Description

The President is the chief executive officer of the Chapter and carries full responsibility for the success of all endeavors while in office. Following elections in October, but prior to January 1 of his year in office, the President-elect shall appoint, upon recommendations of the other elected officers, any and all committee chairmen and officials to serve during his term of office. The President-elect and his team of elected officers are urged to make all appointments prior to the annual planning meeting preceding the year in office and shall ensure that each Chapter official understands his responsibilities before the beginning of his term of office.

The outgoing administration shall organize a planning meeting for the purpose of familiarizing incoming Board members with their duties, as described in the Chapter by-laws and in the Manual of Job Descriptions, and for the additional purpose of assisting the President-elect to develop the coming year's plan. With counsel of the outgoing President, the President-elect shall formulate such a plan, covering all administrative and musical activities, by which all Chapter programs shall be run during his term of office. The plan shall be based on discussions among the outgoing and incoming board members and their committee chairmen attending the planning meeting which is to be held in December of each year.

Tasks

Throughout his term of office, the President:

1. Presides over Board meetings, preparing and distributing to all Board members, in advance, an agenda for each regular meeting. He may assign the duty of preparing the agenda to other officers or board members of his choosing.

2. Writing checks, as an authorized signatory, on the Chapter bank accounts in the absence of the Treasurer or other authorized signatories.
3. Supervises and manages the activities of Chapter Vice Presidents, other board members, and major committees, establishing common ground between these groups as they work together.
4. Is responsible for providing administrative support and the proper musical environment for the Musical Director, and shall be responsible for providing the Musical Director the board’s evaluation of the music program at least annually and for negotiating the annual contract with the Musical Director.
5. Performs continuing planning relative to building musical staff, training, and vocal development for members consistent with the philosophy and goals of the Chapter members and the Music Committee, chaired by the VP-Music, of which the Musical Director shall be part. The President attends Music Committee meetings periodically.
6. Develops a fiscal plan, based on detailed input from the Treasurer, in order to provide adequate revenues to keep the Chapter solvent and allow expenditures for coaching and support for educational activities.
7. Maintains regular communication with committee chairmen and other key people in order to ensure assigned tasks are completed on time.
8. Regularly discusses appropriate Chapter issues with the membership to verify that the desires and goals of the members are being met.
9. Is assisted by the Chapter Assignments Manager who maintains cognizance of Chapter operations, specifically administration, for purposes of encouraging active participation by all members of the Chapter in fulfilling the Chapter’s mission. Represents the Chapter at the District House of Delegates or appoints a representative.
10. Shall, during his final months as President, give counsel to the President-elect as the latter prepares his future plans.

Additional Duties

Chapter Assignments Manager

1. Maintains the Chapter's organizational charts
2. Develops or requests the development of all necessary job descriptions as needed
3. Coordinates with selected Board members on quality and appropriateness of material and charts presented
4. When necessary assists the Board members in finding members to fill jobs
5. Maintains the Manual of Job Descriptions on hard and backup CDs
6. Distributes the Manual of Job Descriptions as directed by the Board of Directors

Description

The VP-Music, who shall coordinate closely with the Musical Director and Section Leaders, is responsible for the total musical program of the Chapter, including vocal assessment and assignment, musical education, music selection, arrangement, visual presentation and assessment, recording sessions, and quartet promotion.

Tasks

1. Serve as Chairman of the Music Committee, and inform the Chapter of all musical goals and plans, plus oversee the activities of the Music Librarian (which includes the maintenance of guest music books).

2. Provide data to the Treasurer for the annual music budget, including:
3. Stipends, expenses, and bonuses for the Musical Director and such contract personnel as may be necessary to the music program.
4. Music-related Chapter expenses for competition.
5. Tuition, lodging, and/or transportation expenses for Chapter members attending Society-sanctioned education programs (i.e., Harmony College, Director schools, etc.).
6. Expenses for music and arrangements for the year’s projected repertoire.
7. Expenses for training sessions for the Chapter, including outside coaching.
8. Work with the Musical Director and Music Committee in selecting all music team personnel. Select, train, and manage section leaders.
9. Maintain all chorus musical records, including voice placement, auditions, and musical progress records.
10. Develop methods and procedures for teaching new music to Chapter members.
11. Develop all choreography plans for the repertoire, plus present, teach, and approve each Chapter member’s competence to perform those plans.
12. Oversee the production of Chapter recordings, either for commercial sale or for use in music education.
13. Execute contracts, following board approval, for use of any outside coaches, arrangers, choreographers, etc. Such contracts shall clearly identify and limit all related costs including, but not limited to, fees, lodging, meal, and transportation expenses.
14. Keep the Music Committee informed of schools, seminars, and musical leadership training sessions offered by the Society or District.
15. Present for approval at the December Board meeting the proposed contracts for the Musical Director and any special musical advisors and assistants, as required, for the coming year.

The following descriptions detail the tasks of the Music Team. This committee is presided over by the VP-Music and is comprised of the Music Selection Chairman, Music Section Leaders, Craft Development Coordinator, Presentation Chairman, Quartet Activities Chairman, and any other Chapter officers or members appointed by the VP-Music. It meets monthly with the Music Director and is responsible for setting all the music and performance goals and objectives of the Chapter, and continuously monitors and directs the progress of these activities.

Additional Duties

Music Selection Chairman

This position (and his committee) works closely with the Music Director and Show Production VP, and is responsible for…

1. Soliciting new repertoire suggestions from Chapter members
2. Researching and procuring arrangements from outside sources
3. Selecting and suggesting new songs and arrangements to the VP-Music, Show Production VP, and Music Director
4. Suggesting the creation of new arrangements and rescoring existing arrangements when necessary
5. Obtaining permission to use the work of other arrangers
6. Maintaining a list of available arrangements from which a minimum of six regular and two Christmas/holiday songs are to be introduced into the Chapter’s active repertoire annually unless such minimums are temporarily suspended at the annual planning meeting.

Music Librarian

Responsible for being knowledgeable on the music library needs of the Chapter. He…

1. Obtains and distributes copies of sheet music to Chapter members on new repertoire songs
2. Maintains originals of sheet music and provides reprints to replenish stocks when supplies run low
3. Maintains a record of sheet music issued and assures all members receive new music in a timely manner
4. Maintains books with current repertoire songs for use by guests during Chapter rehearsal meetings
5. In conjunction with the Musical Director and with attorneys who are Chapter members, maintains familiarity with copyright laws, and coordinates with the Chapter Secretary to ensure all necessary permissions are obtained for all repertoire music
6. Maintains a supply of sheet music packets for issuance to new members

Music Section Leader

Each of the four section leaders is responsible for assuring that every member of his section is maintaining an acceptable level of music performance as determined by the Music Committee. He also…

1. Conducts section rehearsals during regularly scheduled Chapter meetings and additional off-site training as deemed necessary
2. Implements the Chapter taping program, appoints additional listeners, and provides written and oral feedback to improve individual singing performance. Checks the accuracy of notes and words on repertoire songs
3. Assists guests and new members as necessary
4. Teaches proper vocal techniques, and demonstrates correct target vowel formation and sound in his section
5. Evaluates singing guests for initial voice placement
6. Responsible for auditioning prospective members by assessing their intonation, vocal range and quality, and ability to harmonize

Craft Development Coordinator

Responsible for developing/scheduling special musical craft training to improve the overall vocal quality of Chapter members

1. Works closely with the Music Director and Program VP to ensure adequate time is devoted to craft training during regularly scheduled rehearsals
2. Schedules periodic additional sessions during the year devoted to craft improvement
3. When required, obtains the services of outside coaches to provide special training at regular and/or special rehearsals, advances/retreats, and inter-chapter invitational meetings

Presentation Chairman

1. Oversees the design, planning, implementation, teaching, and maintenance of the visual performance of the Chapter
2. Works with the Music Director to develop a visual plan that enhances and supports the interpretation plan
3. Coordinates the choreography consultant and inside assistants as required on the planning, development, and implementation of stage presence that is at an appropriate level for the Chapter
4. Submits for Music Committee approval potential front-row members and other necessary demonstration assistants. Schedules and supervises front-row rehearsals as needed or requested by the Music Director or Music & Performance VP
5. Assists the Music Director in riser placement of members
6. Prepares the teaching presentation (written choreography cues) for the Chapter so they are assimilated by all the members
7. Teaches the chorus the stage presence for each song requiring choreography or arranges for such to be done by a competent person
8. Assists new members in learning the stage presence for the chorus repertoire
9. Advises the Music Director and the Music Committee if a member appears to be performing the stage presence at a proficiency level below that expected of those in the performing chorus
10. Arranges for “early bird” teaching sessions or off-site choreography rehearsals as needed to assist members become performance-ready

Tape Librarian

Works closely with the Music Director and is responsible for the production of audio tapes and CDs as required for training purposes of all music in the Chapter repertoire. He

1. Maintains a reproduction master of all Chapter audio and video learning tapes
2. Reproduces and maintains a supply of current learning tapes and CDs for chapter members
3. Displays available materials at Chorus rehearsals
4. Purchases and maintains a small inventory of blank tapes and CDs as required
5. Maintains stage presence videos (if any) for loaning to members
6. Turns in all funds generated to the Treasurer
7. Upon request of the Music Director and VP-Music, videos Chapter show performances, and rehearsals

Quartet Activities Chairman

Responsible for overseeing and encouraging the development and training of Chapter quartets and advances the benefits of personal and musical growth through quarteting as described below

1. Encourages the formation of quartets
2. Promotes the annual Chapter novice quartet contest
3. Assists quartet registration in Society sponsored contests
4. Maintains an activities log (dates, events, location, etc) of shows, contests, and appearances (paid and unpaid) by experienced Chapter quartets
5. Promotes Chapter member's efforts to qualify for the Society’s Polecat program
6. Works closely with the VP of Marketing & Public Relations to develop and promote chapter quarters for performances at assisted living facilities and retirement homes throughout the greater Richmond area
7. Works with the VP of Marketing & Public Relations to provide quartets for the Chapter’s Singing Valentine program

Talent Host

Provides for the hosting of visiting quartets and coaches hired by the Chapter as follows.

1. Communicates with quartet contact personnel and coaches
2. Arranges for required hotel accommodations
3. Provides necessary local transportation needs
4. Provides dressing/warm-up rooms at venues for quartets, including refreshments and a show schedule. Reserves a table in advance at afterglows and arranges for food for the guests
5. Provides any special needs/requirements for coaches

Description

The Immediate Past President plays an important role in the Chapter administration.

Tasks

1. Advises the incoming president and Board of Directors on matters affecting Chapter policy and operations
2. Attends and presides over Board meetings when the president is absent
3. Attends Music Committee meetings and other meetings when the President is unavailable and so directs
4. Serves as a committee chairman when necessary
5. Assists the incoming president in completing all unfinished business
6. At the discretion of the president, chairs the nominating committee

Description

The VP-Music, who shall coordinate closely with the Musical Director and Section Leaders, is responsible for the total musical program of the Chapter, including vocal assessment and assignment, musical education, music selection, arrangement, visual presentation and assessment, recording sessions, and quartet promotion.

Tasks

1. Serve as Chairman of the Music Committee, and inform the Chapter of all musical goals and plans, plus oversee the activities of the Music Librarian (which includes the maintenance of guest music books).

2. Provide data to the Treasurer for the annual music budget, including:
3. Stipends, expenses, and bonuses for the Musical Director and such contract personnel as may be necessary to the music program.
4. Music-related Chapter expenses for competition.
5. Tuition, lodging, and/or transportation expenses for Chapter members attending Society-sanctioned education programs (i.e., Harmony College, Director schools, etc.).
6. Expenses for music and arrangements for the year’s projected repertoire.
7. Expenses for training sessions for the Chapter, including outside coaching.
8. Work with the Musical Director and Music Committee in selecting all music team personnel. Select, train, and manage section leaders.
9. Maintain all chorus musical records, including voice placement, auditions, and musical progress records.
10. Develop methods and procedures for teaching new music to Chapter members.
11. Develop all choreography plans for the repertoire, plus present, teach, and approve each Chapter member’s competence to perform those plans.
12. Oversee the production of Chapter recordings, either for commercial sale or for use in music education.
13. Execute contracts, following board approval, for use of any outside coaches, arrangers, choreographers, etc. Such contracts shall clearly identify and limit all related costs including, but not limited to, fees, lodging, meal, and transportation expenses.
14. Keep the Music Committee informed of schools, seminars, and musical leadership training sessions offered by the Society or District.
15. Present for approval at the December Board meeting the proposed contracts for the Musical Director and any special musical advisors and assistants, as required, for the coming year.

The following descriptions detail the tasks of the Music Team. This committee is presided over by the VP-Music and is comprised of the Music Selection Chairman, Music Section Leaders, Craft Development Coordinator, Presentation Chairman, Quartet Activities Chairman, and any other Chapter officers or members appointed by the VP-Music. It meets monthly with the Music Director and is responsible for setting all the music and performance goals and objectives of the Chapter, and continuously monitors and directs the progress of these activities.

Additional Duties

Music Selection Chairman

This position (and his committee) works closely with the Music Director and Show Production VP, and is responsible for…

1. Soliciting new repertoire suggestions from Chapter members
2. Researching and procuring arrangements from outside sources
3. Selecting and suggesting new songs and arrangements to the VP-Music, Show Production VP, and Music Director
4. Suggesting the creation of new arrangements and rescoring existing arrangements when necessary
5. Obtaining permission to use the work of other arrangers
6. Maintaining a list of available arrangements from which a minimum of six regular and two Christmas/holiday songs are to be introduced into the Chapter’s active repertoire annually unless such minimums are temporarily suspended at the annual planning meeting.

Music Librarian

Responsible for being knowledgeable on the music library needs of the Chapter. He…

1. Obtains and distributes copies of sheet music to Chapter members on new repertoire songs
2. Maintains originals of sheet music and provides reprints to replenish stocks when supplies run low
3. Maintains a record of sheet music issued and assures all members receive new music in a timely manner
4. Maintains books with current repertoire songs for use by guests during Chapter rehearsal meetings
5. In conjunction with the Musical Director and with attorneys who are Chapter members, maintains familiarity with copyright laws, and coordinates with the Chapter Secretary to ensure all necessary permissions are obtained for all repertoire music
6. Maintains a supply of sheet music packets for issuance to new members

Music Section Leader

Each of the four section leaders is responsible for assuring that every member of his section is maintaining an acceptable level of music performance as determined by the Music Committee. He also…

1. Conducts section rehearsals during regularly scheduled Chapter meetings and additional off-site training as deemed necessary
2. Implements the Chapter taping program, appoints additional listeners, and provides written and oral feedback to improve individual singing performance. Checks the accuracy of notes and words on repertoire songs
3. Assists guests and new members as necessary
4. Teaches proper vocal techniques, and demonstrates correct target vowel formation and sound in his section
5. Evaluates singing guests for initial voice placement
6. Responsible for auditioning prospective members by assessing their intonation, vocal range and quality, and ability to harmonize

Craft Development Coordinator

Responsible for developing/scheduling special musical craft training to improve the overall vocal quality of Chapter members

1. Works closely with the Music Director and Program VP to ensure adequate time is devoted to craft training during regularly scheduled rehearsals
2. Schedules periodic additional sessions during the year devoted to craft improvement
3. When required, obtains the services of outside coaches to provide special training at regular and/or special rehearsals, advances/retreats, and inter-chapter invitational meetings

Presentation Chairman

1. Oversees the design, planning, implementation, teaching, and maintenance of the visual performance of the Chapter
2. Works with the Music Director to develop a visual plan that enhances and supports the interpretation plan
3. Coordinates the choreography consultant and inside assistants as required on the planning, development, and implementation of stage presence that is at an appropriate level for the Chapter
4. Submits for Music Committee approval potential front-row members and other necessary demonstration assistants. Schedules and supervises front-row rehearsals as needed or requested by the Music Director or Music & Performance VP
5. Assists the Music Director in riser placement of members
6. Prepares the teaching presentation (written choreography cues) for the Chapter so they are assimilated by all the members
7. Teaches the chorus the stage presence for each song requiring choreography or arranges for such to be done by a competent person
8. Assists new members in learning the stage presence for the chorus repertoire
9. Advises the Music Director and the Music Committee if a member appears to be performing the stage presence at a proficiency level below that expected of those in the performing chorus
10. Arranges for “early bird” teaching sessions or off-site choreography rehearsals as needed to assist members become performance-ready

Tape Librarian

Works closely with the Music Director and is responsible for the production of audio tapes and CDs as required for training purposes of all music in the Chapter repertoire. He

1. Maintains a reproduction master of all Chapter audio and video learning tapes
2. Reproduces and maintains a supply of current learning tapes and CDs for chapter members
3. Displays available materials at Chorus rehearsals
4. Purchases and maintains a small inventory of blank tapes and CDs as required
5. Maintains stage presence videos (if any) for loaning to members
6. Turns in all funds generated to the Treasurer
7. Upon request of the Music Director and VP-Music, videos Chapter show performances, and rehearsals

Quartet Activities Chairman

Responsible for overseeing and encouraging the development and training of Chapter quartets and advances the benefits of personal and musical growth through quarteting as described below

1. Encourages the formation of quartets
2. Promotes the annual Chapter novice quartet contest
3. Assists quartet registration in Society sponsored contests
4. Maintains an activities log (dates, events, location, etc) of shows, contests, and appearances (paid and unpaid) by experienced Chapter quartets
5. Promotes Chapter member's efforts to qualify for the Society’s Polecat program
6. Works closely with the VP of Marketing & Public Relations to develop and promote chapter quarters for performances at assisted living facilities and retirement homes throughout the greater Richmond area
7. Works with the VP of Marketing & Public Relations to provide quartets for the Chapter’s Singing Valentine program

Talent Host

Provides for the hosting of visiting quartets and coaches hired by the Chapter as follows.

1. Communicates with quartet contact personnel and coaches
2. Arranges for required hotel accommodations
3. Provides necessary local transportation needs
4. Provides dressing/warm-up rooms at venues for quartets, including refreshments and a show schedule. Reserves a table in advance at afterglows and arranges for food for the guests
5. Provides any special needs/requirements for coaches