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September 2007 Contents
The purpose of this handbook is to clearly define the policies and procedures of the Pacific Crest Wind Symphony. This document is a "living" document that can be changed with additions and deletions as the needs of the ensemble are determined by the membership and Board of Directors. Each edition of the handbook has the date printed at the beginning and automatically rescinds and replaces all previous editions. The first edition of this handbook, from December 1992, was the culmination of several months of study, advice, criticism, editing and discussion between the members of the Board of Directors, Section Managers, members of the Pacific Crest Wind Ensemble, and the handbook committee. Changes and revisions of this handbook shall be made by a majority consensus of the Board of Directors. Suggestions for changes, corrections, or additions should be given to any Board member for consideration in the next draft. Welcome to the Pacific Crest Wind Symphony! This handbook should answer your questions about the ensemble and how it operates. The Pacific Crest Wind Symphony’s mission is:
Growth will occur as a performing ensemble in several areas including performance excellence and audience attendance. To achieve this growth, the ensemble will stretch its abilities by taking on projects that expand our exposure and musical maturity. Such projects may include but are not limited to: joint performances with other groups, conferences and workshops, recordings, and a limited amount of travel and publicity activities in addition to our normal concert schedule. A brief history of the Pacific Crest Wind Symphony:
We are on a year-to-year contract with the college. This contract with the college allows Pacific Crest to rehearse, perform and use the equipment of the college. We are covered under the "blanket" of performing rights paid to ASCAP and BMI by the college. Performances "off" campus are covered by ASCAP. We have established a Constitution. The Pacific Crest Wind Symphony is governed by a Board of Directors which presently includes: a President, Vice-President, Secretary, Treasurer, Publicity Director, and Concert Coordinator, who are elected by the ensemble members. The Marketing Director, Librarian, Community Outreach Director, Development Director and Auxiliary Director are appointed by the Board. Other non-board officers include: the Conductor, who is under contract to the ensemble; the Associate Conductor, selected by the Conductor with input from the membership, and serves a two year term; the Legal Advisor, who is appointed by the board and serves a three year term, and the Section Managers, who are appointed by the conductor and serve until replaced by the conductor. (There is also a Concert Master position, which is appointed by the conductor, and serves until replaced by the conductor. The Concert Master position is not being filled at this time). There are also several committees that function for various purposes and at various times. The committees report to the Board of Directors. This includes the Ensemble Auxiliary (or "Band-Aides"), which is responsible for ticket collection, concessions, and helping with fund raising. The Constitution and later sections of this handbook explain in detail the election process of the Board and their individual functions. If you have any further questions, either refer to the Constitution or ask any Board member. ^ top The Pacific Crest Wind Symphony is based on the Eastman Wind Ensemble concept. There is only one player per part except flutes, Bb soprano clarinets, and tubas which are doubled, unless otherwise dictated by the composer. When there is a vacancy in a section it is the Section Manager’s responsibility to initiate a search for a replacement. With the assistance of the Publicity Director, the open position will be advertised in several outlets, including (but possibly not limited to) Oregonian Call Board, PCWS website, local/regional music stores, and local/regional college music departments, as well as via personal contacts. Applications (either written or verbal) are accepted, and a formal audition is scheduled. As a prospective member, you will perform at the appointed time and location for the Conductor, Associate Conductor, and the Section Manager of your instrument. The Section Manager (or the Conductor if the Section Manager is absent) will notify you of the audition results. The audition criteria include:
At the discretion of the audition panel, you may also be asked to be evaluated in the ensemble setting (e.g. sit in during a rehearsal). Once you have passed the audition, you will be assigned parts by your Section Manager and will be introduced at the next rehearsal. Note: Audtions to make a permanent move within a section (e.g. from tenor sax to alto sax) are held at the discretion of the Conductor or Section manager. ^ top A. Pacific Crest Wind Symphony expectations: All members have the following responsibilities:
B. Absences In fairness to the vast majority of the playing members who attend regularly, a written policy has been drafted to cover absences. The Wind Symphony understands that you cannot always attend every rehearsal. Common situations include medical, business related, or planned vacations. Section Managers must be notified by members of any absence as far in advance as possible prior to a rehearsal or performance. If you are unable to contact your section manager, you must contact the Conductor, Associate Conductor, or a Board member. You are responsible to find a qualified substitute for any rehearsal or performance you may miss. Your Section Manager will give you names of performers you can ask to take your place. There is also a sub list published on the web site. If, for any reason, you miss three (3) or more rehearsals prior to a performance (or concert series), the conductor may, at his/her discretion, ask your substitute to play the performance in your place. The Conductor must be notified by the Section Manager (or their representative) of any substitution as far in advance as possible prior to any rehearsal or performance. All substitutions for a particular concert must be in place by the 2nd rehearsal for that concert. Only the Conductor may make special dispensation. C. Leave The Wind Symphony also allows its members to take a leave. In order to take a leave, you need to give a written request to your Section Manager or a Board member stating when you expect to return. There are two types of leaves;
Your position will be filled as soon as possible by the section manager, and the alternate/interim player will be notified of your returning date. You are responsible for paying dues during your absence. D. What you can expect from the Wind Symphony. As a member of the Pacific Crest Wind Symphony you should expect:
If you have any questions, please ask any member of the Board of Directors, the Conductor, or your Section Manager. We sincerely hope you enjoy the many wonderful moments of music making as a member of the Pacific Crest Wind Symphony. ^ top V. Terminating Your Membership There are two reasons to end your membership: (A) because you wish to, or (B) because you have been asked to. A. You choose to resign You need to give written notification to your Section Manager or the Conductor. If you later wish to return, you will have to wait for an opening and then re-audition. B. You are asked to resign
C. Board of Reivew The Board of Directors shall review any action brought to its attention, issue warnings for certain behaviors, and set forth consequences should such action again occur. A Board of Review may be called by the Board of Directors to review the actions of any member that is deemed to cause harm and/or hardship to PCWS. Prior written notice shall be given to the member of a pending Board of Review, stating the reasons why, when, and where such meeting shall take place, and offering the opportinity to appear before such Board of Reivew to speak on their own behalf. The Board of Review shall be made up of five members. The Vice President of the Board of Directors shall chair the Board of Review. The Associate Conductor shall serve on the Board of Review to represent PCWS' musical interests. The Section Manager of the member up for review shall serve on the Board of Review to represent the section of the member up for review. The remaining two members of the Board of Review shall be appointed by the President of the Board of Directors, one from the Board of Directors, and one non-Board member from the membership at large. Should any of those mentioned above be the subject of the Board of Review, the President of the Board of Directors shall appoint a replacement. If the Vice President were the subject, the President shall appoint another member of the Board of Directors as the chair of the Board of Review. If the Associate Conductor were the subject, the President shall appoint a Section Manager who is from a different section than the Associate Conductor. If a Section Manager were the subject, another member of that section shall be appointed by the President Should the President be the subject, the Secretary of the Board of Directors will make the necessary appointments. The Board of Review has the final say on the matter. It decides the case and doles out any diciplinary action. The ruling would go before the Board of Directors only for review of the decision with regard to ethical or moral aspects. The Legal Advisor will be asked to render a legal opinion. If the decision is deemed ethical, moral, and legal, the decision is final. The Board of Directors and members of the Board of Review are enjoined from making any public disclosure regarding any matter brought before the Board of Review. ^ top VI. The Officers of the Ensemble If you are interested in running for office or volunteering for an appointment, the following are job descriptions of the various Board members and non-board officers. A. Elected Board Members President The primary job of the President is to make sure that the organization maintains a clear vision of its direction. The growth of the ensemble depends on this vision, without it, the group will eventually stagnate. It is not necessarily the President’s job to create the vision, in fact, it is better if the group as a whole has input in defining the vision. There are many other responsibilities:
· Convene and chair regular meetings of the Board of Directors. · The chair is responsible for the agenda of the meeting. Any member of the board may bring motions to the floor and vote on such. · Overseeing the operations of the concert season; advertising, ticket sales, etc. ·
Overseeing the planning for special events; conferences,
tours, recordings, etc.
Vice-President The Vice-President has the following duties:
Secretary The Secretary shall keep records (minutes) of all meetings of the Board of Directors, and full membership and other permanent records as may be necessary, both hard copy and electronically. The Secretary shall write notes of thanks as appropriate. The Secretary shall maintain all ASCAP reporting. The Secretary will be responsibile for signing checks when needed and will hold a key to the safety deposit box. The Secretary will chair meetings of the Board of Directors in the absence of both the President and Vice President. Treasurer The Treasurer collects, deposits and disburses all moneys approved by the Board of Directors. At least two Board Member signatures are required on all checks. The Treasurer is responsible for all financial records and timely filing of necessary tax returns. The Treasurer provides a monthly report to the Board of Directors at regularly scheduled Board meetings. The Treasurer directs the Board in its annual budget preparation and approval process. An audit of the Treasurer’s PCWS financial records can be called at any time by the Board of Directors and the Treasurer can be held responsible for any and all discrepancies. The Treasurer also writes letters of thanks for all charitable contributions and forwards donor information to the Membership Chair as well as the Auxiliary Director. Concert Coordinator The Concert Coordinator will manage the details of each concert. This does not mean doing all the work, but rather to make sure the work gets done. When a job needs to get done for a performance, the Concert Coordinator will work with the President to select or accept volunteers to do it. A good example is moving tympani to a remote site. It is the Concert Coordinator’s job to make sure someone has been selected early enough to get the job done and that person or persons have sufficient help to succeed and that no person is overworked. Some Areas of Responsibility: The following are areas that the Concert Coordinator is responsible for managing. This list is not necessarily complete. It is meant as a guide for distinguishing duties.
· Marketing/Publicity Team Responsible for increasing visibility and awareness of PCWS, building audiences, and improving communications within the group and with the audience and our commumity(ies), the Marketing/Publicity Team is made up of two individual positions, Marketing Director and Publicity Director The Marketing Director is an appointed position, open to non-members as well as members to ensure experience in marketing and communications. The primary function of the marketing director will be setting long and short-term goals, strategies, and creating and implementing an annual marketing plan. The Publicity Director is an elected position, preferably to be filled by a performing member of PCWS. Duties specific to the Publicity Director include serving as the liason between the PCWS membership and the Board of Directors with regard to Publicity and Marketing activities. Individual marketing tasks may be divided between marketing director and publicity director according to individual skills and availability, with remaining tasks to be delegated as necessary to other board members, general members, outside volunteers, and vendors. Those tasks include, but are not limited to:
B. Appointed Board Members Librarian The Librarian is appointed by the Board and serves the ensemble’s needs with respect to care, maintenance, and distribution of active music files. The Librarian receives instructions from the Conductor and is delegated the authority and responsibilities to meet the needs of the Pacific Crest Wind Symphony music inventory and performing membership. The duties and responsibilities of the Librarian include, but are not limited to, the below listed items:
Auxiliary Director This position is intended to give practical support to the organization in several different ways, including but not limited to:
Development Director
The development director will provide direction and leadership for fund raising activities. Responsibilities include but are not limited to the following:
· grant opportunities · corporate sponsorships · individual sponsorships · other non-ticket-revenue sources of income (e.g. E-book sales)
Community Outreach Director
The Community Outreach Director will perform special projects mutually agreed to by the Board and the person holding this position. Responsibilities include but are not limited to the following:
C. Other Officers of the Wind Symphony Conductor The Conductor will be responsible for all programming of concert and selection of music to be performed by the Wind Symphony. The Conductor manages the rehearsals of the ensemble. The Conductor normally conducts the performances of the ensemble. Note that the Associate Conductor aids in these same activities at the discretion of the Conductor. The Conductor has full authority over the technical aspects of the ensemble’s rehearsals and performances, including but not limited to: assignment of parts, assignment of solos, assignments to the Associate Conductor and musical interpretation of all parts. The Conductor is invited to attend all Board meetings. The Conductor will receive as remuneration, a stipend as agreed upon by a negotiated and signed contract between the Board of Directors and the Conductor. The Conductor acts as a subcontractor to the Wind Symphony and is therefore solely responsible for his/her reporting and withholding of personal income to the various taxing agencies, Federal, State and local. Associate Conductor The Associate Conductor is selected by the Conductor with input from the membership, and serves a two year term. The Associate Conductor does not have to be a performing member of the Pacific Crest Wind Symphony. The responsibilities of the Associate Conductor are to: have all scores prepared in the event (s)he must rehearse or perform in the absence of the Conductor; to have the opportunity to conduct at least one major work in each concert at the discretion of the Conductor, attend auditions for vacancies in the ensemble; to assist the Conductor in sectional rehearsals, and to assist the Conductor by rehearsing the ensemble so the Conductor can listen to help the ensemble improve its musicianship. The Associate Conductor attends the concert planning meeting with the Conductor and Section Managers. The Associate Conductor serves as a member of the Board of Review. (S)He is invited to attend all Board Meetings. Section Managers Section Managers are appointed and replaced by the Conductor as warranted. The Section Manager is responsible for initiating a search for a replacement if there is a vacancy in the section. This includes vacancies due to a member resigning from the ensemble, and temporary vacancies due to a member taking a Personal or Medical Leave of Absence The Section Manager attends auditions for vacancies in his/her section and is responsible for notifying them of their audition results. The Section Manager attends the concert planning meeting with the Conductor and Associate Conductor. If unable to attend, s(he) appoints a member from the section to attend this meeting in their place. The Section Manager attends auditions for vacancies in his/her section and is responsible for notifying them of their audition results. The Section Manager is responsible for distribution of music within his/her section as defined by the conductor, within 1 week after receiving it from the librarian. (S)He is also responsible, in consultation with the conductor, for the assignment of parts. (S)He is responsible for the conduct of the section and will call section rehearsals as needed. The Section Manager maintains a list of competent substitute players for their section on the password-protected portion of the PCWS web site that can be called in the event a regular member cannot attend either a rehearsal or concert. It is not the responsibility of the Section Manager to arrange the substitution: that is the responsibility of the regular member. If you need a sub, refer to the Sub Lists link on the web site, or call your Section Manager for a list of names. The Section Manager serves as a member of the Board of Review when a member of their section is involved. The Section Manager maintains a current phone and email list of the regular members in their section on the password-protected Roster page of the PCWS web site for emergency situations such as inclement weather cancellations of rehearsals or concerts. A "phone tree" is established that provides for these emergencies:
All Section Managers are encouraged to attend all Board meetings to provide input for the best interest of the Wind Symphony and be able to provide their section with the latest information from the Board of Directors. Concert Master The Concert Master is appointed and replaced by the conductor as warranted. As of
this time, this position is not being filled. The duties of the Concert Master
that are listed below have been reassigned to other officers of the Board as
required. The Concert Master is responsible for the tuning of the Pacific Crest Wind Symphony. The Concert Master assists the Conductor and Associate Conductor in the music aspects of rehearsals and concerts as needed. The Concert Master is next in line to conduct rehearsals, sectional rehearsals and concerts in the absence of both the Conductor and the Associate Conductor. The Concert Master is the musical liaison between the Section Managers and the Conductor. Legal Advisor The Legal Advisor is appointed by the board and performs the following functions:
· Membership Chairperson
The Membership Chairperson is appointed by the board and reports to the Vice President, and performs the following functions:
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