South East Iowa Bandmasters Association

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SEIBA 2009-2010

 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.

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.

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.

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

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.

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.
November
Collect dues
December
Send list of paid SEIBA members to Festival Chairs to ascertain participating director's dues are paid.
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.
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.
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

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/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

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.