Board of Director positions

To serve on the Board of Directors, a candidate must…

• Contribute a significant financial gift or in-kind contribution.
• Be a paid-up member of CMSS and purchase a minimum of one season subscription per year. [At the annual meeting held in the spring, the membership dues are determined for the following year. For many years dues have remained at $25.]
• Commit to serve a term of office of three years, beginning at the annual meeting in the year elected.
• Attend monthly board meetings which are usually held on a Monday evening.
• Agree to fulfill the responsibilities delineated in one of the positions listed below or an equivalent position.

Legal Advisor

• Determine that CMSS is following bylaws and parliamentary procedures.
• Review bylaws for annual amendments.
• Review contracts as necessary.

Secretary

• Notify board members of board meetings; maintain attendance records; if a pattern of absence is noted, Secretary will determine if member intends to remain on board
• Maintain and distribute list of board members along with their contact information
• Keep a record of all actions; take and distribute minutes
• Reply to correspondence; write letters on behalf of CMSS including thank you notes for contributions

Administrator

• Notify CMSS “members” of annual / special meetings
• Collect CMSS mail from post office box; distribute in a timely fashion
• Maintain database list and provide changes to contractor
• Review telephone messages and return calls as necessary
• Change taped phone message after each concert
• Order stationery as needed
• Fill ticket orders
• Create or cause to be created annual program brochure, concert programs, tickets, advertising copy
• Act as liaison to community arts groups

Grant applications and compliance

• Work with fundraiser to determine which grants should be solicited.
• Compile materials necessary for grant applications.
• Supervise compliance with terms of grants awarded.

Public Relations

• Distribute concert information for all media calendars; write and distribute press releases
• Network with media, find and fulfill any additional media requests
• Work with music director to develop marketable themes for annual program

Advertising

• Coordinate the design and placement of all advertising, (from print to radio)
• Ensure CMSS visibility through directory listings, swaps, etc.

Audience Development

• Supervise maintenance of the CMSS member/subscriber database
• Create and send out notifications of upcoming events and news
• Perform market research to determine how best to gain new audience

Fundraising

• Sell ad space in CMSS programs; arrange for swaps; follow up on delivery of copy prior to each program
• Find additional corporate sponsorships
• Work with grant writer to secure additional grants

Programs and Concerts

• Prior to season contact Java City and Upper Crust to confirm their annual contributions
• Prior to each concert, remind Java City and Upper Crust and arrange for pickup or delivery
• Arrange for box office staffing, ticket collection, program distribution, refreshment set-up and clean-up, purchase of paper goods as necessary
• Make arrangements with venue for presence of stagehand and give instructions

Finance

• Develop and supervise adherence to annual budget
• Maintain or supervise the maintenance of all financial records
• Provide cash for change for concert ticket purchases at box office
• Manage CMSS’s investments
• File tax reports
• Prior to the annual meeting, compile an annual “membership” list and provide to the Administrator, the Secretary and the Historian
• Provide monthly financial statements
• Pay bills in a timely fashion
• Prepare payroll for concerts, pay workers compensation, ASCAP fees
• Make deposits
• Update annual Secretary of State forms and other legal forms as needed

Historian, librarian

• Create and present annual report
  
• Maintain historical records, including reviews and concert programs
• Maintain an index of compositions performed and dates of performance
• Maintain catalog of artists’ photographs
• Maintain copies of concert recordings

Writer

• Research the repertoire for each concert and write program notes; a strong background in music is helpful for this position