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.