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.

Pay subs

Orchestra Members

Subs should be paid by end of rehearsal 3

Ensure Gift Aid form completed and returned to Treasurer wherever applicable

Orchestra Members

Please speak to the Treasurer if you have any queries

Assist as much as possible on concert day, especially after the concert in clearing away

Orchestra Members

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

Make suggestions for future programme items

Orchestra Members

Suggestions to be emailed to:

drtinamehta@hotmail.com

Attend "the vast majority" of rehearsals

Orchestra Members

Carry out necessary private practice

Orchestra Members

Inform relevant Principal of absences

Orchestra Members

Even a text or an email is hugely appreciated

Inform manager of changes of email or telephone details

Orchestra Members

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!

Conduct Full String Rehearsals

Leader

To liaise with Conductor as regards the relevant passages

Lead Orchestra at rehearsals

Leader

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

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

Start tuning on the dot of start time, regardless of attendance (including of Conductor!)

Leader

Conduct Full Wind/Brass Rehearsals

Wind/Brass Officer

To liaise with Conductor as regards the relevant passages

Chase for unpaid subs after rehearsal 3

Principals, instructed by Subs Officer

On receipt of list of non-payers from Subs Officer

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

Conduct Sectional Rehearsals

String Principals

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

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

Supervising auditions where necessary

Conductor and relevant Principal

Distribute parts to, and collect parts from, sections

Principals

Principals to be responsible for knowing who has which part.

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

Maintain weather eye on attendance of section.  Chase after each unexplained absence

Principals

Principals to be responsible for phoning / emailing following all unexplained absences

Handle regular absences

Principals and Manager

Principal to discuss Orchestra Member with Manager after 2 unexplained absences

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.

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

Settle section at start of tuning

Principals

Informing players of first "point of concern"

Relevant Principal on instruction from Conductor

Manager and Trustees to be informed by email

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"

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"

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.

Set agenda for meetings of Trustees

Chairman

Items to be invited from all Trustees

Chair Trustee meetings

Chairman

Chair Trustee meetings in the absence of the Chairman

Senior Trustee

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

Act as liaison for suggestions etc from the Orchestra

Orchestra Trustee

Compile, carry out and present a survey of Orchestra Members once a year

Orchestra Trustee

Maintain Programme Suggestion List

Orchestra Trustee

Set Guest Player Fee Table

Manager with approval from Trustees

Approval to be sought whenever amendments are made

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

Select concert venue

Trustees

As and when this requires review

Amend this table

Trustees

By vote if necessary

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.

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

Appoint Manager

Trustees

When necessary

Appoint Conductor

Trustees

When necessary

Appoint Treasurer

Trustees

When necessary

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)

Elect Senior Trustee

Trustees

Annually at meeting after Summer Season

Elect Orchestra Trustee

Trustees

Annually at meeting after Summer Season

Appoint Programme Officer

Manager with approval from Trustees

Collect subs

Subs Officer, reporting to Treasurer

Receive subs from Subs Officer and pay into the Account

Treasurer

Receive ticket money from Door Officer and pay into the Account

Treasurer

Receive refreshment money from Refreshment Officer and pay into the Account

Treasurer

Ensure that Permitted Payments are made

Treasurer

Keep accounts and present financial statements to the Trustees at each Trustee meeting

Treasurer

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

Be responsible for Gift Aid where possible, including submission of claims to Inland Revenue

Treasurer with assistance of Subs Officer

Principals to assist

Complete and submit annual tax return to Inland Revenue

Treasurer

Quarterly reconciliations of the Account with cash book balances

Treasurer

Reconciliation of takings with reported ticket sales after each concert

Treasurer

Providing ticket float to Door Officer

Treasurer

Providing refreshment float to Refreshment Officer

Treasurer

Manage the Account

Treasurer

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.

Appoint Subs Officer

Treasurer

Appoint Ticket Officer

Treasurer

Appoint Door Officer

Treasurer

Obtain ticket / receipt books

Treasurer

Issuing ticket book to Subs Officer

Treasurer

Issuing ticket book to Ticket Officer

Treasurer

Issuing receipt books to Ticket Officer and Subs Officer

Treasurer

Collect subs

Subs Officer, reporting to Treasurer

Chase for unpaid subs after rehearsal 3

Principals, instructed by Subs Officer

On receipt of list of non-payers from Subs Officer

Be responsible for Gift Aid where possible, including submission of claims to Inland Revenue

Treasurer with assistance of Subs Officer

Principals to assist

Distributing tickets which come free with subs

Subs Officer

Distributing additional discount tickets

Ticket Officer

Obtain original parts for Orchestra

Music Librarian reporting to Conductor

Distribute original parts to, and collect parts from, Principals

Music Librarian

Supplying original parts to Manager for photocopying

Music Librarian

To be done at least one week before parts are required

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

Return parts to music libraries

Music Librarian

Provision of refreshments at concert

Refreshment Officer

Funding to be claimed back through presentation of receipts to the Treasurer.

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

Arrange for requisite door staff for concerts

Door Officer

Arrange for collection of ticket money on the door, and for record of ticket breakdown

Door Officer

Manage sale of programmes at concert

Door Officer

Collate programme, arrange for its printing and delivery to the concert venue

Programme Officer

Arrange for advertising to be placed in the programme

Marketing Officer

Suggested prices: £25 for half page, £50 for full page

Liaising with Programme Officer to ensure that advertising is placed

Marketing Officer

Providing Manager with text / pdf flyer for circulation to Orchestra and non-current players

Marketing Officer

Organising GWR, Classic FM plug (plus others where possible)

Marketing Officer

Not less than one week before the concert, and again on day before concert

Organising for printing and distribution of posters / flyers

Marketing Officer

Preparing annual budgets for planned concerts and circulating to all Trustees

Conductor

Upcoming concert's budget to be circulated and approved at the Trustee meeting before that concert

Set Soloist Fees

Conductor and Manager to agree

Where there is disagreement the Trustees shall set the Soloist Fees, though the agreement reached on 26-10-2007 that Soloist Fees should not usually be paid should be borne in mind.

Company Secretarial Role

Conductor

To be reviewed if identity of Conductor changes

Other Statutory Compliance

(eg with requirements of Companies and Charities Legislation)

Conductor

To be reviewed if identity of Conductor changes

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

Appoint Principals (except Leader)

Manager and Conductor to agree

Where musical / administrative reasons dictate, the role of Principal may be split between two members of the relevant section

Appoint Music Librarian

Conductor

Appoint Wind/Brass Officer

Conductor with approval from Manager

Chairman to have casting vote if there is a disagreement

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

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

Conduct Full Rehearsals

Conductor

Attend, observe and contribute to Full String Rehearsals and Full Wind/Brass Rehearsals

Conductor

Appoint Soloists

Conductor

Please note that this does not include agreeing Soloist Fees

Supervising auditions where necessary

Conductor and relevant Principal

Obtain original parts for Orchestra

Music Librarian reporting to Conductor

Inform Manager of "ideal" and minimum requirements in terms of Guest Players

Conductor

To be done not less than 3 weeks before the start of the relevant season

Inform Manager of percussion requirements

Conductor

To be done not less than 3 weeks before the start of the relevant season

Write concert notes on the music selected for performance for the programme

Conductor

To be provided to the Programme Officer not less than one month before the concert date

Book concert venues

Conductor

Arranging audition where necessary

Conductor

Informing players of first "point of concern"

Relevant Principal on instruction from Conductor

Manager and Trustees to be informed by email

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"

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"

Waiver of subs in individual circumstances

Manager

Post most recent accounts and explanation on the website

Manager

As soon as possible after the relevant trustee meeting

Set Soloist Fees

Conductor and Manager to agree

Where there is disagreement the Trustees shall set the Soloist Fees, though the agreement reached on 26-10-2007 that Soloist Fees should not usually be paid should be borne in mind.

Set Guest Player Fee Table

Manager with approval from Trustees

Approval to be sought whenever amendments are made

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

Transport of percussion / stands on concert day

Manager

Take and circulate minutes of Trustee meetings

Manager

Any proposed amendments to minutes to be copied to all Trustees

Ensure that latest Trustee minutes are posted on the website

Manager

As soon as possible after the relevant minutes have been agreed by the Trustees

Maintain this list to reflect latest decisions

Manager

To be circulated to all Officers and Principals before each season, with their relevant jobs highlighted

Make policy announcements to Orchestra

Manager, or delegate

Appoint Principals (except Leader)

Manager and Conductor to agree

Where musical / administrative reasons dictate, the role of Principal may be split between two members of the relevant section

Appoint Refreshment Officer

Manager

Appoint Marketing Officer

Manager

Appoint Programme Officer

Manager with approval from Trustees

Appoint Wind/Brass Officer

Conductor with approval from Manager

Chairman to have casting vote if there is a disagreement

Locate, book and set payment rates of Guest Players

Manager

Guest Players fees should be subject to the Guest Player Fee Table.  Guest players should be booked before rehearsal 1 where at all possible.

Photocopy necessary parts for start of season

Manager

Distribute photocopy parts to Principals at start of season

Manager

Provide Leader with one photocopy of each string part at first rehearsal

Manager

Maintaining email list

Manager

Provide Subs Officer, Ticket Officer, Programme Officer with orchestra list

Manager

To be done at the earliest opportunity

Write "Brunel Sinfonia News" for the programme

Manager

To be provided to the Programme Officer not less than one month before the concert date

Enter all deadlines contained in this table to diary and issue reminders on day of deadline where not complete

Manager

Handle regular absences

Principals and Manager

Principal to discuss Orchestra Member with Manager after 2 unexplained absences

Provide list of contact details of section to relevant Principal

Manager

To be circulated not more than 2 weeks after start of season

Circulate details of each rehearsal

Manager

Aim for Mondays

Book rehearsal venues

Manager

Setting up for each rehearsal

Manager

Setting up for concert

Manager

Liaison with concert venue re concert day arrangements (but not bookings)

Manager

Booking percussion instruments required

Manager

Unless unusual prices are to be paid, Manager to agree hire rates independently

Organising normal member list for each concert

Manager

Fielding requests to join the Orchestra

Manager

Maintaining file of application forms

Manager

Maintaining Excel contact list

Manager

Maintaining E-mail distribution lists for

Current Players

Manager

Waiting Strings

Waiting Wind

Waiting Brass

Alumni / Contacts

Maintaining website

Manager

To be updated where necessary at least once a month

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"

Day-to-day announcements

Manager

To take place at interval where necessary – otherwise by email where possible

Emailing non-current players with details of concerts

Manager

Text / pdf flyer to be provided by Marketing Officer

Account

means

the bank account in the name of the Brunel Sinfonia, currently:

Bank:  The Royal Bank of ScotlandAccount name:  The Brunel SinfoniaAccount no:  10112775

Sort code:  161425

Gift Aid

the forms and procedures required in connection with gift aid tax relief

Guest Players

those players who are not members of the Orchestra required for performances and who are not Soloists

Guest Player Fee Table

the table at Appendix 2

Leader Fees

the monies to be paid to the Leader for his/her services

Officers

all those positions listed in the column headed "Position" in the table at Appendix 1

Orchestra

The Brunel Sinfonia

Principals

the Leader, the principal of each section of the orchestra and (where appointed) the administrative principal of the first violins

Programme Suggestion List

a list of all items suggested by Orchestra Members for the programme

Soloist

an individual musician performing a concerto or equivalent

Soloist Fees

means the fee to be paid to a Soloist

Trustees

Ex-officio:  Manager, Conductor, Treasurer

and

three trustees elected from the Orchestra, one each year