Job Descriptions

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

• 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

• 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

• 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

•  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^thgrade 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^thgrade musicians per school for the May concert
• Announces the 7^thgrade musicians at the May concert.
• Prints certificates of awards for the high school scholarship winners and the outstanding 7^thgrade 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

• 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.

• 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 Magazineof 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

• 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
• 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.

• 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

•  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

• 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:

• Maintains current personnel roster and attendance roster for the MCB

2. Concert Announcer:

• Prepares comments and introduces the musical selections performed at each concert

3. Historian:

Maintains both hard and electronic copy descriptions of events and milestones of the MCB

• Collects and stores newspaper articles, posters, flyers, ads, concert programs and miscellaneous printed materials

4. Hospitality Coordinator:

Sends and maintains records of flowers/cards sent to ill MCB members

• Sends flowers or a donation to a church or charity to an active MCB member who has a death in the immediate family
• Sends flowers or other appropriate gift to an active MCB member who is hospitalized
• Sends a card to the spouse of an active MCB member who is hospitalized
• Maintains records of amounts spent, to whom cards or gifts were sent, the dates and the reason for sending

5. Music Librarian:

• For each concert period, picks up music from the MCB Conductor and distributes into rehearsal folders
• Arranges for permission to make extra copies of parts, as appropriate
• Arranges the changing to concert folders prior to each concert
• Following each concert, retrieves music from folders, organizes it according to the Conductor’s instruction and stores it in appropriate files or returns it to the source from which it was borrowed
• Stamps new music with appropriate MCB identifiers, stores in files and adds title to the music inventory list
• Maintains a music inventory list on computer disc and hard copy
• Makes a hard copy at least once a year including new music for the director
• Orders file folders as necessary for new music from Malecki Music
• Makes lists as requested of Jazz Band charts, etc.
• Maintains folders for Jazz Band
• Requests practice folders from Camp’s Music as needed each August
• Submits phone charges, copying fees and mileage to Treasurer for reimbursement

Music Librarian Duties by Month

August:

Get music for first concert from the MCB Conductor. Stamp and number any new music. Enter onto disk. Get new practice folders as needed from Camp’s Music? Label folders for each section.

Determine if each music selection has enough parts. You will ALWAYS need bassoon parts, and usually alto sax. Contact the publisher with the number of parts you need to copy and the date of the concert. They will send back permission letter and instructions. If there is a bill, give it to the Treasurer. Make copies at Staples. Fill folders prior to first rehearsal in September. Some publishers sell you parts.

Music Librarian Duties by Month (continued)

October/November:

Make sure each person has music for the concert. If any rehearsals are at another site, take any folders from cupboard and also the extra music in case it’s needed. Get list from MCB Conductor for the Christmas Concert and make arrangements again to copy.

November Concert:

Take black performance folders to MCFTA either the Thursday before or the day of the concert. Band members will put their concert music inside. After concert, collect concert folders and put new music in paper folders for rehearsal. Sort concert music and return to Jefferson or the school it belongs to.

December

:

Get list of music from MCB Conductor for March Concert. Make arrangements to copy, as needed. Bring concert folders to Center, then collect after the performance. Fill paper folders with new music.

January:

New music out to band. Take extra music and leftover folders to Dow High, as needed, for those rehearsals.

February:

Get list of music from MCB Conductor for May Concert. Get permission to copy, as needed.

March

:

Concert folders to Center rehearsal or performance. Collect paper folders again and fill with May music. After concert, sort that music and return to proper site.

Assist Director of Education, as needed, with copies for the 7^th grade musicians who will join us in April. Also, check on scholarship winner instrumentation to see if you need extra folders for the May concert.

May:

After concert, sort music and return to Jefferson, etc. Relax!

SCHOOL CODES

12 MHS

22 Central

32 NE

42 Jefferson

52 Dow High

Ongoing:

 

6. Property Manager:

Manages the records and inventory of MCB-owned instruments, equipment and concert dress uniforms

• Keeps a record of MCB-owned property (tuxedos, percussion equipment, instruments, books, etc.) and its location
• Works with the Treasurer annually to determine if insurance coverage on property is appropriate
• Concert dress uniforms
• Maintains physical inventory of MCB-owned tuxedos and red bow ties
• Collects $30.00 deposits from male members (including Associate members) for the use of MCB-owned tuxedos. Records phone numbers and addresses of members using MCB-owned tuxedos
• Provides MCB-owned red bow ties to male members for the Christmas concert
• Collects returned tuxedos from departing members and refunds $30.00 deposit
• Ensures that tuxedos are returned from members who haven’t played in the MCB for more than a year

7. Section Leaders:

• Determines the parts to be played by section members for each concert
• Equitably distributes parts throughout the section for the concert season
• Assigns/distributes solo passages
• Arranges and leads sectional rehearsals, as needed
• Contacts section members regarding unexpected changes in rehearsal schedule or location.
• Coaches section members, as needed
• Maintains appropriate section discipline during rehearsals

8. Stage Manager:

• Posts a set-up and strike crew list at the Monday rehearsal prior to the dress rehearsal to ensure that the correct number of individuals from each section sign up to set up and strike each section’s chairs, stands and risers for all dress rehearsals and concerts.
• Coordinates the stage set-up and strike for each dress rehearsal and concert
• Contacts the Midland Center for the Arts at the beginning of each concert season to arrange for the use of MCFTA percussion equipment
• Arranges for dressing rooms for MCB Conductor and guest soloists