ACCOMPANIST
The accompanist provides musical support to the Society. The Accompanist reports to the Music Director.
The responsibilities of the Accompanist are:
• Accompany Choral Society at weekly rehearsals during the 9‑month season (except during breaks between concerts).
• Rehearse soloists.
• Rehearse with orchestra when appropriate.
• Accompany Choral Society and soloists at concerts.
• Work with Music Director and Choral Society as requested.
ARCHIVIST
The Archivist takes care of the organization and maintenance of historical records for the Society. The Archivist reports to the Vice President for Public Relations.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
On‑going Each officer of the Society will retain whatever material he or she feels is necessary in the pursuance of his/her duties. When any such material outlives its immediate usefulness, it will be passed on to the Archivist who will incorporate it into the Archives.
The Archives Collection is organized primarily along strictly chronological lines, with material for each season gathered together, and material relevant to each concert separated within that season.
Store the material in large envelopes, each one clearly labeled by date or time‑range.
Inventory the contents of each envelope fully in an accompanying notebook, to save wear and tear on the collection.
You must guarantee safe storage of the archives during your tenure in office. Thus, do not store the collection in your basement if it is subject to flooding, or in your attic if it houses squirrels etc.
You may, from time to time, be asked to write up a brief note about some past activity of the Society.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
ART CHAIRPERSON
The Art Chairperson is responsible for artwork, design, and format of the brochure, flyers, and other publicity materials for the Society. The Art Chair reports to the Vice President for Public Relations.
DEADLINES DUTIES
June Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.
July Meet with Music Director, President, Publicity Chair, General Manager and Desk Top Publisher on development of the brochure.
Do artwork for brochure and give to Desk Top Publisher for preparation of final copy.
Eight weeks before concert
Design concert flyer, audition notice, or special event announcement. Give art work to Desk Top Publisher for preparation of final copy.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
BENEFIT CHAIRPERSON
The Benefit Chairperson is responsible for a major fundraising event. The Benefit Chair reports to the Vice President for Fundraising.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
Summer Propose project to the Board. The proposal should include cost and profit estimates, work involved, and possible dates.
Get approval.
August Prepare information for members to go in the members' packet or newsletter at the appropriate time for maximum member cooperation .
On‑going Get sufficient number of people to help you carry out the project.
Keep records of expenses and income. Submit bills and receipts to Treasurer, clearly marked with project title.
Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
Note: Details will differ depending on the specific event: Guest artists, auction etc.
BOX OFFICE MANAGER
The box office manager is responsible for ticket sales at the door on the day of the concert and reports to the Vice-President of Concerts.
One week before concert
Discuss concert arrangements with Ticket Chair, House Manager and Concert Manager or the Vice-President of Concerts. Arrange to have an assistant who can give out "Will Call" tickets and help as needed.
One hour before concert
Set up the "Box Office". Get cash box from the Treasurer with $200.00, (10@$10, 10@$5, 50@$1). Get envelopes with prepaid "Will Call" tickets from Ticket Chair.
As audience members arrive
Sell tickets and keep a count of the number of tickets sold in each category, (Senior/Student or general admission).
When ticket sale is completed
Count money received from door sales and give to Treasurer. It should agree with the number of tickets sold. Give a report on door sales to the Ticket Chair.
June Attend the transitional Board meeting to discuss the job with your successor. Write an annual report and suggest revisions to the job description.
COMMUNITY LIAISON
The Community Liaison is responsible for developing, facilitating, and implementing affirmative action for the Society. The Community Liaison reports to the Vice President for Public Relations.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
July With the President and General Manager plan affirmative action for the season, including goals and ways to implement plan. Present for the Board's approval. Revise Affirmative Action Mailing List and give to Computer Services.
August/Sept. Do a mailing to community groups including a welcoming letter, brochure, and audition notices. Utilize mailing labels provided by Computer Services.
November Review grant guidelines with General Manager. Include affirmative action plan and report in Evanston Arts Council Grant application (usually due Dec. 15).
One month before each concert
Prepare letter or presentation and offer complimentary or discounted tickets for community groups as provided in the affirmative action plan.
Concert day Make arrangements with the House Manager to collect data on minority members of our audience.
On‑going Follow through on any special implementation included in the season's affirmative action plans.
Attend Board meetings.
May Get data on minority members from membership chair and General Manager. Prepare year‑end report on affirmative action for the season.
Make recommendations for next season's affirmative action plan.
Revise job description if necessary, and discuss position with successor at transitional board meeting.
CONCERT MANAGER
The Concert Manager, with the Vice President for Concerts, makes the necessary arrangements for each dress rehearsal and concert. The Concert Manager is responsible for the on-site implementation of these arrangements. The Concert Manager reports to the Vice President for Concerts.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
2 months before concert Meet with Vice President of Concerts to discuss what equipment and arrangements will be needed (i.e. lighting, risers, etc.) With the Vice President, see that these arrangements are made.
2 weeks before any concert
With Vice President, arrange for the transportation of borrowed equipment to the hall and for its return.
Make sure you are aware of specific arrangements needed to get into building, to locate, set up, take down, and store equipment.
Arrange for concert seating plan if desired by Music Director.
Day of each rehearsal/concert
Supervise the set-up and take down of equipment. Be visible and available to direct and answer questions of the crew and other chorus members who have been recruited.
At concert Turn lights on and off following any intermission to signal performers and audience that concert will resume.
After each concert Follow up on return of any borrowed equipment. Secure facilities as agreed upon with facilities personnel (e.g. lock doors, turn off lights).
On-going Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
DESKTOP PUBLISHER
The Desktop Publisher is a resource for design and creation of printed materials for the Society. On request, the Desktop Publisher produces camera‑ready copy for duplication and/or distribution by other NSCS Committees.
The Desktop Publisher reports to the Vice President for Public Relations.
DEADLINES DUTIES
June Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.
July Meet with Music Director, President, General Manager, Publicity Chairperson, Vice President for Public Relations, and Art Chairperson ("Brochure Committee") on development of the annual brochure.
August Work with Art Chairperson to transform images and text into format required for brochure production.
Six weeks before audition, concert or event
Work with Art Chairperson to create camera‑ready copy for concert poster/flyer, notice, or special event announcement, as requested.
Five weeks before concert
Work with Program Chairperson to create camera‑ready copy for concert program.
On‑going Provide other material when requested. This includes providing computer files or camera‑ready copy by desktop publishing for other NSCS Committees, as requested:
Fund Raising · Program Ad solicitation letter
· Patron solicitation letters
· Benefit Concert information sheet, poster, invitation, response card
· Benefit Concert donation solicitation materials
· Benefit Concert program
· Silent Auction Catalogue, Bid Sheets, Results Sheet
Concert Operations
· Tickets
· Subscriber letters
· Program Note pages for distribution to patrons and members
· Signs
Membership · Information sheet (for inclusion in Welcome Wagon packet)
· Audition notices
· Membership Guide
· Name tags
Publicity · Bookmarks
· Brochures
· Concert posters/flyers
· Concert programs
· Program ads
NSCS Board · Stationery listing this year's officers and committee chairs
· Fact Sheet for grant applications
May Notify General Manager of value of in‑kind contributions.
Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.®
GENERAL MANAGER
The General Manager is a paid staff position responsible for the following:
• Assistance to the Music Director and President
• Writing of grant applications
• Development of funding sources
• Management of Society communications
• Co‑ordination of work of Board Members
• Communication with other musical organizations
The duties listed below may to a large extent be done by the volunteer board members, and the General Manager need only insure their accomplishment in a timely manner.
The General Manager reports to the President.
DEADLINES DUTIES
Following Election
Get roster of committee chairs/officers from VP's. Generate board list for July board meeting.
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
Confirm with hall the rehearsal arrangements including dates and time of rehearsals, and rates of rental. Arrange for piano tuning.
June 30
EAC Final Report due. Get extension, because they want audited figures, and our audit isn't ready until August.
July Enter all dates for auditions, concerts, fundraising events (e.g. Dominick/Jewel days), etc. into computer calendar, and issue a general calendar for each board member.
Determine with President the progress of brochure development.
Consult with President, Treasurer, and Music Director and get revised budget for the year. Make at least 10 copies for grant use.
August
Coordinate with VP Fundraising and President on all grant applications for the year.
Do EAC final report when we get audited figures and new budget.
1 month prior to audition period
Arrange both with Music Director and rehearsal hall for space/piano for auditions, confirming dates, times, and location. Arrange to have someone at auditions to provide information.
On-going Advise rehearsal facility of any schedule changes. If rehearsal facility has schedule conflict on a regular rehearsal night, make alternative rehearsal arrangements and notify members.
Secure bills for rental of rehearsal space. Forward to Treasurer.
September
Get value of free print advertising from Cyrus, Baxter, Pioneer Press for in‑kind figures.
September 30
IAC Final Report due.
October
Get minority member count 3 weeks after rehearsals begin for each concert. Keep record of numbers for grant writing purpose.
Coordinate subscription operations if ticket chair does not wish to.
Get list of advertisers/addresses and give to membership chair for mailing list.
November
Work with Treasurer/President/Music Director on preliminary budget for following fiscal year.
Begin work on Evanston Arts Council grant.
December 15
Evanston Arts Council grant is due with an affirmative action plan.
February
Request from Treasurer copy of Annual Report to Secretary of State for IAC grant proposal due March 15.
Begin work on Illinois Arts Council Grant.
March 15
Illinois Arts Council Grant due.
Month before each concert
Get concert flyers for use in proposals.
2 weeks before concert
Send complimentary tickets and program notes to St. Luke's, St. John's, Unitarian Church. Also to Mayor, State Legislators. Send letter to EAC, IAC, and any other granting organization offering to hold tickets for them at the door.
After each concert
Get from House Mgr. audience count, minority attendees, etc. Keep record for grants. We can use EAC "Organizational Profile" form, and give it to House Mgr. before each concert.
Ongoing
• Research possibilities for government, foundation and corporate grant proposals. Write for guidelines. Consult with President, VP Fundraising and Music Director on purposes and priorities for government and foundation grants. Present abstract of specific grant possibilities to board for approval. Write grant applications.
• Follow up on any grant report or correspondence required after acceptance.
• Inform Publicity chair of necessary grant acknowledgements for posters, programs, etc.
• Answer telephone inquiries re: society, auditions, etc.
• Collect mail and forward to appropriate board members.
• Receive bills and forward, as approved, to Treasurer for payment.
• Provide computer‑generated correspondence.
• Provide secretarial and clerical support for President.
• Collect In‑kind donation information from VP's.
• Get Matching gifts figures from Treasurer.
• Attend Board Meetings.
• Attend appropriate meetings of EAC, IAC.
• Serve as delegate to Chicago Music Alliance. Communicate with other musical organizations as appropriate.
May
Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
HOUSE MANAGER
The House Manager, necessarily a non-singer, is responsible for supervision of the house and audience during concerts, reports to the Vice President for Concerts, and attends Board meetings.
These guidelines apply to concerts at St. Luke's Church, Evanston. Other locations may call for appropriate changes.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
3 weeks before concert
Contact former ushers and see who is available. Decide how many additional ushers are needed. Make sign-up sheet available at rehearsals for relatives and friends who might wish to volunteer. Also contact newsletter editor to put request in the bulletin for prospective ushers. Confirm that all ushers will come on duty at 2:00 PM.
At Board meeting Confirm arrangements with Concert Manager making sure that sufficient seating will be available. Check with General Manager or Ticket chairman to estimate number of reserved seats needed. Remind Treasurer to bring cash box and cash float.
Day of concert Arrive 1½ hours before concert time; see that table and chairs are set for cash desk; see that extra seating is adequate for expected numbers; locate phone and light switches in case of emergency; check that handicapped washroom in first floor vestry is unlocked.
Take charge of tickets from Ticket Chair, cash box from Treasurer, and programs. Attach RESERVED labels to ends of pews.
Station USHERS at specific locations as they arrive. Make sure ushers know directions to washrooms and to the first floor handicapped washroom and emergency phone.
NOTE: phone is for emergency use only, and user must be accompanied into parish house offices by an usher.
As AUDIENCE arrives, oversee seating of public, be prepared to assist disabled at entry and make space available for wheelchairs behind pews. Distribute large-print copies of program notes as needed. Hold back and seat late-comers as necessary. Conduct surveys and audience counts as required. Report minority attendance to General Manager and Community Liaison.
AFTER concert, usher team should help tidy up pews.
After concert Report to Board on how concert went, problems, etc. Thank ushers; call or write notes as appropriate.
On-going Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
DOMINICK/JEWEL Benefit Days Chairperson
The Benefit Days chairperson reports to the Vice-President of Fundraising
DEADLINES DUTIES
June Participate in the transitional board meeting to discuss position with predecessor. Review job description and annual report.
July Set dates with Dominicks and Jewel (three 3‑day periods per calendar year per store). Give dates to membership chairperson for the membership guide, to the general manager for the calendar, and to the newsletter chairperson.
2‑3 weeks before scheduled dates
Check with benefit coordinator at store to confirm dates and arrange to secure slips. Announce dates, make slips available to members for their use.
4‑6 weeks after benefit days
When check is received, record the amount. Forward to treasurer, marked as to source. Report results to the newsletter chairperson in particular and to the membership in general
On-going Attend board meetings. Remind members of up-coming benefit days.
May Prepare annual report. Revise job description as necessary.
MAILINGS CHAIRPERSON
The Mailings Chairperson prepares and posts all bulk mail of the Society (quantities of 200 pieces or more qualifying for a reduced postal rate for non‑profit organizations). These usually include the brochure, concert flyers, and sometimes the patrons letter.
The Mailings Chair reports to the Vice President for Public Relations.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
July Box Rent due. The Society is billed and the Treasurer pays. Confirm this.
August Process summer newsletter mailing according to steps listed below.
As soon as the brochures are printed, organize committee to help with brochure mailing. Process brochure mailing according to steps listed below.
November Annual non-profit permit fee is due. The Society is billed and the Treasurer pays. Confirm this.
STEPS FOR PROCESSING MAILINGS
1 month prior to concert
Secure mailing labels from Computer Services, and flyers/brochures from appropriate source.
Fold, affix labels. If materials are not pre-printed, stamp with return address and bulk mail permit number.
Sort mail according to zip code, label each group, and sack it.
4 weeks prior to concert
Deliver sacks to Evanston Post Office's bulk mailing room. Frank DeMarco is the contact person there.
Pay for bulk mailing and get reimbursed, or get funds from Treasurer to maintain balance in our post office account to cover expenses. (Society gets a record after each bulk mailing noting how much money is left in the account. Keep these records on file so that you know when to notify Treasurer.)
Keep record of each mailing.
On-going Help with expansion, up‑dating, correcting, and eliminating duplication in mailing list.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
MEMBERSHIP CHAIR / COMPUTER SERVICES
The Membership Chair is responsible for the registration of members, the maintenance of rehearsal attendance records and all other computerized records, including mailing lists. The Membership Chair reports to the Vice President for Operations.
June Participate in a transitional board meeting to discuss position with predecessor; review job description and annual report.
With the Vice President for Operations and coordinating with Treasurer and Music Librarian, plan registration of members. Plan information brochure for members.
August Arrange for printing of registration forms and information brochure for members. Secure section coordinators.
1st Rehearsal Conduct registration of members. Have members complete registration forms. Coordinate registration with Treasurer taking dues and Music Librarian issuing music. Have supply of name tags.
Each rehearsal Be at all rehearsals 15 minutes early. Be available to register new or returning members. Have attendance sheets out by section and, via the Section Coordinators, ensure that all members sign in.
Remind section coordinators to call non‑attending members before the next rehearsal. (If they are not available, Membership Chair should do it, then VP for Operations, then President).
4 weeks before each concert
Ensure that list of paid members, alphabetized by section, is given to Program Chair before publication deadline.
On-going Based on information from membership forms, make list of possible volunteers and notify board members of volunteers available for various board functions.
Check with Treasurer re paid members. Notify VP Operations and/or President of any unpaid members.
Maintain and update database, provide labels and reports as required. Record contributions as provided by Patrons Chair and General Manager.
Follow up on members who have dropped out.
Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
MEMBERSHIP CHAIR / COMPUTER SERVICES
The Membership Chair is responsible for the registration of members, the maintenance of rehearsal attendance records and all other computerized records, including mailing lists. The Membership Chair reports to the Vice President for Operations.
June Participate in a transitional board meeting to discuss position with predecessor; review job description and annual report.
With the Vice President for Operations and coordinating with Treasurer and Music Librarian, plan registration of members. Plan information brochure for members.
August Arrange for printing of registration forms and information brochure for members. Secure section coordinators.
1st Rehearsal Conduct registration of members. Have members complete registration forms. Coordinate registration with Treasurer taking dues and Music Librarian issuing music. Have supply of name tags.
Each rehearsal Be at all rehearsals 15 minutes early. Be available to register new or returning members. Have attendance sheets out by section and, via the Section Coordinators, ensure that all members sign in.
Remind section coordinators to call non-attending members before the next rehearsal. (If they are not available, Membership Chair should do it, then VP for Operations, then President).
4 weeks before each concert
Ensure that list of paid members, alphabetized by section, is given to Program Chair before publication deadline.
On-going Based on information from membership forms, make list of possible volunteers and notify board members of volunteers available for various board functions.
Check with Treasurer re paid members. Notify VP Operations and/or President of any unpaid members.
Maintain and update database, provide labels and reports as required. Record contributions as provided by Patrons Chair and General Manager.
Follow up on members who have dropped out.
Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
MUSIC DIRECTOR
The Music Director selects musicians, selects the accompanist, selects members, and develops musical programming with approval of the Board of Directors.
DEADLINES DUTIES
5‑6 weeks before each concert
Confirm soloists for inclusion in the poster/flyer and other publicity.
4 weeks before each concert
Provide soloist biographies and list of orchestra members to program chair. Send biographies and pictures of soloists to publicity chair.
By December board meeting
Establish musical programming for the Society for the following year (including budget) and present to the Board.
Confirm Directorship for the following season.
May Prepare an annual report, including an evaluation of the season, for presentation to the Board at the June Board meeting.
Other responsibilities of the Music Director are:
• Select rehearsal accompanist.
• Secure scores for chorus members, and parts for orchestra and soloists as necessary.
• Audition prospective Choral Society members.
• Lead weekly rehearsals from September through May (except during breaks between concerts).
• Write or arrange for program notes for concert programs.
• Rehearse orchestra and soloists for concert when appropriate.
• Conduct chorus and musicians at concerts.
• Attend Board meetings, participate in discussion and decisions on policy matters.
• Assist Choral Society and Board in other ways as requested.
• Evaluate rehearsal and concert locations in conjunction with the Board.
MUSIC LIBRARIAN
The Music Librarian is responsible for securing, distributing, and retrieving music used by the Society members. The Music Librarian reports to the Vice President for Operations.
DEADLINES DUTIES
June Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.
2 months before start of rehearsals for any concert
Get instructions and advice from Music Director on what music to order and where. Music may be rented or purchased, depending on availability.
Order and obtain music
Send bills for purchased music to Treasurer.
If music is borrowed or rented, also find resource to purchase music for those members who may want to buy it.
Assist Music Director in preparing music, if needed. Number all borrowed or rented music.
2 Weeks before 1st rehearsal. of new music
Have a list of members prepared to record music given out. This can be obtained from Membership/Computer Services.
It is important to have the music well before the first rehearsal so that it may be marked. If it is rented music and already marked NSCS numbers should still be added, preferably by small stick-on tabs. These can be color coded for source, but numbered consecutively, e. g. Presbyt. yellow 1-26, Lutheran blue 27-40..etc.
At the beginning of rehearsals of new music
Before the first rehearsal the music should be stacked numerically. Issue music, recording number of borrowed or rented music given out to each member. It is important to know where each piece of music is. A helper will be needed to move things along.
For purchased music an exact record must be kept of those who have paid and those who will pay. A helper is useful here too. It is helpful to start with a good supply of cash in the cash box.
If music is borrowed, take names of members who want to purchase music for themselves. Have members prepay if possible. (If they order and then do not want the music, they still must pay for it). Order music. Keep record of purchases. Give Treasurer money received, and have Treasurer pay on invoice.
4 weeks before concert
Give acknowledgment for borrowed music to Program Chair
At dress rehearsals and concerts
Have black folders available for members.
As each concert is about to begin, beg, implore all singers to return the rental music immediately after the concert. Stress several times the importance of the immediate return of music.
Following each concert
Have a large box in a convenient place for the return of music and black folders. Collect all music in sight and orchestra parts if the Music Director does not take care of them. Check promptly for missing parts.
Check in returned music and determine which members still have music out. Contact those members promptly, making clear their option of returning the music or paying for its replacement. Try to get rented music back, as companies really prefer this to money for a replacement. Keep record of what members owe for un‑returned music.
Forward money received for replacement of lost or unreturned music to Treasurer.
When all music has been returned, arrange it numerically and return it to the source (church, school or rental company) from whence it came. Store purchased music.
On‑going Maintain listing of music in the music library.
Oversee storage of music library
Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
NEWSLETTER EDITOR
The Newsletter Editor is responsible for writing, preparing, and distributing a newsletter for the Society's members and supporters. The Newsletter Editor reports to the Vice President for Operations.
DEADLINES DUTIES
June Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.
July Confirm with the President the frequency of editions (has been quarterly, August and three weeks before each of three concerts).
4 weeks prior to edition
Music Director and Board members will advise as to what to include in each newsletter.
Collect information, including articles written by others. Write and edit final copy as required.
2 weeks prior to edition
Type up newsletter or have it typeset utilizing Society logo.
1 week prior to edition
Have newsletter printed by outside printer or member of the chorus.
For each edition The initial newsletter produced during the late summer should be prepared and forwarded to Mailing Chair. This newsletter should be printed in a three‑fold format with return address and bulk mail permit number printed on the final fold. Subsequent editions of newsletters should be set out at rehearsals.
On‑going Put most current newsletter out at each rehearsal. Store in cabinet at rehearsal hall.
Make sure that Archivist gets a copy of each newsletter.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
PATRONS CHAIRPERSON
The Patrons Chairperson takes care of the annual appeal for contributions from individuals and businesses. The Patrons Chair reports to the Vice President for Fundraising.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
August Compose, print (with current board members listed at left), and reproduce a letter soliciting contributions from prospective patrons. The President and Patrons Chair may send a joint letter.
The patrons mailing should include:
Those who have donated within the last few years,
Names solicited from chorus members each year,
Former members.
September Mail out patrons letters by first class mail.
Compose a separate letter to NSCS members and distribute at rehearsals to save postage.
Keep track of expenses incurred and bill Treasurer for same.
4 weeks before each concert
Give Program Chair the list of patrons (divided into categories) before the printing deadline.
6‑8 weeks before 2nd and 3rd concert
Solicit additional names for a second and third patrons appeal.
On‑going Keep accurate records of all contributions received, response made, tickets sent, etc. Send prompt thank‑you letters to all patrons.
Review patron mailing list, deleting those people who have not responded for five years. Notify Computer Services of any changes.
Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
PRESIDENT
The President assists the Music Director, provides direction for the work of the Society and of its General Manager, monitors functioning of all officers, provides leadership and information to members, conducts all meetings of the Society and its Board, and represents the Society as required. The President fulfills the responsibilities of the position with the advice and approval of the Board of Directors.
DEADLINES DUTIES
Following Election
Meet with Music Director to establish priorities for the season and of your term of office.
Secure rosters of chairpersons and officers from Vice Presidents.
Insure that all positions are filled.
ASAP Confirm concert program, dates, and rehearsal schedule.
June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.
Present non‑elected officers.
Meet with each Vice President to review work of the season.
Confirm with Newsletter Editor the frequency of editions for the season.
Confirm meeting place for monthly board meetings (currently St. John's Lutheran Church in Wilmette).
July Present any additional non‑elected officers to the Board of Directors for approval.
Confirm material for summer newsletter.
With Treasurer, General Manager, and Director prepare revised budget for Board approval.
Meet with the Music Director, Publicity, General Manager, Art and Desk Top Publisher Chairs on the development of the brochure.
With the Community Liaison and General Manager develop the Affirmative Action plan for the season.
Check with the Vice President for Operations on arrangements for registration of new members and beginning of rehearsal season.
August Coordinate with Vice President for Fundraising and General Manager grant applications and fund‑raising efforts for the year.
Check with Patrons chair on the drafting of the patrons letter. Assist as needed.
Insure that concert taping arrangements are established for the season and will be confirmed for each concert (currently done by Anthony Green).
Confirm all preparations for the opening of the season.
At every rehearsal
Present announcements, securing information from Vice Presidents and chairmen. Provide leadership and information to members.
Promote work of the Society. Be aware of morale of the group.
Monthly Schedule and conduct all board meetings. Prepare an agenda for each meeting including input from Vice Presidents, Music Director, and General Manager.
At Board meetings
Confirm all necessary arrangements for concerts, one month before each concert.
November
Work with Treasurer, Music Director and General Manager on the preliminary budget for next year, which is needed for the Evanston Arts Council Grant application.
December Insure that the proposed budget and program for the following season are presented to the Board of Directors.
February Select a Nominating Committee. Secure the Board of Directors' approval.
April Confirm the hiring and salaries of the Music Director, Accompanist, and General Manager for the next season.
Ongoing Consult with and assist Music Director as requested.
Supervise the work of the General Manager. Regularly meet and discuss current and anticipated projects of the General Manager.
Share information, communications to the Society. Insure delegation of work to appropriate officers.
Monitor the functioning of elected and non‑elected officers.
With Vice Presidents periodically review work of the Society.
With Vice Presidents, insure new appointments in the event of resignations.
Provide assistance, yourself or others, to insure the work of the Society is completed.
Insure that the Board of Directors twice yearly presents a budget and financial report to the members.
Conduct all general membership meetings of the Society.
Serve as representative of the Society as needed, e.g. at benefit concerts)
Write acknowledgments and thanks to those providing special services to the Society.
Report any in‑kind gifts to the General Manager.
Insure that all documents of your work are retained. If not needed for current job responsibility, forward to Archivist.
3‑5 weeks before last concert
Conduct the annual business meeting of the Society and election of new officers.
May Evaluate the General Manager and present evaluation to Board of Directors.
Insure the hiring of an auditor to audit the accounts of the Society.
Make arrangements for the transitional Board meeting.
Request of all Board members an annual report, providing an outline of information to be included.
Prepare President's annual report, revise job description, and discuss position with successor at the transitional Board meeting.
PROGRAM ADS CHAIR
The Program Ads Chair is in charge of the yearly program ad campaign and reports to the Vice President for Fundraising.
DEADLINES DUTIES
June Participate in a transitional board meeting to discuss position with predecessor, review job description and submit annual report.
August With the Vice President for Fundraising, participate in planning session for program ad solicitation.
September Obtain copies of ad order forms, (Desk Top Publisher has provided master copy of form.) Make order forms available to members at rehearsals along with copies of old programs to show sample ads.
Individually mount ad copy from previous season to make it easy for members to approach former advertisers.
Late Sept/Oct. Pitch ad selling to members. Give members suggestions on how to sell ads.
Collect ad forms, ad copy and checks.
Forward ads to Program Chair.
Forward money, clearly marked as to source, to Treasurer.
Retain ad order forms.
Make list of advertisers and members who sold ads.
Three weeks before concert
Deadline for ads to be included in the concert program. Give all ads to Program Chair. Prepare list of advertisers by categories for program.
After first concert Write thank-you letter to advertisers, enclosing copy of program. Mail or deliver letters to advertisers. Letter should also advise advertisers of future deadlines for copy changes.
Six weeks before second and third concerts
Announce to members that they may solicit additional ads for the remainder of the season. Have order forms and programs available for members as before.
After second and third concerts
Remind sellers to take programs to advertisers showing published ads. Write thank-you letters to new advertisers.
On-going Attend Board meetings.
May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.
PROGRAM CHAIR
The Program Chairperson assembles information for concert programs in cooperation with the Music Director, Desktop Publisher and other board members. The Program Chair reports to the Vice President for Public Relations.