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.

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

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.

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.

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.

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.

SECRETARY

The Secretary is responsible for taking and distributing minutes of Board and general membership meetings. The Secretary reports to the President.

DEADLINES DUTIES

June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

1½ weeks before each Board meeting

Call all elected officers reminding them of date, time, place of the next Board meeting. Have Vice Presidents call their committee chairs. Inform President in advance of any Board members who cannot attend.

At each Board

Take minutes. (Notify President ahead of time if you can't be meeting there.)

Collect a copy of any materials and reports submitted by Board members to be included in file of minutes.

As soon as possible after board meeting

Duplicate and distribute minutes to all Board members, General Manager and Music Director (not copies of all attachments).

Attach Treasurer's report and any materials distributed at the meeting to minutes for any absent board members.

At each general meeting

Take minutes of meeting. Duplicate and forward copies to the board.

May Collect original minutes, with attachments, to include in annual report. (The Secretary's minutes will be submitted by the President to the Archivist.)

Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

SECTION COORDINATORS

Section Coordinators are responsible for encouraging regular attendance by members and knowing singing status of members of their section. Section Leaders report to the Membership Chair.

At each rehearsal

Get to know members in your section. Check attendance sheets at break. Try to determine if unmarked members are actually present.

Following each rehearsal

Take top copy of attendance sheet and, during the week, call missing members to encourage them to attend the next rehearsal. Find out if there are any problems affecting attendance or their ability to sing in the concert and report findings to Membership Chair and/or Music Director.

2 weeks before concert

Help Membership Chair to confirm which members will be singing in the concert and to make this information available as requested to the Music Director and Concert Manager for seating arrangements.

On-going Section Coordinators will notify members of any changes in rehearsal location. They may also be asked to canvass members on various issues when requested by the board.

Notify Membership Chair of members who are dropping out and why.

If a Member has personal problems (illness, death in family) or special happenings (birth, marriage) call it to the attention of the Membership Chair or President for appropriate response by the Society.

SOCIAL CHAIRPERSON

The Social Chairperson is responsible for organizing social events for members of the Society. The Social Chairperson reports to the Vice President for Operations.

DEADLINES DUTIES

June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

September Get schedule established for regularly scheduled events such as post‑concert potluck suppers, listening parties. Get Board approval of schedule.

Prepare for regular refreshments at rehearsal breaks. Establish sign‑up sheet for weekly juice. Explain to members. Two people are asked to bring one gallon of juice each, and paper cups for each rehearsal (except those at St. Luke's Church). Donations are asked. The money goes to the Treasurer.

3 weeks before concert

A host/hostess for the post‑concert potluck supper should be confirmed. A sign‑up sheet for dishes should be provided at rehearsals. Insure announcements of event are made to members.

2 weeks before concert

Confirm availability of tape for listening party. A host or hostess for the listening party should be confirmed. The listening party is usually held the Tuesday evening following the concert. Members bring refreshments. The Social Chair supplies paper cups, plates, napkins, coffee, tea, sugar, and non‑dairy creamer.

At each event Provide set‑up and clean‑up for host/hostess.

On‑going Maintain schedule for rehearsal refreshments.

Propose ideas for social events to the Board. Plan any additional events approved.

Attend Board meetings.

May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

TICKET CHAIRPERSON

The Ticket Chairperson is responsible for the printing and distribution of tickets for the concerts and collection of payment for advance ticket sales. The Ticket Chair 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.

September Confirm dates, prices, titles and locations of concerts.

Meet with Desk Top Publisher re ticket design. Purchase stock, a different color for subscription/complimentary, senior/student, and regular tickets. The tickets are duplicated and cut, currently at Quartet. Amounts are: 200 per concert S/S, 200 regular and 100 subscribers, and 50 complimentary.

Four weeks before each concert

Have tickets available at every rehearsal for sale to members before rehearsals and during intermissions. Members pay for the tickets at the time they receive them. They sign a sheet indicating their name, the number and kind of tickets purchased and the total amount. This information is copied into the ledger. Members may order tickets in advance to be picked up and paid for at a later date.

Three weeks before each concert

Mail program notes to subscribers.

Each concert day Give unsold tickets to door Box Office Manager. Remind him/her to deposit all stubs in box marked "At Door Sales". All other stubs go in the "Advanced Sales" box.

After the concert collect all stubs and count them. Categorize them as follows:

Subscription: Regular S/S

In Advance: Regular S/S

At The Door: Regular S/S

Complimentary

Report attendance figures by category to President and General Manager. Report total number in audience to VP for Concerts. Report total ticket sales by price and category.

Ongoing Mail season tickets or single tickets as mail and/or phone orders come in. Maintain record of subscribers and mail and phone orders. Give this information to Membership Chair to update database.

Mail the appropriate letter (season ticket or single ticket) along with the tickets.

Attend Board meetings

May Prepare Annual Report, revise job description if necessary, and discuss position with successor at transitional board meeting.

March

Prepare and file Annual Report with Illinois Secretary of State, due April 1. (Note: General Manager needs a copy of this form to submit with Illinois Arts Council grant application due March 15).

On‑going

Deposit promptly and keep a detailed record of all money received from any source. Post receipts in the appropriate category.

Pay all bills by due date and reimburse board members and others who have incurred expenses for NSCS. A bill or written statement must be kept on file for all disbursements. Post disbursement in the appropriate category. If necessary, ask for a form clarifying purpose of expense. Remind purchasers of IL sales tax exemption.

Reconcile bank statements promptly and maintain files of canceled checks and check records.

May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

Larson Fund:

This receives only contributions specifically designated to this fund. It is a special savings account generally used for “improvement” items for the Society. The Board approves any expenditure from this fund. When expenditures are made, transfer from the Larson Fund to the regular checking account and write the check from the regular account.

VICE PRESIDENT FOR CONCERTS

The Vice President for Concerts has supervisory responsibility for concert and dress rehearsal management, the printing and distributing of tickets for concerts, and house management at concert locations. The Vice President for Concerts reports to the President.

Reporting to the Vice President for Concerts are the following:

Concert Manager In charge of implementing arrangements for each concert at the concert location.

House Manager Is responsible for the collection of tickets at concerts, usher services, and compilation of audience statistics.

Ticket Chairperson

Is responsible for the printing and distribution of tickets for the concerts, and collection of payment for individual ticket sales.

Box Office Manager Is responsible for ticket sales at the door.

DEADLINES DUTIES

Following Election

Finalize roster of committee chairs and officers who report to you. Advise President. Notify General Manager for Board roster.

June Participate in the transitional board meeting to discuss position with predecessor, review job description and annual report.

July, or as soon as concert dates are set

Make arrangements for each concert location (including dress rehearsal dates). Music Director and Board decide where and when concerts and rehearsals are held.

2 months before concert

Discuss with Music Director what equipment and arrangements will be needed (lighting, risers, pianos, special instrument needs, chairs, electrical cords, music stands/lights, etc.

Advise Board of any financial outlays required for concert arrangements. Get approval. Obtain bills from vendors, submit to Treasurer.

With the Concert Manager, see to it that arrangements are made to obtain items needed.

3 weeks before concert

Advise President of any special instructions to members that need to be announced for each concert.

2 weeks before concert

With Concert Manager, arrange for the transportation of any borrowed equipment to the hall and for its return (a volunteer crew may be needed).

Make final arrangements with facilities personnel for physical set‑up and disassembly for rehearsal and performance.

Enlist and schedule appropriate number of Choral Society members for set‑up and take‑down at each rehearsal and concert date.

By dress rehearsal

If needed, arrange for lockable rooms for orchestra members to put coats, cases in, soloists to change in, chorus members' belongings.

After concert Receive information re: audience count from Ticket Chair, re: audience racial make-up from House Manager.

On‑going Keep in touch with your chairmen and make sure they are fulfilling responsibilities and meeting deadlines stipulated in job descriptions.

Report at Board meetings about what your chairpeople are doing to accomplish their jobs, if they cannot be there themselves.

Provide help, yourself or someone else, if any chairperson cannot get a task done on time.

Report any in‑kind gifts to the General Manager.

Insure that all documents of your work and of those reporting to you are retained. If these are not needed for current job responsibility, forward to Archivist.

Attend Board meetings.

May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

VICE PRESIDENT FOR FUNDRAISING

The Vice President for Fundraising has responsibility for corporate grant applications, supervisory responsibility for program ads, patron appeals, and all fund‑raising projects except sales of concert tickets. The Vice President for Fundraising reports to the President.

Reporting to the Vice President for Fundraising are the following:

Patrons Chair: Takes care of appeal for contributions from individuals and businesses.

Program Ad Chair: Takes care of development of program ads.

Benefit Chair: Takes care of one major benefit event.

Store Benefit Days Arranges for Dominick’s and Jewel benefit days.

DEADLINES DUTIES

Following Election

Finalize roster of committee chairs and officers who report to you. Advise President. Notify General Manager for Board roster.

June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

August Plan and schedule patrons campaign for the year with the patrons committee chairperson.

Meet with Program Ad Committee Chairperson to plan solicitation for program ads.

On‑going Coordinate with President and General Manager all grant applications. Research, prepare, submit and follow up on all corporate grants. (General Manager does the same for all government and foundation grants).

Work with committees in planning and scheduling all fundraising efforts, discuss these with the Board, and confirm arrangements with committee chairs one month before each event.

Keep a record of all fundraising income from the various sources, and transmit cash and checks to Treasurer, clearly marked as to source. Report fundraising income to the Board. Discuss all new suggestions for fundraising and make recommendations to the Board. No fundraising projects should be undertaken without Board approval.

Report at Board meetings about what your chairpeople are doing to accomplish their jobs, if they cannot be there themselves. Provide or secure help if any chairperson cannot get a task done on time.

Report any in‑kind gifts to the General Manager.

Insure that all documents of your work and of those reporting to you are retained. If these are not needed for current job responsibility, forward to Archivist.

Attend Board meetings.

May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

VICE PRESIDENT FOR OPERATIONS

The Vice President for Operations has supervisory responsibility for membership, newsletters, the music library, and social events. The Vice President for Operations reports to the President.

Reporting to the Vice President for Operations are the following:

Membership / Computer Services Chair:

Takes care of the registration of members, the recruitment and supervision of Section Coordinators, the maintenance of rehearsal attendance records and all other computerized records, including mailing lists.

Music Librarian:

Takes care of securing (with Music Director), distributing, and retrieving (as necessary) music used by Society members.

Newsletter Editor:

Takes care of preparing and distributing a newsletter for the Society's members and supporters.

Social Chairperson:

Takes care of organizing social events for members of the Society.

DEADLINES DUTIES

Following Election

Finalize roster of committee chairs and officers who report to you. Advise President. Notify General Manager for Board roster.

June

Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

Meet with Membership Chair to plan recruitment and registration of members.

Ongoing

Keep in touch with your chairmen and make sure they are fulfilling responsibilities and meeting deadlines stipulated in job descriptions.

Report at Board meetings about what your chairpersons are doing to accomplish their jobs, if they cannot be there themselves.

Provide or secure help if any chairperson cannot get a task done on time.

Report any in‑kind gifts to the General Manager.

Insure that all documents of your work and of those reporting to you are retained. If these are not needed for current job responsibility, forward to Archivist.

Attend Board meetings.

May

Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

VICE PRESIDENT FOR PUBLIC RELATIONS

The Vice President for Public Relations has supervisory responsibility for advertising, publicity, the printing of programs, posters and leaflets, outreach to community groups and the keeping of historical records. The Vice President for Public Relations reports to the President.

Reporting to the Vice President for Public Relations are the following:

Publicity Chairperson:

Takes care of publicizing and advertising concerts, audition periods, and special events of the Society.

Art Chairperson:

Takes care of design of the brochure, flyers, and other publicity materials for the Society.

Desk Top Publisher

Prepares material and final copy as needed by the Board.

Mailings Chairperson:

Takes care of preparation and posting of bulk mailings for the Society.

Program Chairperson:

Takes care of assembling and producing concert programs for the Society.

Community Liaison:

Takes care of developing and implementing affirmative action plans for the Society.

Archivist:

Takes care of organization and maintenance of historical records for the Society.

DEADLINES DUTIES

Following Election

Finalize roster of committee chairs and officers who report to you. Advise President. Notify General Manager for Board roster.

June Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

July Meet with Publicity Chair to develop seasonal publicity campaign and coordinate coverage of publicity tasks.

Attend meetings for the development and production of the brochure.

Review with Community Liaison the season's affirmative action plan.

With General Manager and Vice President for Fundraising, plan special publicity efforts for middle concert.

One month before each concert/event

Insure the distribution of posters/flyers to members. Arrange for poster coverage in neighborhoods.

On-going Review work of committees under your responsibility. Provide or secure help if any chairperson cannot get a task done on time. Assist Publicity Chairperson with special outreach, free ads etc.

Propose any new suggestions for publicity to the Board for approval.

Report at Board meetings about what your chairpeople are doing to accomplish their jobs, if they cannot be there themselves.

Keep a record of expenses. Forward bills, clearly marked as to source, to Treasurer for payment.

Insure that all documents of your work and those reporting to you are retained. If these are not needed for current job responsibility, forward to Archivist.

Report any in-kind gifts to General Manager.

Attend Board meetings.

May Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

WEB MASTER

The Web Master maintains the Web Site of the North Shore Choral Society (http://www.northshorechoral.org). and reports to the Vice President for Public Relations.

DEADLINES	DUTIES
June	Participate in transitional board meeting to discuss Web Master position with predecessor, review the job description and the annual report.

	Receive URLs, Userids and Passwords from predecessor. Receive complete backup copy of site and procedures for renewing Domain Name.

July	Establish your system of site maintenance (Dreamweaver, Front Page) Perform annual updates (See Page 2)

	Test ticket ordering system

August	Support ticket ordering. Test New Member system

September	Support New Member system.

October	Get all details for the first concert onto the Web Site.

December	Change home page immediately after first Concert. Put concert program onto the Web Site.

January	Get all details for the second concert onto the Web Site

March	Change home page immediately after second Concert. Put concert program onto the Web Site.

April	Renew domain name with your credit card. Optionally seek reimbursement.
	Get all details for the third concert onto the Web Site.

May	Change home page immediately after third Concert. Put concert program onto the Web Site.
Ongoing	Post Blue Notes weekly. Post any other relevant information. Maintain relationship with hosting organization. (Currently Betty Giorgi at the Wilmette Public Library blgiorgi@wilmette.lib.il.us.)