Ithaca Concert Band Member Handbook 2014
ABOUT THE ITHACA CONCERT BAND
The Ithaca Concert Band was founded in 1976 by a group of people who realized the community was missing an important part of its musical foundation — a community band. The band was formed with the intention of providing live, quality musical performances at places accessible to all people of Tompkins County and to offer local musicians a challenging and rewarding musical experience in an encouraging environment. To this day, the band carries on its original mission.
The band's first conductor was Joan Beeler. During the beginning stages in 1976, Joan and the founding members worked hard to secure funding, rehearsal space, and additional musicians to perform. In 1977, Joan left the band and Henry Neubert took over the leadership. Henry, a professor at the Ithaca College School of Music, conducted the band until July 1999 — an amazing 22 years.
At the beginning of the 2000 summer season the band welcomed Beth Peterson and Keith Kaiser (faculty members at Ithaca College) who shared the role of conductor. Mark Fonder, also an Ithaca College faculty member, succeeded Kaiser in 2011. Arthur Carichner and Richard (Rick) Elick Jr. took over the co-conducting duties during the summer of 2015.
The Ithaca Concert Band is a popular group, drawing crowds in excess of 300 at its performances on the Ithaca Commons during the summer. The band is also popular with the area's musicians and has had over 500 people who have played with the band over the years. Believe it or not, we have people in the band now who were there when it all began.
The band plays many concerts throughout the year, both inside and outside, at locations around Tompkins County and sometimes farther away. In addition to the summer concerts, the band plays at fundraisers for charitable organizations, at more formal indoor concerts, and at local events such as picnics and carnivals. The band is the community's band and the band's Board of Directors selects concert venues that allow us to be seen and heard by many different people at a variety of locations.
The Ithaca Concert Band is managed by its members on a volunteer basis. There are many opportunities for band members to get involved in the management of the band’s operations, concerts, and other events. We encourage everyone to share their enthusiasm, expertise, and skills. Those interested in volunteering for the Board should talk to the band president.
The band has an all-volunteer Board of Directors and several committees. Responsibilities of the Board of Directors are listed in the band’s by-laws. Briefly, the Board is comprised of four Officers, four Directors, and one or two Members at Large. Elections are held annually in February.
|President||Julie Waters (2019)|
|Vice President||David Syracuse (2020)|
|Treasurer||Peter Miller (2019)|
|Secretary||Christine Evans (2020)|
|Personnel||Kathy Burlitch (2019)|
|Concert Production||Erika St. Denis (2020)|
|Publicity||Dave Wohlhueter (2019)|
|Fundraising||Steve Magacs (2020)|
|Members at Large|
|John Greenly (2019)|
|Kelly Craft (2020)|
(Year Term Ends)
Members of the Board of Directors are elected to a 2-year term.
Elected in odd numbered years: President, Treasurer, Personnel, Publicity, 1 Member at Large
Elected in even numbered years: VP, Secretary, Concert Production, Fundraising, 1 Member at Large
Appointed as needed, for a 2 year term:
Equipment Manager: vacant
Librarian: Ellen Matuszak
Sound Manager: vacant
Webmaster: Lindsay Cosley
SELECTION: Individuals are appointed by the board to serve as leaders for instrumental sections (or combination of sections) of the band. The appointments are reviewed yearly by the board.
Flutes & Piccolos: Barry Hughes, 277-3554
Clarinets: John Greenly, 255-7379, 533-8892
Saxophones & Double Reeds: Lisa Payne, 844-9742
Trumpets & Cornets: Julie Waters, 592-8657
French Horns: Liz Eleck, 272-8351
Trombones & Tubas: Jim Lowe, 607-708-8021
Baritones & Euphoniums: Marty Waters, 273-4675
Percussion: David Syracuse, 607-592-7028 and Ellen Matuszak, 272-7456
SECTION LEADER RESPONSIBILITIES:
A. Entertain inquiries from prospective new members about joining the band, and, in consultation with the conductor, decide whether to accept each new member based on the availability of space within the section, the new member's musical abilities, and any other relevant musical or logistical considerations. Decide where to place new members within the section based on the section's needs and the musical skills of the members.
B. Organize a section roster with addresses, phone numbers, and e-mail addresses to be made available to the Personnel Manager and members of the section. Notify the Personnel Manager of any member or contact information changes. Identify and speak with any new or returning members that wish to join after the initial registration period each season. Give blank registration forms to those members to fill out, collect the completed forms, and return them to the Personnel Manager along with any other pertinent information regarding those members.
C. Decide on the part distribution and individual seating assignments within the section, in consultation with the conductor as appropriate.
D. Be available to all members of the section to address any questions concerning playing techniques, intonation, and part interpretation.
E. Make certain that all section members (especially new members) have a copy of the ICB Handbook, are aware of any changes in schedule, and understand the protocols for concert dress, attendance, paying dues, and music folder responsibilities.
F. Report to the conductor any projected absences within the section for required rehearsals and concerts.
MEMBERSHIP AND DUES
Membership in the Ithaca Concert Band is open to all community musicians, although the band's members are predominantly adults. Members are accepted based on the band's personnel needs and logistical requirements. Playing in the band is considered a privilege that entails responsibility, dedication, maturity, and enthusiasm for making music with other musicians of similar spirit and interest.
Generally, there are more opportunities for new members to join the band during the summer season. During the fall, winter, and spring, the band's musical needs can be more specific and exacting.
Prospective new members may contact the appropriate section leader, band president or vice-president, or conductor to inquire about the band. Before officially joining the band, prospective new members will be directed to speak with the section leader to find out about current openings and needs within the section and to discuss the prospective member's musical background and availability. Former members who wish to return after a seasonal or extended absence should also speak with the section leader.
Annual dues for a full membership in the Ithaca Concert Band are $25.00; dues for additional family members are $12.50 each. Dues are to be paid in full at the beginning of each season starting in September. Payment of dues gives membership privileges, including full participation in rehearsals and concerts, listing of the member's name in concert programs, voting eligibility, and access to any other activities or services sponsored by the band. Dues for those individuals who wish to participate exclusively in the band’s summer concert series are $12.50. Summer dues for additional family members are $6.25. Payment for the summer season is due at the first summer rehearsal attended.
In cases of financial hardship, the Ithaca Concert Band president or treasurer may reduce or waive an individual’s dues. The band president or treasurer will consider requests for dues reduction on a case-by-case basis.
All band members are expected to attend rehearsals regularly. This is especially true of dress rehearsals (the rehearsal immediately preceding any concert). To be eligible to play in a concert, you must attend the dress rehearsal and at least one of the two rehearsals immediately preceding the dress rehearsal. Only the conductor whose decision shall be final may make exceptions.
It is the band member’s responsibility to notify his or her section leader about any planned absences. Remember, your music folder must be at the rehearsal even in your absence, so plan accordingly. If you must miss a concert, notify your section leader as soon as possible so arrangements can be made to see that your part is adequately covered.
LOCATION: The band rehearses every Tuesday evening from 7:30 until 9:00 p.m. at the First Congregational Church, 309 Highland Road in Ithaca.
SETUP: Chairs, stands and folders are set up and taken down by band members before and after each rehearsal.
MUSIC FOLDERS: Members are permitted to borrow music folders and must sign them out at the end of rehearsal in the sign-out book by the door. In addition, band members must find a way to return the folder at the next rehearsal even if not attending the rehearsal.
ANNOUNCEMENTS: Announcements are usually given at the podium during rehearsal breaks and may be given by any member who has pertinent information for the band. There is a short break midway through each rehearsal. Important information is also shared via email and on the ICB Facebook page.
CONCERT SCHEDULE: The concert schedule will be arranged and published in advance of the concert dates. The tentative summer schedule will be announced the first week of June or sooner. When performance opportunities arise on short notice, the membership will be polled as to their availability. The board will then issue a decision based on the interest shown.
CONCERT ATTENDANCE: Members unable to perform in a concert must notify their section leader as soon as possible thereby enabling their part to be covered.
SET UP: Members are required to help with setting up and transporting of equipment twice per year. A sign-up sheet will be posted at the dress rehearsal. During the summer, the sheet will be posted at all rehearsals. Upon signing up, members will receive assignments and further instruction from the equipment manager.
CONCERT VENUES: Our outdoor concerts require special planning by all members. Everyone should wear clothing appropriate for the weather and bring items such as water, sunglasses, and hats, if needed.
CONCERT PROGRAMS: The conductor chooses our concert music programs. Suggestions are always welcome.
Men: "tuxedo look" (tuxedo or dark suit with bow tie, white shirt), appropriate shoes.
Women: Black top with black skirt or slacks, or black dress, appropriate shoes.
Men and women: White shirt or blouse, black slacks, shorts, or skirt, appropriate shoes.
CONCERT PROCEDURE: Members should arrive at the concert location to allow time to unpack, warm up and become acclimated. Members need to be on stage at least 15 minutes before curtain time so the band can tune and warm up on stage. Extraneous noise and talking should be kept to a minimum. Members should check to see that music is in the proper order and necessary accessories (reading glasses, mutes, reeds, clothespins, etc.) are present. The concertmaster (first chair clarinet) gives the cue to stand and face the audience when the conductor enters. During the concert, stay alert – anything can happen or change. Watch the conductor. If the conductor motions for soloists or the entire band to stand, do so quickly being sure to face the audience and smile.
The Ithaca Concert Band Inc. is a not-for-profit corporation as specified in Section 501(c)3 of the Internal Revenue Code of 1954.
SOURCES OF REVENUE:
1. Membership dues.
2. Contributions from members, families, friends and the business community. Classifications have been established based on the level of annual contributions based on the calendar year: Friend: $25-$99, Donor: $100-$199, Benefactor: $200-$499, Patron: $500-$999, Podium Club: $1000+
3. Grants from public sources such as the NYS Council for the Arts, the Community Arts Partnership of Tompkins County, as well as from private corporations, foundations and other organizations interested in promoting the Arts.
4. Performance payments from the event organizers. Arrangements vary.
5. Voluntary donations from concert attendees and band members.
1. Honoraria for conductors, guest musicians and guest soloists.
2. Costs to use concert and rehearsal spaces.
3. Property and liability insurance.
4. New equipment and music.
5. Publicity and promotional costs.
6. Expenses to rent truck and transport equipment to performance venues.
7. Minor administration expenses.
BY-LAWS OF THE ITHACA CONCERT BAND INC.
Section 1. Office. The office of the corporation shall be located in the City of Ithaca, County of Tompkins,
and State of New York.
Section 1. All persons presently playing in the band shall automatically be members of the corporation.
Section 2. Any person who is a musician or interested in the activities of this corporation may become a member upon acceptance of his or her application and membership fee by the President. The conductor may audition persons who apply to become playing members of the corporation. The audition or admission to membership may be denied, if, in the conductor’s role discretion the band does not need another player of that instrument at that time, or if, after audition, the conductor is of the opinion that the applicant does not possess the talent or the aptitude to become a playing member of the corporation.
Section 3. Resignation. Any member may withdraw from the corporation at any time upon giving notice to the secretary of the corporation.
Section 4. Suspension and expulsion. A member may be suspended for a period or expelled for cause, such as violation of any of the by-laws or rules of the corporation, or for conduct prejudicial to the best interests of the corporation. Suspension or expulsion shall be by a unanimous vote of the board of directors.
Section 5. Concerts. To be eligible to play in a concert, a member must attend the dress rehearsal and at least one of the two rehearsals immediately preceding the dress rehearsal. Only the conductor whose decision shall be final may make exceptions.
Section 6. Membership fee. The membership fee shall be twenty-five dollars ($25.00) per year for individuals. For families, the fee shall be twenty-five dollars ($25.00) per year for the first member and twelve dollars and fifty cents ($12.50) per year for each additional member of the first member’s immediate family (i.e. spouse, parent, child, or sibling). The membership fee shall be twelve dollars and fifty cents ($12.50) for individuals who only join for the summer season. In case of hardship, a waiver of the membership fee will be decided by the band president and treasurer on a case-by-case basis.
Section 1. Annual meeting. A meeting of the members shall be held annually for the election of directors and transaction of other business on such day in the month of February in each and every year as is designated by the board of directors, who shall also designate the time and place of such meeting.
Section 2. Special meetings. Special meetings of the members, for any purpose or purposes, may be called by the president of the board of directors, and shall be called by the president at the request in writing of five members in good standing. The notice for such meeting shall state the purpose or purposes thereof and indicate at whose request the meeting is being called.
Section 3. Rehearsals. Rehearsals shall be held once a week for a period of approximately one and one half hours, at the discretion of the conductor. All members are expected to attend rehearsals regularly. The board of directors will set the rehearsal schedule.
Section 4. Notice of the annual meeting or of any special meeting stating the place, date and hour shall all be given personally by the president or by first class mail not less than ten nor more than 30 days prior to the date of the meeting to each member entitled to vote at such meeting.
Section 5. Adjourned meetings. The members present may adjourn a meeting despite the absence of a quorum. When a determination of members of record entitled to vote at any meetings has been made, such determination shall apply to any adjournment thereof.
Section 6. List of members. Each member shall be entitled to cast one vote on any question brought up for vote at any meeting. A record of the members entitled to vote, certified by the secretary of the corporation shall be produced at any meeting of members upon the request therefore of any member who makes such request. Any member whose name is on such list may vote at such meeting.
Section 7. Quorum. At any meeting of the members, the members entitled to cast a majority of the total number of votes entitled to be cast thereat shall constitute a quorum for the transaction of any business. When a quorum is once present to organize a meeting, it is not broken by the subsequent withdrawal of any members.
Section 8. Voting. Every member of record shall be entitled to one vote on each matter submitted to a vote of the members. Directors shall be elected by a plurality of the votes cast at a meeting of the members entitled to vote in the election and any other corporate action to be taken shall be authorized by a majority of the votes cast at the meeting.
Board of Directors
Section 1. Board of Directors. Its board of directors shall manage the business of this corporation. The number of directors constituting the entire board shall be no greater than eleven and no less than five. The number of directors may be increased or decreased by action of the members or by the board of directors, subject to the limitation that no decrease shall shorten the term of any incumbent director. Each director shall be at least 18 years of age.
Section 2. The term of office of each director shall be two years or until his successor has been elected and qualified.
Section 3. Newly created directorships and vacancies. Newly created directorships resulting from an increase in the number of directors, and vacancies occurring in the board of directors for any reason, may be filled by a vote of a majority of directors then in office regardless of their number. A director elected to fill a vacancy shall hold office through the remainder of the term, until the annual meeting when a successor is elected and qualified.
Section 4. Removal of directors. Any and all of the directors may be removed with or with out cause by vote of the members, or for cause by vote of directors when there is a quorum of not less than a majority present at the meeting of directors at which the action is taken.
Section 5. A majority of the board shall constitute a quorum for the transaction of business.
Section 6. Meetings of the board. The first meeting of the board of directors shall be held immediately following the annual meeting of members in each year. Thereafter meetings shall be held at such time and place as fixed by the board of directors. The secretary shall give notice of such meetings at least five days prior to the meeting.
Section 7. Nominating committee. At least 20 days prior to the annual meeting in each year, the board of directors shall appoint a nominating committee consisting of three or more members. The nominating committee shall nominate at least one person to fill each of the directorships hereinafter designated: president, vice president, secretary, treasurer, fund raising director, personnel director, publicity director, concert production director, and one or two members-at-large. Elected in odd numbered years: President, Treasurer, Personnel, Publicity, 1 Member at Large. Elected in even numbered years: VP, Secretary, Concert Production, Fundraising, 1 Member at Large Such directors shall have the duty of carrying out the activities of the corporation in the area specified, together with such other duties as shall be assigned by the board of directors. Positions of Librarian, Sound Manager, Webmaster and Equipment Manager are appointed for a two-year term as needed.
Section 1. The officers of this corporation to be elected by the membership shall be the president, vice president, secretary and treasurer. Any two or more offices may be held by the same person, except the offices of president and secretary. The board of directors may elect an assistant secretary and assistant treasurer and such other officers as the operation of the corporation requires.
Section 2. Election and term. All officers shall be elected by the board to hold office for a term of two years and until his successor has been elected and qualified.
Section 3. President. The president shall preside at all meetings of members and at all meetings of directors, and shall supervise and manage all the business and affairs of the corporation, subject to the control of the board of directors. The president shall have power to sign all certificates, contracts and other instruments in the name of the corporation, to sign checks, notes and orders for the payment of money, and to appoint and discharge agents and employees, subject to the approval of the board of directors. The president shall perform all of the duties usually incident to that office.
Section 4. Vice president. The vice president shall, in the absence or disability of the president, perform the duties and exercise the powers of the president.
Section 5. Secretary. The secretary shall keep the minutes of all the meetings of the board of directors and of all meetings of the members. The secretary shall give or cause to be given notice of all meetings to those who are entitled to notice; shall have charge of the corporate books and records; and shall, in general, perform all of the duties incident to that office.
Section 6. Treasurer. The treasurer shall have custody of all funds, securities and other valuable documents of the corporation; when necessary or proper he shall endorse on behalf of the corporation for collection checks, notes and other obligations, and shall deposit the same to the credit of the corporation. The treasurer shall receive and give receipts, and shall pay out the funds of the corporation all just debts of the corporation; shall keep or cause to be kept full and accurate accounts of all money received and paid out on account of the corporation and whenever required by the president or the board of directors, shall render a statement of accounts. The treasurer may be asked to give the corporation security for the faithful performance of these duties in such sum and with such surety as the board of directors may require, the cost of which shall be paid by the corporation.
Section 7. Any officer elected or appointed by the board may be removed by the board with or without cause.
Section 8. Vacancies. If the office of any officer becomes vacant, the directors may appoint or elect any qualified person to fill such vacancy, who shall hold office for the unexpired term of his predecessor and until his successor is elected or appointed and qualified.
Section 1. Fiscal year. The fiscal year of the corporation shall be the calendar year.
Section 2. Amendment and repeal. By-laws may be amended, repealed or adopted by a majority of the entire board of directors and also by the members at the next annual meeting of the corporation.
Section 3. No officer or agents of this corporation shall pledge the credit of the corporation for any sum of money without express authority by resolution of the board of directors.