Job Descriptions

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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^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

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 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

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: Responsible for membership information

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: Manages the distribution, collection and storage of MCB music

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.

# Folders	Part	# Folders	Part	# Folders	Part
1	Piccolo/1^st Flute	2	1^st Cornet/Trumpet	2	1^st Trombone
3	1^st Flute	2	2^nd Cornet/Trumpet	2	2^nd Trombone
3	2^nd Flute	3	3^rd Cornet/Trumpet	2	3^rd Trombone
2	Oboe	1	1^st Trumpet	*	(If no 3rd t-bone part,
3	1^st Clarinet	1	2^nd Trumpet		Use three 1^st and 2^nd )
3	2^nd Clarinet	1	1^st Horn	2	Bass Clef Euphonium
4	3^rd Clarinet	1	2^nd Horn	2	Treble Clef Euphonium
1	Alto Clarinet	1	3^rd Horn	3-4	Tuba (String Bass)
2	Bass Clarinet	1	4^th Horn	1	Percussion 1
4	Bassoon			1	Percussion 2
2	1^st Alto Sax			1	Mallets
2	2^nd Alto Sax			1	Timpani
2	Tenor Sax
1	Bari Sax

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: Stamp and number new music as MCB Conductor gives it to you. Assist Jazz Band, as needed.

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: Responsible for balancing overall musicality of the section

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: Manages and directs all physical arrangements for each dress rehearsal and concert

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