CCCS Job Descriptions (Board approved as working document 9/14/09. VP-Development added after membership approval on 11/3/09)

President

1. Call, prepare agenda for and preside over all board and membership meetings.

2. Oversee the performance and duties of all other board members.

3. Secure rehearsal sites with the approval of board and Artistic Director.

4. Appoint committee chairpersons, as necessary.

5. Generate and circulate a list of volunteers annually for various responsibilities.

6. Appoint members of Nominating Committee in March each year.

7. Meet regularly and coordinate planning with Artistic Director

8. Coordinate annual evaluation of Artistic Director and Accompanist.

9. Develop annual calendar for board approval.

10. Coordinate strategic planning as necessary.

11. Facilitate communication between board and CCCS members.

12. Welcome concert audiences on behalf of CCCS.

13. Manage CCCS telephone inquiries.

14. Write certificates of appreciation as appropriate for CCCC members.

Vice President- Administration

1. Preside over Board meetings in the absence of the President.

2. Oversee standing committees

Marketing/Public Relations

a) work on 5-year plan.

b) prepare press releases (calendar, concert, church bulletins).

c) update media lists.

d) distribute releases to CCCS Webmaster, local media outlets, internet, magazines, CCCS members, venue.

e) purchase or swap advertising (Inquirer, People’s Light, etc).

f) arrange for candid and formal publicity photographs (conductor, accompanist, etc) for concert advertising, website as needed.

g) Handle general correspondence with area organizations (retirement home mailings, concert mailing list).

Membership

a) Audition: work with director to set up auditions – venue, timing and publicity.

b) Nametag: make nametags for new members/ replace lost.

c) Welcome: introduce members to the group.

d) Sunshine: purchase, coordinate signing of cards or flowers for ill/bereaved members.

e) Social: set up fall and winter socials, coordinate special celebrations.

f) Wardrobe: monitor “dress code;” order uniforms.

g) Historian: maintain Society scrapbook, collect publicity items.

h) Photo directory?

Tour and trip arrangement

a) Travel arrangements.

b) Accommodations/meals; accommodations for guest performers.

c) Directions.

d) Itineraries/information/all communications.

e) Collect required monies.

Excellence in Vocal Performance Competition

a) Set date/venue with director and accompanist.

b) Gather materials (letters, enclosures, etc.).

c) Update letters to school districts and private music teachers.

d) Correspond with applicants/winners.

e) Set up auditions (time, location, judges, accompanist).

f) Arrange for appropriate awards (bonds, certificates, plaques).

g) Arrange performance for Society membership at rehearsal and Spring Concert.

h) Press release for winner and information for Spring Program.

i) Present award winners and awards at concerts.

Dinner and Song

a) Determine venue, date, theme.

b) Arrange tickets, program, publicity.

c) Recruit performers.

d) Coordinate rehearsals.

e) Plan decoration of venue.

f) Run silent auction.

Vice President–Performance

All Concerts

a) Arrange for podium, special instruments (e.g., harpsichord), music stands, piano light and any other necessary equipment.

b) Arrange for riser transportation, set up, dismantling.

c) Provide directions to concert for members and web master.

d) Secure concert sites. Confirm dates and times.

c) For joint concerts, coordinate performance arrangements with partners.

Main Concerts

a) Purchase flowers/gifts for Director, accompanist, guest performers to be presented at concerts.

b) Arrange

· Ushers, reserve seating.

· Lighting and audio equipment.

· Recording concert and reproduction of CDs. Arrange payment with Treasurer.

· Performance set-up/break-down.

· Flower decorations.

· Lobby information desk, ticket takers, sale of CDs as needed.

· Dressing rooms, eating areas, locked storage for personal items.

· Parking

· Necessary support personnel, e.g., custodians.

c) Program production: design, content (CCCS description; necessary photos; biographies of artistic director, accompanist and professional soloists; CCCS roster from secretary; Dinner and Song sponsors; list of patrons, advertisements), printing, distribution to CCCS members, delivery to concert location.

d) Flyer/postcard design, duplication, distribution.

e) Seasonal brochure design, duplication, distribution

e) Print and distribute tickets as necessary.

Auxiliary concerts

a) Arrange 2-3 outreach concerts per year (customary fee of $500)

b) Coordinate arrangements with Artistic Director.

c) Coordinate member participation (sign-up sheets, email reminders, etc).

d) Program design, printing and distribution as necessary.

Possible Division of Labor for Above Tasks

a) Principal concerts.

b) Auxiliary concerts.

c) Program, publicity flyer, ticket design/production.

d) Recording of concerts/CD production.

Vice President-Development

1. Create and head development committee

2. Prepare and implement a development plan for Board approval. More specifically,

a) A Patrons Program, including solicitations, patrons mailing lists/records maintenance (with secretary) and recognition of all donors in concert programs.

b) A plan for a corporate campaign including marketing concert program advertisements

c) Research, substance, writing and submission of grant proposals, developed with the artistic director

d) A plan to raise funds for the Excellence in Vocal Competition Awards

Treasurer

Reports to the President

Finance

a) Receives and records dues from section representatives.

b) Receives and records miscellaneous monies e.g., trips, tickets, free-will offerings.

c) Deposits and accounts for all funds.

d) Prepares budget, expense reports (copies to board and members as necessary).

e) Pays bills.

f) Files tax returns.

g) Arranges for books to be audited.

h) Selects an Assistant Treasurer to provide general assistance, to receive monies in absence of Treasurer (e.g., tickets, dues, donations) and to succeed the current Treasurer at end of his/her service.

Systems

a) Establish document-sharing system to use instead of email for confidential info.

b) Research free software systems and services available to non-profits, e.g., Google has a complete suite of products.

c) Arrange for easier officer access to various the resources of organizations to which CCCS belongs, e.g., Chorus America, the Greater Philadelphia Cultural Alliance.

Secretary

Reports to the President

a) Takes minutes of board meetings, executive committee meetings, and meetings of the general membership (record, duplicate synopsis for membership).

b) Handles correspondence. Receive, respond to, and forward e-mails from the CCCS mailbox to relevant officers.

c) Oversees design, update, monitor CCCS Web page. Provide timely information to the Webmaster.

d) Collects mail from post office box.

e) Updates/distributes roster for each season (Fall and Winter). Updates full chorus list, section lists, and e-mail distribution lists. Provides roster to VP-Performance for concert programs.

f) Assemble and distribute welcome packets to new members.

g) Distribute mission statement and member responsibilities to all members at beginning of Fall choral season.

Section Representatives

1. Take concerns of any CCCS member to the board.

2. Initiate phone chain before first rehearsals each season (September and January) or in case of cancellation of rehearsal or venue change.

3. Call members without email addresses for any change/announcement.

4. Collect dues from section members each September and January, give to the Treasurer, keep record of payment and remind section members of their obligation to pay at the beginning of each concert season.

5. Disseminate information to section members.

6. Monitor attendance. Report results to Director by name and date after the last rehearsal of each month.

7. Attend Board meetings

8. Ask singers to alert you if they will miss rehearsals;

9. Mark scores carefully during rehearsals and share them with absentees as soon after rehearsal as possible.

Artistic Director/Conductor

1. Select/direct/dismiss accompanist.

2. Choose repertoire and order music. (Music budget determined by the Board).

3. Supervise librarian (appointed position).

4. Plan and direct all rehearsals.

5. Arrange for and plan sectionals (appoint rehearsal assistants and accompanists).

6. Arrange for rehearsal and/or concert coverage in the event of director’s absence.

7. Conduct main concert(s) and auxiliary concerts.

8. Audition/interview candidates for membership.

9. Set standards for continuation of membership based on rehearsal attendance, familiarity with current repertoire, proper rehearsal and concert demeanor.

10. Select, rehearse and maintain the quality of performances of all soloists, small ensembles, and accompanying musicians.

11. Determine the artistic direction and growth of Society with Board input and approval.

12. Select concert hall and auxiliary sites and define concert arrangements.

13. Furnish information for publicity and concerts to appropriate volunteers.

Accompanist

Selected by and reports to the Artistic Director; paid position with salary determined by the Board.

1. Accompany all rehearsals.

2. Accompany main concert(s) and auxiliary concerts.

3. Work with auxiliary musicians, soloists, and ensembles as needed.

4. Assist Artistic Director as needed.

5. May assist Director in music selection at Director’s discretion.

Librarian

Reports to the Artistic Director

1. Catalogs, stamps and numbers music.

2. Places and picks-up music orders and borrowed music as necessary.

3. Maintains and distributes concert folders before each concert.

4. Distributes music at beginning of each season.

5. Collects music and concert folders at end of each session.

6. Returns borrowed music.

7. Sorts music.

8. Maintains computer index of all music.