may receive a cash advance from the Treasurer. The Board member will sign a receipt from the Treasurer for the advance. Periodically, the Board member should turn in accumulated receipts to the Treasurer, who may issue a check to the Board member for the amount of the receipts to replenish the advance, if necessary. All unused moneys from cash advances must be returned to the Treasurer at the end of each concert season.

2. General MCB Membership

a. MCB members, who are not members of the Board of Directors or an Appointee of the Board, must receive approval from a Board member before any expenses on behalf of the MCB are incurred. This is to ensure that the Board maintains control over expenditures.

b. The MCB will reimburse members for approved expenditures. A receipt must be submitted to the Treasurer. All receipts must be dated, indicate the merchandise or service purchased and be signed by the member requesting the reimbursement.

c. The MCB will reimburse members for automobile mileage accumulated while on MCB business. This does not include mileage accumulated during travel to or from MCB rehearsals, concerts or Board meetings. The reimbursement will be made at the same rate that the federal Internal Revenue Service sets for business mileage. A request must be submitted to the Treasurer indicating the reason for the travel, the number of miles traveled and the amount of reimbursement requested. Reimbursement will be made after approval by the Board of Directors.

3. MCB Vendor Accounts: Everett Carpet Company (MDN ads) Quick & Reliable Printing

Ieuter & Secor (insurance) The Paper Place

Johnson’s Flowers Staples

Malecki Music, Inc. Village Green

 

 

Appendix A-2

 

Attendance Policy

(Adopted August 17, 1982)

(Revised September 20, 1983)

(Revised 1993)

(Revised February 21, 2001)

1. Members are expected to make every reasonable effort to attend all rehearsals and concerts. For maximum rehearsal effectiveness, this entails members arriving on time and remaining for the complete rehearsal.

2. To help members plan a personal schedule, a complete rehearsal and concert schedule will be provided at the beginning of each concert season. Note the extended rehearsal hours and extra rehearsal during the week of the concert. Attendance at the final rehearsal, which is normally on Thursday at the Midland Center for the Arts, is mandatory.

3. Attendance will be taken at every rehearsal and concert. It will be kept by each half-rehearsal attended (i.e., before and after the mid-rehearsal break).

4. Eligibility to play a concert requires attendance at a minimum of 75% of the rehearsals during that concert period and attendance at the final, Thursday rehearsal prior to the concert. Exceptions to this attendance policy will be considered at the discretion of the MCB Conductor and Section Leader.

5. Any member who becomes ineligible to play a concert due to excessive absences or tardiness will be notified by the MCB Conductor or Section Leader. All questions regarding attendance, appeals relative to eligibility or decisions not to play a concert must be directed to the MCB Conductor.

6. For each concert period, the MCB Conductor will announce the rehearsal after which ineligible members must not attend rehearsals until after the upcoming concert.

7. Section Leaders will poll their sections at the start of each concert period to determine which players will likely play in the upcoming concert. When a member has a change of intention to play, the Section Leader should be so notified.

8. A member may withdraw from any concert without jeopardizing future eligibility. Early notification of a decision not to play a concert will be beneficial to the member’s good standing and permit any necessary shifts in instrumentation or music.

 

Appendix A-3

 

Audition Policy

(Adopted February 21, 2001)

Appendix A-4

 

Concert Dress Policy

(Adopted August 17, 1982)

(Revised August 21, 1984)

(Revised August 15, 1987)

(Revised September 29, 1988)

(Revised December 1, 1989)

(Revised 1993)

(Revised February 21, 2001)

(Revised September 12, 2002)

1. All regular and Associate members of the MCB are required to have and wear the required uniform at performances so designated by the Board of Directors. The Board of Directors will determine the colors and types of uniforms.

2. If available, portions of the uniform (such as MCB-owned tuxedos for men) may be supplied by the MCB. If MCB-owned tuxedos are not available, male members are expected to have or purchase their own tuxedos. For MCB-owned uniforms, an appropriate security deposit (currently $30 for MCB-owned tuxedos), as determined by the Board of Directors, will be required of the member or Associate member. When a member leaves the MCB, the security deposit will be returned, less any cleaning or repair fees, only after the uniform has been returned. The uniform must be returned within one (1) week after leaving the MCB.

3. The Property Manager is responsible for specific records regarding the supplying and returning of MCB-owned uniforms.

Specific Concert Dress Uniforms

Women

1. Floor-length black skirt or black dress slacks

2. Black dress blouse with collar and long sleeves.  Blouse must be free of any decoration.

3. Black stockings

4. Black shoes

5. Minimal jewelry

Men

1. Black tuxedo with black bow tie (For the Christmas concert, MCB will supply red bow ties.)

2. White, plain, pleated-front, tuxedo shirt or white, long-sleeved dress shirt

3. Black socks

4. Black shoes

5. Black cummerbund (optional)

 

Appendix A-5

 

Concert and Dress Rehearsal Set-up/Strike Policy

(Adopted February 21, 2001)

1. One (1) person for every five (5) people in each section must arrive at least fifteen (15) minutes prior to the scheduled start time of each dress and concert rehearsal for set-up of its section.

2. Sections requiring risers must have two (2) people present at least fifteen (15) minutes prior to the scheduled start time of each dress and concert rehearsal to set up its risers

3. The set-up person(s) must know how many chairs, stands and risers are required for the section.

4. The same number of people from each section must be present to strike the stage after each dress rehearsal and concert performance.

5. The Stage Manager will post a set-up crew list at the Monday rehearsal prior to the dress rehearsal to ensure that the correct number of individuals sign up. A section will not be set up without representation from that section.

6. The percussion section is responsible for getting their own equipment to and from practices and concert performances.

 

1. Flowers or a donation to a church or charity will be sent to an active MCB member who has a death in the immediate family.

2. Flowers or other appropriate gift will be sent to an active MCB member who is hospitalized

3. A card will be sent to the spouse of an active MCB member who is hospitalized.

4. The Hospitality Coordinator will keep records of:

a. The amount spent

b. To whom the card or gift was sent and the reason it was sent

c. The date the card or gift was sent

5. An active member, as referred to in this Policy, is defined as a member who has met the conditions of membership as stated in the Bylaws for the current year.

6. This Hospitality Policy will not be operational during the MCB’s summer recess (i.e., after the May concert until the first rehearsal of the next season).

 

Appendix A-7

 

Instrument Loan Policy

(Adopted August 17, 1982)

(Revised 1993)

(Revised February 21, 2001)

1. Instruments owned by the MCB may be loaned to members in one-year increments beginning in September of each year.

2. The MCB Board of Directors shall have full authority to grant or deny requests to borrow MCB-owned instruments.

3. Members receiving loaned instruments will assume the following responsibilities:

a. Damage or loss of the instrument during the loan period.

b. Normal upkeep of the instrument, including, but not limited to, such items as replacing worn out pads, springs, etc.

c. Instruments will not be loaned to or used by another person without prior Board approval.

d. Instruments will not be used in any commercial endeavor.

e. Instruments may be returned to the MCB at any time, but must be returned during the month of August unless the loan period has been renewed by the Board for another year.

 

Appendix A-8

 

Ticket Policy

(Adopted February 21, 2001)

1. Each MCB member may receive two (2) complimentary tickets per concert. Please request these as needed from the Director of Special Projects. Complimentary tickets should be given to people who may have an interest in MCB concerts but who have not attended frequently in the past. We request that you, the band member, write the name and address of the recipients on the back of the tickets. We will add the recipients to our mailing list. If you require more than the allotted two tickets, please talk to the Director of Special Projects.

2. Ticket prices are: Single Concert Season Ticket

Adult                                     $8                      $24

Student                                 $5                       $15

Senior (55 and older)            $5                       $15

Family                                  ---                       $60

3. For groups of more than ten (10) people, single concert ticket prices will be reduced by $1.00 per ticket.

4. Youth from organizations such as the Boy Scouts, Girl Scouts, etc. may be admitted to MCB concerts free of charge provided that adult chaperones purchase tickets. (See Youth Group Admission Policy)

 

Appendix A-9

 

Youth Group Admission Policy

(Adopted September 11, 1991)

(Revised 1993)

(Revised February 21, 2001)

1. Youth groups (6^th grade or younger) of twenty-four (24) or less may be admitted, without charge, to MCB concerts. The youth group must be organized and recognized.

2. One (1) adult chaperone for every four (4) youths must attend the concert and purchase a regular adult ticket.

3. Arrangements must be made through any MCB Board member at least ten (10) days prior to the concert of interest. The Director of Special Projects will arrange for the tickets to be mailed to the youth group leader or left for pickup by one of the chaperones at the box office on the date of the concert.

4. The Director of Education, with assistance from the Director of Public Relations, will be responsible for communicating this policy to the public and in the MCB concert programs.

Appendix A-10

Scholarship Policy for High School Band Students

(Adopted February 21, 2001)

• mid-December - The MCB Director of Education sends scholarship applications to area high school band directors for dissemination to band students.
• end of January - Deadline for returning applications to the MCB Director of Education.
• mid-February - The MCB Board of Directors reviews applications and selects winners.
• March Concert - Scholarship winners are announced
• May Concert - Scholarship winners play with the MCB in concert.

 

Appendix A-11

To further promote music education and band participation in Midland County, each year the MCB also invites outstanding 7th grade musicians to perform with the band at its May concert. In mid-March, the MCB Director of Education sends letters to area intermediate school band directors asking them to nominate six (6) of their best students. In preparation for the performance, the selected students are then required to attend four, 1-hour rehearsals in the weeks leading up to the May concert and one short rehearsal on the day of the concert. The students are asked to wear their school band uniforms (including jacket) for the performance.

Appendix B-1  

Midland Concert Band, Inc.  

Board of Directors (11)*

1.  Officers

+ Chair

   Secretary

   Treasurer

2.  Directors

   Education

+ Printed Materials

# Program Advertising

+ Public Relations

Special Projects

+ Volunteers

3.  Ex-Officio (not permitted to vote on Board issues)

MCB Conductor

MCB Jazz Band Director

Appointed Positions (8) and Board Member with responsibility to appoint this position

1.   Attendance Coordinator                 (Chair)

2.   Concert Announcer                                   (Chair)

3.   Historian                                        (Director of Education)

4.   Hospitality Coordinator                 (Director of Volunteers)

5.   Music Librarian                             (MCB Conductor)

6.   Property Manager                          (Chair)

7.   Section Leaders                             (MCB Conductor)

8.   Stage Manager                               (MCB Conductor)  

*   Additionally, one Board member will be selected to also serve as Vice-Chair.

+   Indicates Board members elected in odd-numbered years.  Other Board members elected in even-numbered years.

#   Director of Program Advertising to be elected to a special, one-year term for 2001-2002 season, then will be elected to normal, two-year term starting with 2002-2003 season.

Appendix B-2  

Job Descriptions for the Nine (9) Voting MCB Board Members  

1.  Chair:  Provides leadership to the general membership of the MCB and to the Board of Directors        (The Vice-Chair fulfills the duties of the Chair at an MCB function in the absence of the Chair.)

·      Coordinates activities of the Board

·      Conducts Board and general membership meetings

·      Communicates necessary information to the general membership usually through, but not limited to, announcements during rehearsal breaks

·      Files annual report with the State of Michigan

·      Responsible for sending reports to foundations which provide grant moneys to MCB

·      Represents the MCB to outside organizations

·      Arranges and confirms performance facilities

·      Creates a list of all rehearsal and concert dates to be distributed and posted at the first rehearsal

·      Responsible for production of the annual report to the MCB membership

·      At the Board’s direction, responsible for hiring the MCB Conductor and conducting an annual performance review

·      Appoints the Attendance Coordinator, Concert Announcer and Property Manager

2.  Secretary:  Responsible for MCB written communications, both internal and external

·      Records minutes of Board meetings, distributes them to Board members, archives a copy and provides copies to MCB members upon request

·      Writes and sends thank you notes to all MCB contributors

·      Maintains a roster of all elected and appointed positions and any active committees

·      Maintains the master copy of the MCB Members’ Handbook, which includes the Bylaws, Policies and Job Descriptions of Board and Appointed Positions

·      Distributes copies of the MCB Members’ Handbook, as requested

·      Maintains job descriptions of all elected and appointed positions and solicits updates from respective Board members, as needed

·      Prepares, distributes and maintains correspondence records as requested by the Board

·      Maintains an official file of all correspondence written by any Board member

·      Arranges notices and correspondence of interest to MCB members and posts them in the rehearsal room for member information

·      Posts a copy of the minutes from MCB Board meetings

·      Posts a copy of the monthly Financial Statement

·      Maintains, charts and posts audience attendance records of concerts

3.  Treasurer:  Responsible for managing the fiscal obligations of the MCB

·      Picks up MCB mail from the post office at least weekly

·      Responds to mail order concert ticket requests

·      Collects dues and uniform deposits from the membership

·      Works with the Director of Printed Materials and Attendance Coordinator to ensure that only dues-paying members may perform in concert

·      Bills program advertisers

·      Makes deposits to bank accounts

·      Pays appropriate supplier and personnel bills

·      Prepares financial statements for each board meeting

·      Prepares appropriate tax forms associated with MCB compensated positions

·      Works with the MCB Chair to file annual report with the State of Michigan

·      Prepares proposed budget at the beginning of each fiscal year

·      Responsible for providing a cash box ($200 in small bills) to the box office before each concert and retrieving same after each performance

·      Reviews liability insurance coverage on an annual basis

·      MCFTA specifies how much coverage is needed based on concert attendance

·      Works with the Property Manager to determine if coverage on instruments and other property is adequate

·      Coverage on Music Library is unknown

·      Furnishes list of contributors to the Secretary and the Director of Special Projects

·      Maintains record of season ticket holders and provides same to the Director of Printed Materials

4.  Director of Education:  Responsible for the educational activities of the MCB

·      Sends letters for scholarship applications to Midland County high school band directors by mid-December of each year and presents applicants to the Board for final decisions

·      Announces scholarship winners at the third MCB concert each season

·      Sends confirmation letters to the scholarship winners and obtains a picture from them for publication

·      Maintains contact with scholarship winners to learn how the scholarship money will be used and where the award should be sent

·      By mid-March, sends letters to Midland County intermediate school band directors for nominating outstanding 7^th grade musicians to perform with the MCB at the May concert.

·      Works with individual band directors and the Midland Public Schools system (public and private) to select no more than seven, 7^th grade musicians per school for the May concert

·      Announces the 7^th grade musicians at the May concert.

·      Prints certificates of awards for the high school scholarship winners and the outstanding 7^th grade musicians performing with the band at the May concert

·      Works with the Director of Public Relations to publicize the scholarship contest and winners

·      Coordinates visitations and demonstrations to the Midland area elementary schools

·      Appoints the MCB Historian

5.  Director of Printed Materials:   Responsible for the timely preparation and distribution of routine printed materials

·      Responsible for all aspects of the printed concert program, including cover, advertisements, biographies and pictures for guest soloists or ensembles, cover order, concert roster, special articles of interest and contributors’ lists

·      Keeps the MCB Conductor informed regarding the Attendance Policy and notifies Section Leaders of members who may be excluded from performing due to insufficient attendance at rehearsals

·      Works with Section Leaders, Attendance Coordinator and MCB Conductor to establish concert rosters prior to each program

·      Responsible for timely printing of the program, including proofing

·      Responsible for season fliers, posters (when applicable) and printing of tickets

·      Maintains distribution list of posters (when applicable) and arranges for their distribution by MCB members

·      Maintains mailing list

·      Works with the Director of Special Projects to provide mechanisms for the addition of patrons to the MCB mailing list

·      Maintains a current MCB personnel roster complete with names, addresses and phone numbers and provides for the distribution thereof

Timeline of Duties for the Director of Printed Materials:

Spring of Previous Concert Season:

Establish the number and price of advertisements for the following concert season’s programs.

Early September:

Prepare and oversee mailing of season fliers.  Begin solicitation of advertisers for current concert season.

Four weeks prior to first concert:

Establish advertisers and obtain necessary final artwork for ads (with Director of Program Advertising).  Research special articles of interest, select cover artwork and establish a cover design

Two weeks prior to first concert:

Assemble entire contents of concert program and meet with printer to establish program content and layout, including positions of advertisements, articles, contributor lists, roster, necessary biographies and pictures and concert order.

One week prior to concert:

Complete entire proofing of program for final approval, check for ad placements, completeness, and quality

Friday prior to concert:

Pick up printed programs and ensure that they are delivered prior to the concert.  Save sufficient copies of programs for Historian, copies to advertisers and for future reference.

Continue the process for each successive program during the year.

6.  Director of Program Advertising:  Obtains and maintains advertisements for the annual MCB program

·      Works with the Director of Printed Materials to establish the number and size of ads for the program (must be done by April 30)

·      Works with the MCB Board to set the price for each ad (must be done by April 30)

·      Contacts current advertisers to determine if they will renew (must begin by July 31)

·      Contacts local businesses that don’t currently advertise in our program to generate new accounts (must begin by July 31)

·      Provides information to current and potential advertisers, including advertisement costs, location of ads within the concert program, and layouts

·      Creates sample artwork for advertiser approval

·      Provides all artwork and advertisers to the Director of Printed Materials for each program cycle

·      Provides a list of advertisers (with contact names, addresses and phone numbers) to the Treasurer and the Director of Public Relations (must be done by October 15)

·      Maintains a list of advertisers/contact names/addresses/phone numbers for the next concert season

·      Distributes complimentary tickets to advertisers

·      Assures that concert programs are supplied to each advertiser following the fall concert

·      Maintains a sufficient number of concert programs to be used as examples to advertisers

7.  Director of Public Relations:  Responsible for media and non-routine publicity of MCB activities

·      Places notifications of first rehearsal and concerts with area newspapers, radio and television

·      Manages paid advertising for concert promotions in various area media, such as the Midland Daily News, Center Magazine of the MCFTA and the Midland Daily News Fall Arts Supplement

·      Provides appropriate materials to the MCFTA Public Relations Director for inclusion in their HolidayFest packages

·      Provide flyers and complimentary tickets to local band directors and other influences

·      Leads special publicity projects, such as newspaper announcement of scholarship competition

·      Sends two (2) complimentary season tickets to each advertiser in the MCB program

·      Provides fully written articles to the Midland Daily News for each concert

·      Works with the Mailing List Coordinator to get new-to-the-area people on our mailing list

8.  Director of Special Projects:   Responsible for special projects as determined by the Board and for support of other Board activities

·      Manages ticket sales

·      Distributes tickets to points of sale

·      Makes tickets available to and encourages selling by MCB members approximately 2-3 weeks before concert dates

·      Arranges to staff the MCFTA ticket office on concert dates

·      Arrive 45 minutes prior to curtain time.  Stay 5-10 minutes after concert has begun to handle late arrivals

·      MCFTA Ticket Office should be open.  If not, go to front desk and ask for Visitor Services Manager (currently Ginnie Betley or Kim Cauchy, Assistant Manager) to open it.

·      Put up sign asking for check or cash only, no credit cards.  Bring a calculator.

·      Director of Special Projects provides a stack of tickets (several inches worth) to person staffing ticket office

·      Treasurer provides $200 in small bills to person staffing ticket office.  After the concert, Treasurer retrieves money and returns remaining tickets to Director of Special Projects.

·      Director of Special Projects gets ticket count from ushers and reports it to the Board

·      Collects names of patrons (from the backs of tickets) to be added to the MCB mailing list

·      Arranges for special support of all concerts.  This includes flowers/decorations for the Christmas concert

·      Makes posters required for last minute notifications, such as changes in rehearsal or performance locations

·      Arranges for an end-of-season party for the general MCB membership on the Thursday following the final concert in May.  Calls Midland Parks and Recreation department in February to inquire.

9.  Director of Volunteers:  Serves as the liaison between the general MCB membership and the Board to secure people resources for the effective operation of the MCB

·      Surveys MCB members for volunteer interests

·      Chairs the nominating committee appointed by the Board

·      Arranges for coffee/hot chocolate at rehearsal breaks, including purchasing necessary supplies and scheduling volunteers

·      Arranges for refreshments at the kick-off rehearsal each year, at the end of each concert or at other times as determined by the Board

·      Provides water and cups for band members at intermission of each concert

·      Arranges for volunteers to pick-up and decorate the Christmas tree for the Christmas concert

·      Appoints the Hospitality Coordinator

Appendix B-3  

Job Descriptions for the Two (2) Ex-Officio MCB Board Members  

1.  MCB Conductor:  Responsible for the musical and artistic integrity of MCB performances and for the overall popularity of the MCB

·      Provides program planning for each concert

·      Submits budget projections to the Board for music equipment and guest artists or conductors as part of the yearly fiscal planning

·      Selects and arranges for the procurement of music

·      Promotes the effective use of area music libraries by a reciprocal loan program with the Midland Public School system and the Bay Concert Band

·      Conducts approximately thirty-five (35) rehearsals and four (4) concerts during the MCB concert season

·      Communicates changes in the rehearsal schedule or location to the general MCB membership.  If an unexpected conflict arises between rehearsals, contacts each Section Leader to subsequently communicate the schedule change throughout each section.

·      Makes final decisions on chair assignments and on concert participation

·      Recruits new members, as necessary, for good instrumental balance

·      Participates in the publicity and promotion of concerts and the community concert band concept, as requested by the Board

·      Works with the Director of Printed Materials to provide program notes, biographical sketches of guest performers or conductors and other essential information for use in concert programs

·      Arranges for use of school percussion equipment

·      Works with the Stage Manager to arrange for all equipment and associated needs at the MCFTA for concert performances

·      Coordinates arrangements with individual and group guest performers and conductors

·      Appoints the Music Librarian, Stage Manager and Section Leaders

2.  MCB Jazz Band Director:   Responsible for the musical and artistic integrity of MCB Jazz Band performances and for the overall popularity of the MCB Jazz Band

·      Works with the MCB Conductor to plan performances of the MCB Jazz Band

·      Selects and arranges for procurement of appropriate music

·      Conducts approximately 10-15 rehearsals and two or three performances of the MCB Jazz Band during the MCB concert season

Appendix B-4 

Job Descriptions for the Eight (8) MCB Appointed Positions  

1.  Attendance Coordinator:  Responsible for membership information

·      Maintains current personnel roster and attendance roster for the MCB

2.  Concert Announcer:

·