Bylaws

 

Midland Community Orchestra
 
Bylaws
Revised 2017

 

 

 


Table of Contents 

 

Bylaws – Midland Community Orchestra  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  3

     Article 1 – Name and Purpose

      Article 2 – Board of Directors

      Article 3 – Responsibilities of the Board of Directors

      Article 4 – Meetings of the Board of Directors

      Article 5 – Fiscal Information

      Article 6 – Membership

      Article 7 – Responsibilities of Members

      Article 8 – Miscellaneous

     

 

Appendix A – Policies    .  .   .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .  .     9

      A-1 – General Monetary

      A-2 – Attendance

      A-3 – Audition

      A-4 – Concert Dress

      A-5 – Concert and Dress Rehearsal Set-up/Strike

      A-6 – Ticket

      A-7 - Conflict of Interest

 

Appendix B – Board of Directors and Appointed Positions / Job Descriptions     .  .  .  13

      B-1 – MCO Board of Directors and Appointed Positions

      B-2 – Job Descriptions of the Board of Directors

      B-3 – Job Descriptions of the MCO Appointed Positions

 

 


ARTICLE 1 – Name and Purposes

 

1.1    This organization shall be known as the Midland Community Orchestra, hereinafter referred to as the MCO.

 

1.2    The MCO is a Michigan non-profit directorship corporation, organized exclusively for charitable and educational purposes, and its activities shall be conducted for the aforesaid purposes in such manner that no part of its net earnings shall inure to the benefit of any Director, officer or individual.

 

1.3    This corporation is established for the purposes set forth in the Articles of Incorporation, and which include:

1.3.1 Provide a pleasant and stimulating environment for those adult and select student members of the community who wish to participate in community concert orchestra activities.

1.3.2 Encourage interest and participation in music-oriented activities among citizens.

1.3.3 Present high quality concerts of orchestral music designed to entertain our audience.

1.3.4 Provide opportunities for specialized groups to form and function under the sponsorship of the MCO.

1.3.5 Create, develop and promote an appreciation of music and to educate players, as well as the public, in orchestral literature.

1.3.6 Reaffirm the value of amateur musical groups.

 

ARTICLE 2 – Board of Directors

 

2.1    The business and affairs of the MCO shall be managed and controlled by the Board of Directors, which may exercise all powers of the corporation and do all such lawful acts and things permitted by statute and the Articles of Incorporation.

 

2.2    The Board of Directors shall be comprised of eight members.  Each Board member shall have full voting rights.  With the exception of the Artistic Director and Conductor, Directors shall be elected from the general MCO membership as follows:

 

  1. Chairperson & Executive Director
  2. Vice Chair and Public Relations Director
  3. Secretary
  4. Treasurer
  5. Artistic Director and Conductor
  6. Librarian
  7. Board Member at Large
  8. Board Member at Large

 

2.3    Each member of the Board of Directors shall have one vote. The Artistic Director and Conductor may not vote on matters pertaining to his or her appointment as Artistic Director and Conductor, including compensation, pursuant to the Conflict of Interest policy (Appendix A-7).

 

2.4    The term of each Director shall be two (2) years.  To encourage broader participation from the general MCO membership, no Board member may serve more than two consecutive terms in the same office unless vacancy cannot be filled. 

 

2.5    The Board of Directors shall elect new or replacement board members at its annual meeting as follows:

2.5.1 To be elected in odd-numbered years beginning in 2017:

  1. Chairperson & Executive Director
  2. Secretary

2.5.2 To be elected in even-numbered years beginning in 2018:

  1. Vice Chair and Public Relations Director
  2. Treasurer

 

2.5.3  Librarian and Members at Large will be appointed yearly.

 

2.6    Any vacancy on the Board of Directors caused by death, resignation, or otherwise shall be filled by a majority vote of the remaining members of the Board of Directors, and any such successor Director shall hold office until the next annual meeting of the Board of Directors or until his/her successor is elected.

 

2.7    Any Directors may be removed from office, with or without cause, by a majority vote of all the Directors voting affirmatively.

 

2.8    Members of the Board of Directors shall receive no compensation for service in such office unless specifically fixed by resolution of the Board.

 

2.9    Qualifications of Directors.  Each Director shall be a member of the orchestra and at least eighteen years of age, and must affirmatively demonstrate that he/she is a knowledgeable and effective individual; that he/she has a concerned purpose to promote the expressed goals of the corporation; that he/she will unselfishly strive to achieve such expressed goals rather than personal objectives or the objectives of any special interest groups; and that he/she has the willingness to devote the necessary time to carry out the duties and responsibilities of a Director of this corporation.  In selecting members for the Board of Directors, consideration shall be given to the candidate’s willingness to accept responsibility for governance, including availability to participate actively in Board of Directors’ activities related to the corporation; areas of interest and expertise; and experience in organizational and community activities.

 

2.10 This corporation shall indemnify and reimburse any person for expenses actually incurred by him/her, and liabilities imposed upon him/her, in connection with or arising out of any claim, action, proceeding, or suit, civil or criminal, administrative, or investigative, and whether formal or informal, or any threat thereof, in which he/she may be involved by reason of his/her being or having been a director or officer of this corporation, or by reason of service to any other corporation, firm, or organization, whether for profit or not for profit, which he/she served as a director, officer, partner, or trustee at the request of this corporation.  Such indemnification and reimbursement shall be to the maximum extent permitted by, and in accordance with, the relevant provisions of the Michigan Nonprofit Corporation Act.  The right of indemnification herein provided shall apply whether or not such person indemnified is serving in such capacity at the time such costs, expenses, or liabilities are incurred or imposed.  Neither this corporation nor its directors or officers shall be liable to anyone for any determination of such directors or officers as to the existence or absence of conduct which would provide a basis for making or refusing to make any payment hereunder or for taking or omitting to take any other action hereunder, in reliance upon the advice of counsel.  A court of competent jurisdiction may make a determination as to the right of a person to indemnification and reimbursement hereunder in any specific case upon the application of such person, despite the failure or refusal of the directors or officers to make provision therefore.  The foregoing right of indemnification and reimbursement shall not be exclusive of other rights to which such person may be entitled as a matter of law, and shall inure to the benefit of his/her heirs and personal representatives.  The right of indemnification herein provided shall be applicable only to the extent that such liabilities, expenses, and costs are not otherwise covered by or through collectible policies of insurance which may be carried by or for the benefit of such person, or this corporation, or any other corporation or organization.

 

ARTICLE 3 – Responsibilities of the Board of Directors

 

3.1    The Board will manage the affairs of the MCO, including all actions compatible with the best interests of the organization.

 

3.2    The Board will manage the financial affairs of the MCO, including, but not limited to, the establishment of an annual budget and fund-raising.

 

3.3    The Board will oversee the creation of a rehearsal and concert schedule, including specific performances, soloists, guest performance groups and guest conductors.

 

3.4    The Board will establish and interpret the Policies concerning the operation of the MCO.

 

3.5    The Board may form formal and ad hoc committees.

 

3.6    The Board shall appoint and dismiss the MCO Artistic Director/Conductor, who shall serve at the pleasure of the Board.  The appointment will be made annually.  Notice of re-employment and amount of compensation for the following year, shall be determined by the elected Board, and given to the Artistic Director/Conductor no later than March 1st

 

3.7    The Board shall conduct an annual meeting.  Said meeting shall be announced at least one month in advance and will take place before the last concert of the season.

 

3.8    The Treasurer will prepare and distribute a written annual report to the MCO Board by May 1 of each year.  Said report will include a financial statement.

 

3.9    The Board may appoint or remove any person for the performance of a specific duty in the operation of the MCO, including, but not limited to, those appointed positions listed in Appendix B.

 

3.10  The Vice-Chair and Public Relations Director will fill the role of Chair/Executive Director in the event the Chairperson/Executive Director is temporarily unavailable to fulfill his or her duties.

 

3.11  The Board shall determine annually which, if any, positions will be compensated and the amount of said compensation.

 

 

ARTICLE 4 – Meetings of the Board of Directors

 

4.1    The Board of Directors shall hold monthly meetings, as needed, throughout the concert season.

 

4.2    Additional meetings of the Board of Directors and meetings of the full MCO membership may be called, at the discretion of the Chair, by any two (2) members of the Board of Directors or upon request of any four (4) MCO members.

 

4.3    All meetings of the Board of Directors will be open to any MCO member, with the exception of meetings or portions of meetings pertaining specifically to personnel management. Said meetings may be restricted at the discretion of the Board.

 

4.4    Each of the eight(8) voting members of the Board is expected to attend at least 75% of all regularly scheduled Board meetings during the concert season.  Board members who cannot attend a specific meeting shall make arrangements with another Board member to conduct the business of the absent member’s office.

 

4.5    The presence of four (4) or more elected members of the Board will constitute a quorum at a scheduled meeting.

 

 

ARTICLE 5 – Fiscal Information

 

5.1    The Midland Community Orchestra (MCO) is a Michigan Non-Profit Corporation.

 

5.2    The fiscal year of the MCO shall begin on the first day of September and end on the 31st day of August of each year.

 

5.3    The MCO mailing address is:     

 

         Midland Community Orchestra

         PO Box 2503

         Midland, Michigan  48641

 

5.4    All checks, drafts, and orders for payment of money shall be signed in the name of the corporation, and shall be countersigned by such officers or agents as the Board of Directors shall from time to time designate.

 

5.5    When the execution of any contract, conveyance, or other instrument has been authorized without specification of the executing officers, the Chairperson or Executive Director may execute the same in the name of and on behalf of the corporation.  The Board of Directors shall have the power to designate the officers and agents who shall have authority to execute any instrument on behalf of this corporation.

 

5.6.   All funds of the corporation shall be deposited from time to time to the credit of the corporation in such banks, trust companies, or other depositories as the Board of Directors may select.

 

5.7.   The Board of Directors may accept on behalf of the corporation any contribution, gift, bequest, or device for the general purposes or for any special purpose of the corporation.  All endowments and other assets shall be invested and administered in such manner as the Board of Directors may direct.

 

5.8.   The Board of Directors shall be authorized, in its discretion, to designate and employ a custodian or other fiduciary to administer such funds, assets, and endowments of the corporation, as the Board of Directors may from time to time determine.

 

5.9.   Power of Board of Directors to Borrow Money

 

5.9.1.  Authority.  The Board of Directors shall have full power and authority to borrow money whenever in the discretion of the Board the exercise of said power is required in the general interests of this corporation.

 

5.9.2.   Execution and Security.  The Board of Directors may authorize proper officers of this corporation to make, execute, and deliver in the name and on behalf of this corporation such notes, bonds, and other evidence of indebtedness as the Board shall deem proper in such cases.  The Board of Directors shall have full power to mortgage or assign the property of this corporation, or any part thereof, as security for such indebtedness, and no action on the part of the membership of this corporation shall be requisite to the validity of any such note, bond, evidence of indebtedness, assignment, or mortgage.

 

 

ARTICLE 6 – Membership

 

6.1    Any adult who is interested in the purposes of the MCO may be considered a candidate for membership.  (See Audition Policy, Appendix A-3)

 

6.2    Applicants become members of the MCO when a membership request is accepted by the MCO Artistic Director and Conductor.

 

6.3    Membership limitations may be imposed by the Board of Directors, upon the advice of the MCO Conductor, to maintain balance or to optimize organizational effectiveness. (See Audition Policy, Appendix A-3)

 

6.4    Once a membership request has been accepted, the member remains a member as long as he/she shows musical competence and meets the conditions of membership as stated in the Bylaws.

 

6.5    High school and college students who fulfill a musical need may be accepted as members by the MCO Conductor.  High school students who wish to participate must also participate in their school band or orchestra. Homeschoolers are exempt from participating in a school program. Adult players will always have preference if a choice has to be made about who will perform with the MCO.

 

 

ARTICLE 7 – Responsibilities of Members

 

7.1    All members shall make every reasonable effort to attend rehearsals and performances.  (See Attendance Policy, Appendix A-2.)

 

7.2    Members shall cooperate with the Section Leader in the general operation of the section.

 

7.3    Members shall view the MCO bylaws and become familiar with its contents covering specific operational details.  Bylaws will be provided in the beginning of each season. 

 

7.4    Members are expected to promote the effectiveness of the organization by voluntary efforts on behalf of the MCO.

 

7.5    Concert Dress Policy shall be determined by the Board of Directors.  Members shall adhere to that policy.  (See Concert Dress Policy, Appendix A-4)

 

ARTICLE 8 - Miscellaneous

 

8.1.   In the event of dissolution, all assets, whether real or personal, shall be distributed to such organizations as are qualified as tax exempt under Section 501(c)(3) of the 1986 Internal Revenue Code, as amended, or the corresponding provisions of any future United States internal revenue law, and no property shall be distributed to any individual, whether or not associated with this corporation.

 

8.2.   No portion of the net earnings shall be paid to or inure to the benefit of any member of this corporation, or any other individual.

 

8.3.   The corporation shall have no seal for the regular conduct of its business, but in the event a seal shall be required for any transaction, then any blank corporate seal may be utilized to function as the seal of the corporation.

 

8.4.   The corporation shall keep correct and complete books and records of account, and shall also keep minutes of the proceedings of its Board of Directors.  All books and records of the corporation may be inspected by any Director for any proper purpose, at any reasonable time during normal business hours.

 

8.5.   These Bylaws may be amended, repealed, or altered in whole or in part by the Board of Directors at any regular or special meeting.

 

8.6.   The rules contained in “Robert’s Rules of Order” as revised shall govern the MCO in all cases to which they are applicable and in which they are consistent with the Bylaws of the MCO.

 

 

 

 

Original Bylaws Approved      Date                 August 24, 2010                     


Appendix A-1

 

General Monetary Policy

 

 

  1. MCO Board members and those members in Appointed Positions (See Appendix B)
  2. May spend or commit to spend amounts that are reflected in an approved budget item, or up to $50 of discretionary money, without prior approval of the Board of Directors. Any such expenditures shall remain within the role responsibility of the individual. The Board should be kept informed of all significant expenditures and should have the opportunity to approve unusual items.
  3. Merchandise or services that are purchased for the MCO should be invoiced to the MCO directly. If this is not possible, the individual may pay for the item and submit a receipt to the Treasurer for reimbursement.  All receipts should be dated, should indicate the merchandise or service that was purchased and should be signed by the person requesting reimbursement.
  4. The MCO is exempt from state sales tax on all purchases. The vendor may request a sales tax exemption form.  These are available from the Treasurer. 
  5. Cash Advance - MCO Board members who regularly spend small amounts of money for items such as office supplies or photocopying may receive a cash advance from the Treasurer. The Board member will sign a receipt from the Treasurer for the advance.  Periodically, the Board member should turn in accumulated receipts to the Treasurer, who may issue a check to the Board member for the amount of the receipts to replenish the advance, if necessary.  All unused moneys from cash advances must be returned to the Treasurer at the end of each concert season.

 

  1. General MCO Membership
  2. MCO members, who are not members of the Board of Directors or an Appointee of the Board, must receive approval from a Board member before any expenses on behalf of the MCO are incurred. This is to ensure that the Board maintains control over expenditures.
  3. The MCO will reimburse members for approved expenditures. A receipt must be submitted to the Treasurer.  All receipts must be dated, indicate the merchandise or service purchased and be signed by the member requesting the reimbursement.
  4. The MCO will reimburse members for automobile mileage accumulated while on MCO business. This does not include mileage accumulated during travel to or from MCO rehearsals, concerts or Board meetings.  The reimbursement will be made at the same rate that the federal Internal Revenue Service sets for business mileage.  A request must be submitted to the Treasurer indicating the reason for the travel, the number of miles traveled and the amount of reimbursement requested.  Reimbursement will be made after approval by the Board of Directors.

 

                                               


Appendix A-2

 

Attendance Policy

 

  1. Members are expected to make every reasonable effort to attend all rehearsals and concerts. For maximum rehearsal effectiveness, this entails members arriving on time and remaining for the complete rehearsal.

 

  1. To help members plan a personal schedule, a complete rehearsal and concert schedule will be provided at the beginning of each concert season. Attendance at the final rehearsal, which is normally on the Saturday before the concert is mandatory.  Exceptions to this rule must be approved ahead of time by the conductor.

 

  1. Attendance will be taken at every rehearsal and concert.

 

  1. Eligibility to play a concert requires attendance at a minimum of 75% of the rehearsals during that concert period and attendance at the final rehearsal prior to the concert. Exceptions to this attendance policy will be considered at the discretion of the MCO Conductor.

 

  1. Any member who becomes ineligible to play a concert due to excessive absences or tardiness will be notified by the MCO Conductor. All questions regarding attendance, appeals relative to eligibility or decisions not to play a concert must be directed to the MCO Conductor.  Music should be returned to the librarian upon notice of ineligibility to play a concert.

 

  1. Section Leaders will poll their sections at the start of each concert period to determine which players will likely play in the upcoming concert. When a member has a change of intention to play, the Section Leader should be so notified and will inform the conductor and librarian. 

 

  1. A member may withdraw from any concert without jeopardizing future eligibility. Early notification of a decision not to play a concert will be beneficial to the member’s good standing and permit any necessary shifts in instrumentation or music.

 

 

Appendix A-3

 

Audition and Personnel Policy

 

No formal playing auditions are required to join the MCO, however, all new players may be informally

screened by the conductor.  The MCO philosophy is “that the orchestra is here to give everyone possible a

chance to perform.”  That said, our music choices are typically aimed at performers with at least a high

school proficiency on their instrument. It is expected that the orchestra will be able to accommodate most

adult string players who wish to perform. Because the brass, woodwind, and percussion parts are one

person to a part and because of the need to keep a good balance between the different sections of the

orchestra, it is expected that occasions may occur when more people want to participate in the non-string

sections of the orchestra than there are positions.  The conductor will make decisions about who will play

what parts for all sections.


Appendix A-4

 

Concert Dress Policy

 

  1. All regular and associate members of the MCO are included in the following concert dress policy.

 

Specific Concert Dress Uniforms

Women

  1. Black skirt or black dress slacks
  2. Black top, at least 3/4 sleeved and preferably long sleeved.
  3. Black stockings
  4. Black shoes
  5. Minimal jewelry

Men

  1. Dark-colored (e.g. black, blue, gray), preferably black, jacket
  2. White, dress shirt
  3. Formal (not tennis or sports) shoes
  4. Dark socks that do not show ankles
  5. Dark-colored dress pants (not jeans or sports pants)
  6. A dark long tie, preferably black

 

 

Appendix A-5

 

Concert and Dress Rehearsal Set-up/Strike Policy

 

  1. To be handled by the stage manager

 

 

Appendix A-6

 

Ticket Policy

 

  1. Tickets to MCO concerts are free. This can only be changed by amendment of the bylaws because it may affect rental and insurance policies.

 

 

 

Appendix A-7

 

Conflict of Interest Policy

 

Article 1

Purpose

 

         The purpose of the conflict of interest policy is to protect the interests of the Midland Community Orchestra (MCO) when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the MCO or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

 

Article 2

Definitions

 

2.1. Interested Person

         Any director, officer, or member of a committee with Board of Directors delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.

 

2.2. Financial Interest

         A person has a financial interest if the person has, directly or indirectly, through business, investment, or family:

 

2.2.a.   An ownership or investment interest in any entity with which the MCO has a transaction or arrangement,

2.2.b.   A compensation arrangement with MCO or with any entity or individual with which MCO has a transaction or arrangement, or

2.2.c.   A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which MCO is negotiating a transaction or arrangement.

 

         Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

 

         A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the Board of Directors or appropriate committee decides that a conflict of interest exists.

 

Article 3

Procedures

 

3.1. Duty to Disclose

         In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with Board of Directors delegated powers considering the proposed transaction or arrangement.

 

3.2. Determining Whether a Conflict of Interest Exists

         After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the Board of Directors or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists.

 

3.3. Procedures for Addressing the Conflict of Interest

3.3.a.   An interested person may make a presentation at the Board of Directors or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest.

3.3.b.   The chairperson of the Board of Directors or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

3.3.c.   After exercising due diligence, the Board of Directors or committee shall determine whether MCO can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.

3.3.d.   If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board of Directors or committee shall determine by a majority vote of the disinterested directors whether the transaction or arrangement is in the best interest of MCO, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.

 

3.4. Violations of the Conflicts of Interest Policy

3.4.a.   If the Board of Directors or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose.

3.4.b.   If, after hearing the member’s response and after making further investigation as warranted by the circumstances, the Board of Directors or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

 

 

 

Appendix B-1

 

Midland Community Orchestra.

 

MCO Board of Directors

 

The Board of Directors is responsible for choosing new or replacement directors as specified in the above By-Laws.

 

  1. Chairperson & Executive Director Sue Gessford 
  2. Vice Chair and Public Relations Director Carol Mohler
  3. Secretary Heather Humm
  4. Treasurer             Susan Mercy  
  5. Artistic Director/Conductor Gina Provenzano
  6. Librarian                                                 Mary Adams
  7. Board member at Large Sherry Allen
  8. Board member at Large Sarah DeLong            

 

                       

Appointed Positions as Needed

  1. Historian
  2. Substitute conductors
  3. Concert Master
  4. Instrumental section leaders
  5. Photographer
  6. Technical Support Specialist

 

 


Appendix B-2

 

Job Descriptions for the eight (8) Voting MCO Board Members

 

 

  1. Chairperson & Executive Director:
  • Provides leadership to the general membership of the MCO and to the Board of Directors. The Vice Chair/Public Relations Director fulfills the duties of the Chair/Exec at an MCO function in the absence of the Chair/Exec.
  • Coordinates activities of the Board
  • Conducts Board and general membership meetings
  • Communicates necessary information to the general membership usually through, but not limited to, announcements during rehearsal breaks
  • Files annual report as necessary with State and Federal licensing and taxing authorities.
  • Represents the MCO to outside organizations
  • At the Board’s direction, responsible for hiring the MCO Conductor and conducting an annual performance review
  • Manages the day-to-day affairs of the MCO
  • Arranges for concert venues, including rental agreements as needed.
  • Deals with rehearsal space and concert venues.
  • Arranges for use of school percussion equipment
  • Works with the Stage Manager and percussionists to arrange for all equipment and associated needs at the concert venues for concert performances
  • Arranges for liability insurance for the MCO and assures its continuance.
  • Works with Artistic Director and Conductor to assure the timely communication of the rehearsal and concert schedule to the membership.
  • Maintains the electronic mail account at gmail.com or other suitable provider.
  • Works with Treasurer to assure that all bills are paid on time.
  • Works with Secretary and Vice Chair/Public Relations Director to assure concert programs are accurate and printed in a timely manner prior to concerts.
  • Applies annually to use the Midland High orchestra rehearsal room or makes alternative arrangements for rehearsal space (in consultation with the conductor and the board)
  • Responsible for sending reports to foundations which provide grant moneys to MCO
  • Assists the conductor with making arrangements at the concert venues.

 

  1. Vice Chair/Public Relations
  • In absence of Chairperson & Executive Director, the Vice Chair will run board meetings
  • Responsible for publicity for the community orchestra
  • Maintains email contact list and sends out concert and event information
  • Maintains distribution list of posters (when applicable) and arranges for their distribution by MCO members
  • Works with secretary to put advertisements in paper and programs as decided by board.
  • Provides fully written articles to the Midland Daily News for each concert when possible
  • Places notifications of first rehearsal and concerts with area newspapers, radio and television

 

  1. Secretary:
  • Records minutes of Board meetings, distributes them to Board members, archives a copy
  • Maintains mailing list of patrons
  • Maintains contact information of musicians
  • Writes and sends thank you notes and informs conductor
  • Maintains the master copy of the MCO Members’ Handbook, which includes the Bylaws, Policies and Job Descriptions of Board and Appointed Positions
  • Distributes copies of the MCO Members’ Handbook, as requested
  • Maintains job descriptions of all elected and appointed positions and solicits updates from respective Board members, as needed
  • Generates ad for publications and works with Vice Chair to have them published
  • Creates a poster/flyer at least one month before concert and submits to board for approval
  • Places order with printing company for poster/flyer
  • Picks up poster/flyer and brings to rehearsal two weeks prior to the concert
  • Responsible for all aspects of the printed concert program, including cover, advertisements, biographies and pictures for guest soloists or ensembles, cover order, concert roster, special articles of interest and contributors’ lists
  • Submits final concert program to board members at least 2 weeks before scheduled concert
  • Places order with printing company for programs and any additional added pages
  • Picks-up concert programs and any additional added pages, and brings them to the dress rehearsal

 

 

  1. Treasurer:
  • Responsible for managing the fiscal obligations of the MCO
  • Collects dues, if any, from the membership
  • Pays appropriate supplier and personnel bills
  • Prepares financial statements for each board meeting
  • Works with Chairperson & Executive Director to pay State of Michigan for non-profit status
  • Prepares appropriate tax forms associated with MCO compensated positions, if any
  • Works with the MCO Chair and Executive Director to file annual report
  • Prepares proposed budget at the beginning of each fiscal year
  • Furnishes list of contributors to the Secretary and the Executive Director
  • Writes thank you notes to contributors

 

  1. Librarian:
  • Manages the distribution, collection and storage of MCO music
  • May select other members of MCO as assistant(s)
  • Works with the conductor to obtain music. This includes borrowing music from the Oakland University Cooperative Orchestra Library (OUCOL), the Midland Public Schools, and other institutions that will lend the MCO music gratis.  It also includes making arrangements for renting music as directed by the conductor.
  • Stamps new music with MCO stamp and numbers parts
  • For each concert period, picks up music from the MCO Conductor, checks the number of parts (borrowed music), distributes into folders, maintains list of who has each part, and makes sure that music is ready for rehearsals.
  • Arranges for permission to make extra copies of parts, as appropriate
  • Following each concert, retrieves music from folders, puts back in correct order, and stores it in appropriate files or returns it to the source from which it was borrowed
  • Submits copying fees, and postage fees to Treasurer for reimbursement
  • Maintain a log of MCO music and music stored at OUCOL

 

  1. MCO Artistic Director and Conductor:
  • Responsible for the musical and artistic integrity of MCO performances and for the overall reputation of the MCO
  • Provides program planning for each concert
  • of the yearly fiscal planning
  • Selects and arranges for the procurement of music
  • Conducts rehearsals and three concerts during the MCO concert season
  • Communicates changes in the rehearsal schedule or location to the general MCO membership. If an unexpected conflict arises between rehearsals, contacts each Section Leader to subsequently communicate the schedule change throughout each section.
  • Makes final decisions on chair assignments and on concert participation
  • Recruits new members, as necessary, for good instrumental balance
  • Participates in the publicity and promotion of concerts and the community orchestra concept, as requested by the Board
  • Works with the Secretary to provide program notes, biographical sketches of guest performers or conductors and other essential information for use in concert programs
  • Coordinates arrangements with individual and group guest performers and conductors
  • Appoints the Section Leaders and recruits a substitute conductor, as needed.

 

  1. Member at Large:
  • Serves on board as a voting member
  • May have a variety of responsibilities or projects
  • Supports the MCO

 

 

 

 

 

Appendix B-3

 

Job Descriptions for MCO Appointed Positions

 

  1. Historian: 
  • Maintains both hard and electronic copy descriptions of events and milestones of the MCO
  • Collects and stores newspaper articles, posters, flyers, ads, concert programs and miscellaneous printed materials

 

  1. Substitute Conductor: 
  • Primary responsibility is to lead rehearsals when the conductor is not available

 

  1. Concert Master:
  • Primary responsibility is to lead string sections
  • As required, sets bowing.

 

  1. Section Leaders:

         At the discretion of the Conductor:

  • Arranges and leads sectional rehearsals, as needed
  • Contacts section members regarding unexpected changes in rehearsal schedule or location.
  • Coaches section members, as needed
  • Maintains appropriate section discipline during rehearsals
  • In the case of the woodwind, brass, and percussion section leaders, works with the conductor to determine who will play when there are more adult players interested in playing than there are positions in the orchestra.

 

  1. Photographer:
  • Takes photos at rehearsals, events and concerts
  • Sends photos to Technical Support Specialists

 

  1. Technical Support Specialist:
  • Responsibilities include developing (as needed) and maintaining the technical resources of MCO
  • Works with treasurer to make sure fees for website are paid
  • Maintain Facebook page, Twitter account, etc.

 

 

Document Control History

 

Date

Name

Revisions

Jul 15, 2010

Grant Von Wald

Created rough draft of bylaws for MCO starting from the bylaws of the Midland Concert Band.

Aug 11, 2010

Fred Buchholz

revised based on Chemical City Band bylaws

Aug 20, 2010

Fred Buchholz

revised based on governing board comments

Aug. 23, 2010

Fred Buchholz

revised based on governing board comments

Aug. 24, 2010

Fred Buchholz

Approved by Board

Sept. 13, 2010

Fred Buchholz

Terri Carey as Treasurer, replacing Paul Schultz per Board

Jul 29, 2013

Fred Buchholz

Revise Director descriptions based on changes voted by Board; minor updates

Aug. 5, 2014

Fred Buchholz

Update list of board members

May 4, 2017

Gina Provenzano

Revised bylaws and approved by board