Who Does What?
Brunel Sinfonia Job MatrixWho Does What?By Position
| Job | Person Responsible | Comments | |
| ORCHESTRA MEMBERS | |||
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Elect Trustees |
Orchestra Members |
Conductor, Manager and Treasurer to be Trustees ex officio 3 further trustees to be elected by the orchestra. 1 each year. Term of office to be 3 years. No restrictions on re-election. |
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Pay subs |
Orchestra Members |
Subs should be paid by end of rehearsal 3 |
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Ensure Gift Aid form completed and returned to Treasurer wherever applicable |
Orchestra Members |
Please speak to the Treasurer if you have any queries |
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Assist as much as possible on concert day, especially after the concert in clearing away |
Orchestra Members |
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Select programme |
Conductor (with Orchestra Members) |
1 piece to be entirely at the discretion of the Conductor 1 piece to be at the discretion of the Conductor, but must come from the most recently published Classic FM Hall of Fame 1 piece to be selected by the Orchestra Members from a list of 4 drawn from the Programme Suggestion List by the Conductor |
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Make suggestions for future programme items |
Orchestra Members |
Suggestions to be emailed to: drtinamehta@hotmail.com |
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Attend "the vast majority" of rehearsals |
Orchestra Members |
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Carry out necessary private practice |
Orchestra Members |
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Inform relevant Principal of absences |
Orchestra Members |
Even a text or an email is hugely appreciated |
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| Receive original parts from, and return to, Principals | Orchestra Members | Orchestra Members will be billed for parts not returned at the end of the season on a full replacement basis. Exceptions and waivers do not apply. | |
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Inform manager of changes of email or telephone details |
Orchestra Members |
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Inform Principal of expected absences |
Orchestra Members |
If you know that you will be absent from a rehearsal, please let your Principal know at the earliest possible opportunity. A text is all it takes! |
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| LEADER | |||
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Conduct Full String Rehearsals |
Leader |
To liaise with Conductor as regards the relevant passages |
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Lead Orchestra at rehearsals |
Leader |
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Obtain photocopy of each string part from Manager at first rehearsal and return that part, bowed where necessary, to the relevant string Principal |
Leader |
To be complete and with the relevant Principal by rehearsal 3 or as soon as possible thereafter |
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Place members of the First Violin Section |
Leader |
Final order to be circulated to section and manager not less than 2 weeks before concert date |
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Start tuning on the dot of start time, regardless of attendance (including of Conductor!) |
Leader |
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| WIND/BRASS OFFICER | |||
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Conduct Full Wind/Brass Rehearsals |
Wind/Brass Officer |
To liaise with Conductor as regards the relevant passages |
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| PRINCIPALS | |||
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Chase for unpaid subs after rehearsal 3 |
Principals, instructed by Subs Officer |
On receipt of list of non-payers from Subs Officer |
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Part allocation |
Principals and Conductor to agree |
This is to be at the discretion of the Principal except whether Conductor has specific requirements which will be communicated to the Principal. Part allocation should be complete by the end of rehearsal 2 |
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Conduct Sectional Rehearsals |
String Principals
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Circulate bowings to section as best as possible |
String Principals |
This is likely to be by way of photocopy. Please note that the Manager is not available for further photocopying |
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Place members of the relevant string sections |
String Principals |
Final order to be circulated to section and manager not less than 2 weeks before concert date |
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Supervising auditions where necessary |
Conductor and relevant Principal |
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Distribute parts to, and collect parts from, sections |
Principals |
Principals to be responsible for knowing who has which part. |
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Chase for missing parts |
Music Librarian with assistance from Principals |
Music Librarian to forward list of missing parts to Manager for circulation on email list |
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Maintain weather eye on attendance of section. Chase after each unexplained absence |
Principals |
Principals to be responsible for phoning / emailing following all unexplained absences |
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Handle regular absences |
Principals and Manager |
Principal to discuss Orchestra Member with Manager after 2 unexplained absences |
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Inform Manager and Conductor of any expected absences for that week |
Principals |
No later than Wednesday lunchtime. If no absences expected, this should also be confirmed. |
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Act as point of contact for all matters. Pass on messages etc. Ensure that necessary music / players will be at each rehearsal so as to cover absences as best as possible |
Principals |
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Settle section at start of tuning |
Principals |
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Informing players of first "point of concern" |
Relevant Principal on instruction from Conductor |
Manager and Trustees to be informed by email |
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Informing players of second "point of concern" |
Conductor with approval from relevant Principal |
Manager and Trustees to be informed by email. A period of not less than two weeks should have elapsed from the first "point of concern" |
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Asking players to leave |
Conductor with approval from relevant Principal and Manager |
Trustees to be informed by email at least one week before player is informed. Objections to be noted, but not necessarily adhered to. A period of not less than two weeks should have elapsed from the second "point of concern" |
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| CHAIRMAN OF THE BOARD OF TRUSTEES | |||
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Set dates for meetings of Trustees |
Chairman |
To be set at previous meeting or as soon as possible thereafter. Meetings should be within three weeks of a concert. |
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Set agenda for meetings of Trustees |
Chairman |
Items to be invited from all Trustees |
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Chair Trustee meetings |
Chairman |
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| SENIOR TRUSTEE | |||
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Chair Trustee meetings in the absence of the Chairman |
Senior Trustee |
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Take and circulate minutes of Trustee meetings in the absence of the Manager |
Senior Trustee |
Any proposed amendments to minutes to be copied to all Trustees |
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| ORCHESTRA TRUSTEE | |||
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Act as liaison for suggestions etc from the Orchestra |
Orchestra Trustee |
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Compile, carry out and present a survey of Orchestra Members once a year |
Orchestra Trustee |
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Maintain Programme Suggestion List |
Orchestra Trustee |
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| BOARD OF TRUSTEES | |||
| Set level of subs | Trustees | Currently £40 for adults (to include 2 free tickets) and £10 for students (no free tickets) | |
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Set Guest Player Fee Table |
Manager with approval from Trustees |
Approval to be sought whenever amendments are made
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Set Leader Fees |
Manager with approval from Trustees |
Approval to be sought at each Trustee meeting for the following season. A vote of the Trustees (including Conductor and Manager) will approve / disapprove Manager's proposal |
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Select concert venue |
Trustees |
As and when this requires review |
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Amend this table |
Trustees |
By vote if necessary |
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Winding up affairs of the Orchestra in the event of the Orchestra being disbanded |
Treasurer with assistance from Trustees |
All Trustees to act in exact accordance with instructions of the Treasurer. Relevant legal advice etc to be sought. |
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Appoint Leader |
Conductor with approval from Trustees |
Approval to be sought at each Trustee meeting for the following season. A vote of the Trustees (including Conductor and Manager) will approve / disapprove Conductor's selection |
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Appoint Manager |
Trustees |
When necessary |
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Appoint Conductor |
Trustees |
When necessary |
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Appoint Treasurer |
Trustees |
When necessary |
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Elect Chairman |
Trustees |
Annually at meeting after Summer Season (no Trustee to serve as Chairman for more than 2 consecutive years. Re-election possible after one year break. Neither Conductor nor Manager to serve as Chairman) |
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Elect Senior Trustee |
Trustees |
Annually at meeting after Summer Season |
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Elect Orchestra Trustee |
Trustees |
Annually at meeting after Summer Season |
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Appoint Programme Officer |
Manager with approval from Trustees
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| TREASURER | |||
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Collect subs |
Subs Officer, reporting to Treasurer |
To be collected by end of rehearsal 3 where possible, with chases to relevant Principals after that time | |
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Receive subs from Subs Officer and pay into the Account |
Treasurer |
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Receive ticket money from Door Officer and pay into the Account |
Treasurer |
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Receive refreshment money from Refreshment Officer and pay into the Account |
Treasurer |
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Ensure that Permitted Payments are made |
Treasurer |
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Keep accounts and present financial statements to the Trustees at each Trustee meeting |
Treasurer |
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Provide an "explanation of the accounts" to the Manager so that it can be put on the website |
Treasurer |
To be provided no later than the Trustee meeting at which the relevant accounts are presented |
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Be responsible for Gift Aid where possible, including submission of claims to Inland Revenue |
Treasurer with assistance of Subs Officer |
Principals to assist |
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Complete and submit annual tax return to Inland Revenue |
Treasurer |
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Quarterly reconciliations of the Account with cash book balances |
Treasurer |
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Reconciliation of takings with reported ticket sales after each concert |
Treasurer |
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Providing ticket float to Door Officer |
Treasurer |
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Providing refreshment float to Refreshment Officer |
Treasurer |
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Manage the Account |
Treasurer |
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Winding up affairs of the Orchestra in the event of the Orchestra being disbanded |
Treasurer with assistance from Trustees |
All Trustees to act in exact accordance with instructions of the Treasurer. Relevant legal advice etc to be sought. |
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Appoint Subs Officer |
Treasurer |
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Appoint Ticket Officer |
Treasurer |
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Appoint Door Officer |
Treasurer |
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Obtain ticket / receipt books |
Treasurer |
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Issuing ticket book to Subs Officer |
Treasurer |
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Issuing ticket book to Ticket Officer |
Treasurer |
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Issuing receipt books to Ticket Officer and Subs Officer |
Treasurer |
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| SUBS OFFICER | |||
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Collect subs |
Subs Officer, reporting to Treasurer |
To be collected by end of rehearsal 3 where possible, with chases to relevant Principals after that time | |
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Chase for unpaid subs after rehearsal 3 |
Principals, instructed by Subs Officer |
On receipt of list of non-payers from Subs Officer |
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Be responsible for Gift Aid where possible, including submission of claims to Inland Revenue |
Treasurer with assistance of Subs Officer |
Principals to assist |
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Distributing tickets which come free with subs |
Subs Officer |
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| TICKET OFFICER | |||
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Distributing additional discount tickets |
Ticket Officer
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| MUSIC LIBRARIAN | |||
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Obtain original parts for Orchestra |
Music Librarian reporting to Conductor |
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Distribute original parts to, and collect parts from, Principals |
Music Librarian |
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Supplying original parts to Manager for photocopying |
Music Librarian |
To be done at least one week before parts are required |
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Chase for missing parts |
Music Librarian with assistance from Principals |
Music Librarian to forward list of missing parts to Manager for circulation on email list |
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Return parts to music libraries |
Music Librarian |
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| REFRESHMENT OFFICER | |||
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Provision of refreshments at concert |
Refreshment Officer |
Funding to be claimed back through presentation of receipts to the Treasurer. |
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Arranging for gifts for Soloists |
Refreshment Officer |
Funding to be claimed back through presentation of receipts to the Treasurer. Please note that funding is NOT available for a gift to the Leader, and that gifts should not exceed £25 per Soloist |
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| DOOR OFFICER | |||
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Arrange for requisite door staff for concerts |
Door Officer |
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Arrange for collection of ticket money on the door, and for record of ticket breakdown |
Door Officer |
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Manage sale of programmes at concert |
Door Officer |
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| PROGRAMME OFFICER | |||
