BOARD OF DIRECTORS - Job Descriptions

View the various job descriptions each board member takes on here. Subject to change.

President

1. Arrange for and conduct monthly Board Mtgs.
2. Promote and advocate for the orchestra
3. Liason between Board of directores and Orchestra members.
4. Liason between patrons and Orchestra
5. Chair Board Development Committee.
6. Attend various workshops on fundraising.
7. Oversee and assist with arrangements for rehearsals and concerts

Business Manager

Business manager of the Huronia Symphony Orchestra.
This position is accountable to the Board of the Huronia Symphony Orchestra Inc. The primary focus of the position of Business Manager is to ensure the smooth operation of the concert performances for the season. This will include managing and delegating tasks associated with but not necessarily limited to:

1. Attend monthly board meetings
2. Confirming and securing venues for concert and rehearsal space
3. Communicating with the Music Director re: musical program design and planning
4. Communicating with volunteers for front of house and setup/ takedown duties
5. Communicationg with Orchestra setup team regarding setup/takedown duties.
6. Maintaining databases of subscribers, sponsors, fundraiser attendees, symphony musician membership past and present
7. Ensure the timely design, editing, proofing, printing and  distribution of print and media publications such as brochures, programmes, posters, press releases etc., tickets, etc
8. Updating information and referring same to webmaster for website applications
9. Negotiate contracts/agreements, accommodation requirements with Guest soloists
10. Negotiate contracts/agreements with Professions musicians
11. Pick up mail from post office, manage paper and electronic correspondence associated with the Symphony's activities
12. Assist with Fund-raising projects such as the Golf Tournament
13. Completing and processing Government forms.
14. Processing Ticket and subscription sales and records
15. Working with volunteers to secure sponsors, advertisers, and contacts with community groups, music studios and schools with music programs
16. Collecting, recording, depositing monies received from sponsorships, donations, advertising and ticket sales and communicating reports of same to the bookkeeper and treasurer
17. Maintaining and backing up computer files.

Directors:

1. Attend monthly board meetings.
2. Work on one of the available committees
3. Promote and advocate for the orchestra
   

Secretary:
The following describe the duties of the Secretary:

1. Attend all Meetings of the Board of Directors which are usually held once per month.  In addition, attend Annual General Meeting.
2. Record minutes of the meeting.
3. Transcribe minutes and send to all board members for approval.
4. Make changes, omissions, etc., as per feedback from board members.
5. Prepare final version of minutes and send to all members.
6. Keep records of all board members with names, addresses, birth dates, telephone numbers and occupations.  Update on a regular basis.
7. Telephone Monitoring -  On a daily basis during concert season, check for messages on the HSO’s main telephone line.  Decide on importance of message and relay details to appropriate board members.
8. Ticket Requests – Prior to concerts, monitor messages, make return calls, take details of ticket requests and relay information to Business Manager and Volunteer Co-ordinator
9. Communicate closely with the Business Manager and other Board Members to carry out necessary tasks in order to have a successful, profitable concert season.

• Treasurer:
  

1. Work in conjunction with Bookkeeper and Office Manager to maintain control of spending and bank account.
   

Monthly

1. Forwards the bank account activity to Solutions Plus for preparation of the monthly statements, ie: Profit and Loss & Balance Sheet, outstanding cheques.
2. Once P& L and Balance sheet is prepared compare with the Deposit Tracking spread sheet received from the Office manager for accuracy.
3. Present monthly updates to the board. It has been my practice to do a semi annual and an annual summary of the financial activity of the Huronia Symphony and present in March and September.
   
   Annually
   
4. Prepare annual budget.
5. Prepare Income tax and submit to Revenue Canada.
6. Request that bookeeper prepare and submit the GST rebate
7. Work with the Grant writer to provide the financial information for completing the various grants applied for ie: City of Barrie, Ontario Arts Council, Trillium etc.

Publicity & Marketing

The following describes the duties of the Publicity and Marketing Board Member(s:

1. Attend all HSO Board Meetings.
2. Distribute at least two weeks prior to concert dates, the Advertising Posters  prepared by the HSO Business Manager,according to a prepared list which includes many churches, retail outlets, malls, cultural groups, etc., in Barrie and area.
3. Contact various media groups or individuals to request coverage of our concerts.
4. Make arrangements for HSO displays at both the Barrie Public Library and Barrie City Hall.  Collect and arrange appropriate display material including advertising brochures, musical instruments, etc.  Set up and remove displays on designated dates.
5. Communicate closely with the HSO Business Manager to assist with other duties as required in order to lighten his/her workload.

New board members wanted.

We have a particular need for support and assistance in the areas of marketing, publicity and fundraising. If you have an interest in donating your time, talent or treasure to the HSO, please contact our Business Manager Lynn Lockhart (705)721-4752 or email our office here....