Job DeScriptions

PRESIDENT

Job Description

Appoint quality people to replace chairpersons whose terms expired. Report to IBA as required. Prepare agendas for district meetings, update all district events and send to our web master, arrange a summer planning meeting with officers and chairpersons, forward state membership list to district chair.

May (at IBA Conference)

Talk with past president about upcoming job, line up new affairs members as needed, prepare report and attend IBA business meetings. June - Prepare report and list of officers for IBA summer meeting in Des Moines, send out a reminder to district officers and chairpersons of the date, time and place of the summer planning meeting (include copies of their event information and ask the to bring changes to meeting), prepare budget for upcoming year.

July

Hold summer planning meeting to discuss next year's budget and update all district events for the upcoming year, attend summer IBA meeting in Des Moines or send report to the IBA secretary (dates vary from year to year), contact membership, mail to membership an invitation to the August district meeting and include the following nomination form for SEIBA President-Elect (every other year), Karl King active & retired, IBA Hall of Fame (deceased). Also include next year's membership form & intent to register information.

August

Send president's message and updated event and entry information to our web master for the district website, set agenda for fall meeting.

September

Mail to the membership a postcard reminder to check the website for the following president's message, dues registration form, calendar of events and deadlines, event descriptions and registration forms.

October

Mail to membership a ballot of SEIBA candidates (have it returned to the Public Relations Chair), create or update a membership email database for fast and effective communication with district membership throughout the year.

November

Prepare a report for IBA Business Meeting in conjunction with IMEA/All-State, usually held in Ames, order guest conductor plaques (Harry's Trophies in Iowa City) and participation certificates for honor band festival.

January

Set agenda and run the winter meeting, announce results of district election and service award nominees, remind nominees to send bios and photos to IBA magazine editor, remind Major Landers Chair to have district winner's director send student's bio and picture to IBA magazine, find out who is retiring or is at the 30-year tenure level.

February

Send retiree's names and 30-year tenure directors to IBA president-elect, get Major Landers results for Spring report.

May

Prepare agenda for district meeting, prepare report with SEIBA states for the IBA business meeting, have the treasurer send $100 to IBA for the banquet, invite the SEIBA Major Landers Candidate to the IBA Luncheon, get books and computer disk ready to pass to next president, spend time talking with new president about the position.

PRESIDENT-ELECT

Job Description

Attend district meetings. If possible, attend state meetings to observe November in Ames and May in Des Moines, oversee district nomination and elections. Work with Immediate Past President to cover responsibilities of a chair in the event that they cannot fulfill their responsibilities. Assume the role of President in the event that the current President cannot fulfill their responsibilities.

August

Attend district members meeting.

November

IBA Business meeting in Ames, tabulate district election results and report to president.

January

Attend district meeting during honor band festival.

March

Prepare district candidate campaign for IBA spring elections and mail to IBA membership.

May

Attend district luncheon state business meeting at IBA.

SECRETARY

Job Description

Keep all minutes of SEIBA meetings.

July/August

Prepare for the late summer executive meeting, being sure to have minutes from previous year's meetings for a record of any changes enacted during the year.

August

Prepare for fall meeting, including minutes of Executive Board meeting and May meeting.

January

Prepare for meeting during Honor Band Festival. Have minutes of October meeting.

April/May

Prepare minutes of previous meetings for May IBA conference meeting. Copy and share with members.

TREASURER

Job Description

Keep all monetary records for the Southeast Iowa Bandmasters

July/August

Prepare for summer meeting. Have treasurer's report of balance on hand and any expenditures or receipts since May meeting.

August

Prepare for fall meeting. Record dues payments. Update spreadsheet for Membership Chair and President.

January

Prepare for meeting at Honor Band Festival. Give treasurer's report. Be sure you have "start up" money for honor band concert ticket sales. Entry fees for SEIBA festivals will be received at Honor Band.

Supply financial records to President for tax-exempt status renewal.

February

Judges vouchers and other contest expenses will be received. It is important to pay people immediately.

March

Pay jazz festival and contest expenses.

April/May

Prepare a detailed treasurer's report for May IBA conference meeting. Copy and share with members present at that meeting. Evaluate each event's receipts and expenditures; to be sure the district is not losing money. If problems seem to be arising in this area, be ready to make recommendations to the Executive board (raising fees?)

June/July

Pay outstanding bills as they are received

IMMEDIATE PAST PRESIDENT

Job Description

Work with the President-Elect to cover responsibilities of a chair in the event that they cannot fulfill their responsiblities.

HISTORIAN

Job Description

Collect and maintain historical information about the SEIBA district. Work with Webmaster to create/maintain a webpage on the district website.

LIBRARIAN

Job Description

Maintain the district music library spreadsheet. Be the contact for purchases of music. Work with the honor band chairs with organization and sales of music.

ELEMENTARY AFFAIRS

Job Description

Serve as liaison between SEIBA and IBA in matters concerning elementary bands. Attend district meetings in August, January and in May. Make reports as needed, which may be as few as none. Attend state committee meetings in November and in May, if requested.

JUNIOR HIGH AFFAIRS

Job Description

Serve as liaison between SEIBA and IBA in matters concerning MS/JH bands. Attend two state meetings one at the conference and one at the discretion of the state chair. Attend district meetings in August, January and May. Make reports as needed. Oversee the audition process for selecting our district's student representative to the IBA Middle School Honor Band, held in May in Des Moines. Report student's names and other required information to the Junior High State Chairperson.

July

Check SEIBA Newsletter for accuracy

November

Committee meeting at request of state chair

January

Pass out IBA Honor Band folders and collect individual fees to be forwarded to SEIBA Treasurer

March

Assist in IBA Honor Band preparation

May

Assist in setting up and running of IBA Honor Band at convention and attend committee meeting.

CONCERT BAND AFFAIRS

Job Description

Serve as liaison between SEIBA and IBA in matters concerning concert bands. Attend district meetings in August, January and in May. Make reports as needed. Attend state committee meetings in November and in May.

November

Attend the Concert Band Affairs Committee meeting in conjunction with the IMEA/All-State Festival in Ames.

May

Attend the Concert Band Affairs Committee meeting in conjunction with the IBA Convention in Des Moines.

MARCHING BAND AFFAIRS

Job Description

Serve as liaison between SEIBA and IBA in matters concerning marching bands. Meet with IHSMA Executive Secretary in Boone at the close of the fall marching season. Be willing to input ideas concerning the operation and evolution of Iowa high school marching bands. Attend district meetings in January and in May. Make reports as needed. Attend state committee meetings in November and in May.

November

Attend the Marching Band Affairs Committee Meeting in conjunction with the IMEA/All-State Festival, usually in Ames.

January

Make a report at district meeting

May

Attend the Marching Band Affairs Committee meeting in conjunction with the IBA Conference and make a report at the district meeting.

JAZZ BAND AFFAIRS

Job Description

Serve as liaison between SEIBA and IBA in matters concerning jazz bands. Relay any concerns or questions the district membership may have regarding the State Jazz Band Contest and make recommended changes to the IHSMA Executive Board. Attend district meetings in January and in May. Make reports as needed. Attend state committee meetings in November and May.

November

Attend the Jazz Band Affairs Committee meeting in conjunction with the IMEA/All-State Festival in Ames.

May

Attend the Jazz Band Affairs Committee meeting in conjunction with the IBA Convention in Des Moines.

COLLEGE AFFAIRS

Job Description

Serve as a liaison between SEIBA and IBA in matters concerning college bands. Attend district meetings in January and in May. Make reports as needed. Attend state committee meetings in November and in May, if requested.

October

Prepare for the College All-Star Band

November

College All-Star Band in conjunction with the IMEA/All-State Festival in Ames.

May

Attend appropriate meetings at IBA Conference.

MENTORSHIP CHAIR

Job Description

Serve as a liaison between SEIBA and IBA in matters concerning new directors. Facilitate job transition for directors moving into Southeast Iowa. Answer questions from beginning directors concerning education, district activities, and IBA activities. Attend meetings in August, January and in May. Make reports as needed..

IBARD (IBA Retired Directors)

Job Description

Attend May conference and assist with the IBARD table. Contact newly retired district directors for membership.

MEMBERSHIP CHAIR

Job Description

Collect dues. Keep record of dues payments. Update membership directory containing school and home addresses and phone numbers of SEIBA directors. Prepare directory for website. Attend district meetings in August, January and in May. Make reports as needed. Check GoogleDoc to confirm who are paid members of SEIBA and contact those members who are not current. Work to recruit new members and increase retention of former members. Contact event chairs to see who is registered for those events and confirm that they are paid members. Attend district meetings in August, January, and May. Make reports as needed.

August

Start work on updating membership directory

Sept/by October 1

Get list of members and dues status to SEIBA President to create a membership mass email list. Prepare membership directory for website. Get list of members and dues status from Treasurer/Mentorship chair and report to SEIBA President on current membership status.

November

Collect dues

December

Send list of paid SEIBA members to Festival Chairs to ascertain participating director's dues are paid. Contact Honor Band Festival Chairs to obtain registration lists and contact shoe members who are not current on dues.

January

Make a short report at Honor Band SEIBA meeting.

February/March

Participating directors at the SEIBA Solo Contest, Jazz Festival and JH & HS Concert Band Festivals should have paid dues. Contact Chairs of Solo Contest, Jazz Festival, & JH & HS Concert Band Festivals to obtain registration lists and contact those members who are not current on dues.

May

Make a short report at SEIBA meeting at IBA

MAJOR LANDERS SCHOLARSHIP CHAIR

Job Description

Set up and run auditions to select the top 3 Major Landers candidates. As of 2004, awards are as follows 1st place - $500; 2nd place - $300; 3rd place - $100. Send names to State Chair of IBA Major Landers committee, SEIBA Treasurer & IBA magazine editor.

December

Entry deadline for applicants.

January

Conduct auditions at the honor band festival. Notify IBA State Chair and SEIBA Treasurer of results. State Chair will need a copy of the winner's entry form. Remind winner's director to send bio/photo to IBA magazine.

February

Send all candidates a letter of congratulations, including the final results, and further results, and further instructions, reminding them to provide proof of registration to treasurer to receive money.

RESEARCH AND DEVELOPMENT CHAIR

Job Description

Attend district meetings in August, January and May. Make report as needed.

November

Attend state-level committee meeting at IMEA/All-State Festival in Ames (only required if also the state chair)

May

Attend state-level committee meeting at IBA Conference in Des Moines.

HONOR BAND CHAIR

Job Description

Attend meetings in July/August, January and May. Make reports as needed. March

Contact guest conductors for the next year.

August

Confirm the JH and HS Honor Band guest conductors. Order all music for the bands.

September

Notify the SEIBA President of guest conductors for website. Verify etudes with President for website.

December

Collect entry forms. Finish stuffing folders. Request a list of directors in good standing from membership chair. Crosscheck with list of participating directors. Formulate and put on website the audition schedule. Select auditors for audition Fairfield audition site. Reserve hotel rooms for guest directors. Order plaques for guest conductors. Harry's Trophy's in Iowa City has been the company we've used with our SEIBA/IBA logo. Make Concert Programs (AEA copies). Make sure enough audition materials (AEA copies) Request seating charts from guest conductors.

January

Take folders to Fairfield for distribution. Request checks from treasurer to pay conductors the day of event. Assist where needed during event. Line up someone to take guest conductors to lunch. Provide a seating chart for each band.

HONOR BAND AUDITION SITE CHAIR

Job Description

Have building, enough rooms, concessions, and equipment ready for audition day. Attend meetings in January and in May. Make reports as needed.

November

Order concessions, set up kitchen help and parent help.

December

Confirm with Honor Band Chair how many rooms are needed for each section. Mail back room numbers. Encourage all participating directors to judge.

January

Provide for audition day the following:

- Student and parent monitors for each audition room

- Have 2nd shift to cover call-backs

- Student and parent workers for concessions (AM & PM)

- Office help for running no-shows to rooms and for posting call-backs and results

- Table for handing out Honor Band folders

- Provide percussion equipment as needed

HONOR BAND FESTIVAL SITE CHAIR

Job Description

Pending

JUNIOR HIGH CONCERT BAND FESTIVAL CHAIR

Job Description

Organize the district junior high concert band festival by coordinating the following

- Arrange two or three sites

- Arrange for three judges at each site

- Work with site managers in providing appropriate equipment

- Schedule the bands at each site

- Receive reports from site managers regarding results of the festival

- Report festival results to the IBA magazine

- Send than you letters to site managers and judges

- Attend meetings in January and in May

- Make reports as needed

July

Prepare reports for district chairperson summer meeting

August

Attend fall meeting, contact sites for festival (try to form a triangle in the district to cut down travel for participating schools).

September

Begin contacting judges, secure expense forms to use for judges.

November

Finalize judges, participant forms usually begin arriving.

December

Prepare mailings for participating sites, Continue to receive participant entries.

January

Get list of directors in good standing from membership chair, Crosscheck with participating directors, Entries at deadline point, give report at January meeting.

February

Send band schedule to directors and site managers, send judges schedules, instructions, and expense forms.

March

Receive festival results, send thank you notes to judges and site managers, report results to IBA magazine.

April

Check to see if judges have been paid.

HIGH SCHOOL CONCERT BAND FESTIVAL CHAIR

Job Description

Line up adjudication (spring of previous year), invite guest college band (spring of previous year), secure sight reading music (Sept./Oct.), collect entry fees, pick up clinicians from the airport if needed, set up festival schedule (January)

HIGH SCHOOL CONCERT BAND FESTIVAL SITE CHAIR

Job Description

Have building, enough rooms, concessions, and equipment ready for event. Attend meetings in January and in May. Make reports as needed.

January

Make hotel reservations for adjudicators, line up parent workers.

February

(week one) Order cassette and video tapes needed for festival

(week two) Send email to directors letting them know what percussion equipment will be available on stage and in the sight reading clinic, ask directors to send program information.

(week three) Type of festival program, reserve tape recorders from library

(week four) Send program to print shop, get school packets ready, have supper arrangements made for adjudicators during the Friday night break.

(during festival) Assist where needed.

ELEMENTARY HONOR BAND CHAIR

Job Description

Attend meetings in July/August, January, and May. Make reports as needed.

September

Contact guest conductors and have them pick music.

December

Get guest conductor's signed contracts and music selections. Order all music for the bands (3 sets of each selection).

January

Send out the nomination link via email. Organize t-shirt design and order form.

February

Figure out instrumentation and percussion assignments.

March

Notify band directors of accepted students. Stuff folders with concert music, schedule, tee shirt order form, and percussion assignments chart. Separate folders by school for Griggs and West Music reps to deliver. Contact HyVee in Washington to order student and director lunch boxes. Contact Washington band directors for percussion and other equipment needs. Ask participating directors for help with sectionals, recreation games, lunch servers, rehearsal setup, and concert admissions.

April

Get seating charts from guest conductors. Pick up and sort t-shirts. Setup bands the day before the festival and emcee the concert. Take the guest directors out for dinner.

May

Sort and sell concert music at discounted price.

ELEMENTARY/JH SOLO AND ENSEMBLE FESTIVAL

Job Description

Oversee site selection, entries, and scheduling of the SEIBA Solo and Ensemble Festival, attend meetings in January and in May, make reports as needed (refer to the special SEIBA Solo & Ensemble Festival Guidebook for timeline), Get list of directors in good standing from membership chair in December to crosscheck with list of participating directors.

JAZZ FESTIVAL CHAIR

Job Description

Oversee all organizational duties leading up to the day of the event. Attend meetings in August, January and in May. Make reports as needed.

May

Get application for sanction of interstate music event from IHSMA Executive Secretary in Boone.

September

Start lining up clinicians and judges.

December

Get list of directors in good standing from membership chair to crosscheck with list of participating directors.

January

First week - send contracts to judges and clinicians. Fourth week - order trophies (3 places in each class) plaques for outstanding soloists (1 in each class) and participation plaques for non-placing junior high bands, classes include JrHigh, A, 1A, 2A, 3A, 4A, 2nd Band (HS).

February

First week - send out director's letter including the following information center information, schedules, maps, ballots, and personnel information sheets, order cassette tapes (West Music). Still in February - Second week - write and send out news release, send out final judging information, set up piano tuning, line up workers for contest, line up workers for concessions.

March

First week - make envelopes for each school, make posters (Center & Warmup I, II, III, Cafeteria), make list of duties for workers, arrange lunch plans for judges, order coffee, donuts, etc. for director's lounge, room utilization list to West High teachers, make sure that a custodian will be available all day. Second week - send results and forms to IJC, mail recap sheets to participating directors, report results to the IBA magazine.

STUDENT AFFAIRS CHAIR

Job Description

Serve as a liaison between SEIBA and Southeast Iowa Colleges by sending a letter to music faculties, encouraging student membership in the Iowa Bandmasters Association and encouraging attendance at events in November, January and in May, especially the state conference in Des Moines in May.

PUBLIC RELATIONS CHAIR

Job Description

Work with the district president to oversee election results in October (see president's job description for more details). Design, print, and mail a campaign brochure of SEIBA candidates to all IBA members in March.