Job Descriptions

Function: The chief executive officer of the Board of Directors.
Term of Service: Two years

Reports to: Volunteer Council (VC) Chair

Responsibilities:

• Plans agendas and presides at Board of Directors meetings and general membership meetings.
• Provides leadership to the officers and members of the League.
• Works with Treasurer in preparing operating budget consistent with League objectives.
• When vacancies occur, with approval of Board of Directors, appoints officers and chairs of standing committees to fill the unexpired term.
• With approval of Board of Directors, creates additional committees as needed.
• Appoints ad-hoc committee chairs.
• Serves as an ex-officio member of all committees.
• Represents the League to the Volunteer Council.
• Educates members about the Volunteer Council and keeps League informed of its major goals and that of other Leagues.
• Facilitates effective communication between the membership and the officers and committee chairs.
• Collects year-end synopses from VPs and Chairs, edits and summarizes reports to be included in the League Annual Report.
• Compiles the Annual Report and emails it to the League leadership as soon as possible.
• Assists successor in an orderly transition of responsibilities.

Function: The Officer-in-Training to succeed the Chief Executive Officer of the Board of Directors.

Term of Service: One Year – Elected every other year for the second year of the President’s term

Reports to: President of the San Francisco League

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings and other meetings at the President’s request.

Function: Oversees internal and external education and outreach programs for the League. Term of Service: Two years (optional) Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Provides the structure to connect the League to Symphony events including but not limited to Open Rehearsals, Docent Tours, All San Francisco Concert.
• Oversees committee chairs including:

  • Advocacy Chair
  • Audience Development Chair
  • Concerts for Kids Chair
  • Youth Orchestra Chair

• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.

Function: Oversees fundraising activities of the League.

Term of Service: Two years (optional) Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• In conjunction with the President and Volunteer Council, determines League goals for fundraising activities including monies to be raised and advantages to the League and its members.
• Assists League fundraising event chairs in setting event budgets, goals and guidelines,
• Oversees committee chairs and representatives responsible for fundraising activities of the League
• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities

Function: Oversees membership administration, activities and programs for the League.

Term of Service: Two years (optional)

Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Assists League Membership Chairs by providing guidance to ensure membership engagement and satisfaction in League participation
• Oversees committee chairs and representatives responsible for membership development including:
• Annual Meeting Chair
• Database Chair
• Meetings and Programs Chair
• Membership Chair
• Oversees bi-annual reporting of volunteer hours.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Oversees the League’s purpose, mission, goals, and priorities, and responds to the need for change. Term of Service: Two years (optional) Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Acts on behalf of the President when required.
• Assumes the presidency in the event the President vacates prior to the end of the term.
• Works with President to lead the annual planning process to assure that League goals and plans are consistent with League membership purpose and mission statement.
• Assures that a strategic plan is in place and in progress.
• Updates and maintains Standing Rules, P&Ps, and Job Descriptions. Calls together a committee as needed for review.
• Oversees committee chairs and representatives

  • Historian
  • Nominating Chair
  • Orchestra Lunch Representative
  • Policies and Procedures Ad-hoc Committee

• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities

Function: Records minutes of League General Meetings and Board of Directors Meetings.

Term of Service: Two years (optional) Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Takes minutes of proceedings of Board and general meetings and first delivers to President for review, then distributes completed Board minutes to the Board and general meeting minutes to the general membership within two weeks following each meeting. Minutes will be distributed electronically; hard copy will be sent by request only.
• Collaborates with the Communications Secretary to distribute minutes of the meetings if necessary.
• Is the custodian of all the historical record of minutes for the organization for the tenure of the office.
• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities.

Function: Oversees administrative communication to League members.

Term of Service: Two years (optional)

Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• On behalf of the President and the Board, disseminates communications (except for meeting minutes) from the Board to the general membership.
• Collaborates with the Newsletter Editor to ensure that newsletter information is pertinent, correct, and is disseminated in a timely manner.
• Collaborates with Recording Secretary and Newsletter Editor to distribute communications to non-email users via mail.   Collaborates with the League Historian to provide current and historical League information for various publications, e.g., the yearly Scrapbook, the SFS website, and Volunteer Day at the Symphony posters.
• Oversees annual publication and distribution of the SFL Handbook and delivery of the Volunteer Council Directory to League members.   Maintains communications with the Volunteer Council Communications Chair.
• Sends out congratulatory letters to members with exemplary/noteworthy accomplishments associated with the SF Symphony and community.
• Sends condolence notes on behalf of organization.   Sends out by email “Mark Your Calendar” on the last day of each month containing a summary of dates and events for that month and continuing forward for the calendar year.
• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities.

Function: The financial officer of the League.

Term of Service: Two years (optional) Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Works with the President in preparing an operating budget consistent with the League’s objectives and provides periodic updates to President.
• Maintains the League’s books and records to record receipts and disbursements of funds.
• Maintains flow of information with SFS Accounting Department and the President.
• Prepares and sends annual dues notices, collects, records, and deposits the dues from members.
• Invoices Active members who have not met their Annual Fundraiser obligation 30 days following the date of the Event.
• Collaborates with President and VP Member Development to coordinate follow-ups with members whose dues are delinquent.
• Notifies President, Membership and Database Chairs of changes in membership status.
• Deposits and accounts for all payments for League activities.
• Reimburses members for pre-approved and documented out-of-pocket expenses and disburses other funds as required by the League.
• Reconciles League monies monthly.
• Provides monthly financial report to the Board of Directors.
• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities.

Function:  League members’ member at large.

Term of Service: One -year Reports to: President

Responsibilities:

• Serves on the Board of Directors and attends all Board meetings.
• Acts as League liaison between the membership and the Board of Directors.
• Writes a synopsis of activities and accomplishments to the President for information needed for year-end reports.
• Assists successor in an orderly transition of responsibilities.

Function: Advisor to the League President

Term of Service: During term of successor

Reports to: President

Responsibilities:

• Serves on the Board of Directors as an ex-officio member.
• Serves as a non-voting member of the Nominating Committee.
• Meets with VP Strategic Development and Nominating Chair to facilitate beginning the nominating process.
• Is available as a resource and advisor to the President as requested.
• Is available for any assignments requested by President.
• Assists successor in an orderly transition of responsibilities

Function: Coordinates arts advocate efforts for league action.

Term of Service: Two years (optional)

Reports to: VP Education

Responsibilities:

• Communicates with and receives information from Volunteer Council Advocacy Chair, in order to keep current with legislative measures and related advocacy concerns.
• Keeps abreast of bills before Congress and the State Legislature that have an impact on the Arts and especially the Symphony.
• Encourages members to write to legislators at times when specific bills come before the legislature or when there are general concerns.
• Encourages League members to be proactive to assure that children have exposure to the Arts.
• Collaborates with Volunteer Council Advocacy Chair.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Oversees the SFL Annual Fundraiser

Term of Service: One year

Reports to: VP Fundraising

Responsibilities:

• Coordinates and oversees (with optional Co-Chair) all aspects of the SFL Annual Fundraiser.
• Collaborates with the Volunteer Council Project Manager to produce the event which may include corporate sponsorship, pre-sell letters, invitations, budget, launch party, benefactor’s party, publicity, favors, program, entertainment, auction, and coordination with event venue.
• Creates and oversees a planning committee and individual subcommittees to assist with these tasks.
• Leads committee meetings and stays in regular contact with subcommittee chairs.
• Prepares a final event report with recommendations for the subsequent event chair.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Coordinates League’s annual meeting in May/June.

Term of Service: One year

Reports to: VP Member Development

Responsibilities:

• Collaborates with President, Meetings and Programs Chair, and Volunteer Council Liaison to coordinate, oversee, organize and implement the League’s annual meeting.
• Oversees committee that reserves venue, secures entertainment, organizes program, oversees invitations, and organizes the MarketPlace.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Encourages members’ attendance at the Symphony.

Term of Service: Two years (optional)

Reports to: VP Education

Responsibilities:

• Researches opportunities and options for audience development events. Survey membership to gauge dates and preferences.
• Consults with the Volunteer Council League Liaison and Symphony staff to determine available performances.
• Arranges for dates and group rate.
• Solicits and arranges hospitality associated with the concert attendance.
• Distributes information to members and monitors sign ups and reservations. Encourages participation of members and members’ guests.
• Accepts and accounts for payments by members to attend at group rates.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Representative of League to the Symphony’s annual Chinese New Year concert and celebration.

Term of Service: One year

Reports to: VP Fundraising

Responsibilities:

• Promotes the concert and celebration within League and encourages attendance by League members and their friends.
• Attends Volunteer Council Chinese New Year committee meetings.
• Assists with organizing tables at event.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Coordinates and implements League’s participation in Concerts for Kids Docent Training and school programs before upcoming concerts.

Term of Service: Two years (optional)

Reports to: VP Education

Responsibilities:

• Attends Concerts for Kids Docent Training and encourages League docents to do the same.
• Explains the role of school docents and the docent training program to League members.
• Educates members and builds enthusiasm for the docent-training program, and recruits and oversees volunteers from the League for the program.
• Collaborates with the Volunteer Council’s Concerts for Kids Chair in placement of League members in schools.
• Is the custodian of the League-owned musical instruments.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Administers and updates League’s membership records.

Term of Service: Two years (optional)

Reports to: VP Member Development

Responsibilities:

• Maintains electronic membership records containing current contact information for all members.
• Notifies the Volunteer Council of changes in contact information for current members and for new members.
• Maintains attendance records to track fulfillment of membership requirements.
• Maintains membership records so that roster does not exceed 100 Active members. Informs Board of Directors of membership totals.
• Collaborates with the Communications Secretary to produce and publish the membership section of the annual SFL Handbook.
• Provides Meetings and Program Chair with current database information for production of name tags for all members and guests.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Maintains record of League activities during the year.

Term of Service: Two years (optional)

Reports to: Communications Secretary

Responsibilities:

• Maintains a scrapbook or other records of memorabilia including publicity in the media, invitations, minutes of meetings and photographs of events.
• Takes digital photos at League events for League scrapbook and newsletter.
• Collaborates with the Communications Secretary to provide current and historical League information for various publications, e.g. the yearly scrapbook and the SFS website.
• Supplies the Volunteer Council’s Historian/Poster Committee with photos, invitations and other memorabilia for the annual VC poster project.
• Displays and or makes hard copy memorabilia (such as photos or the scrapbook) available to members at League meetings and events such as the Annual Meeting.
• Is the custodian of all League scrapbooks and memorabilia.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Plans and organizes meetings and programs for the year. Keeps track of members’ attendance at meetings.

Term of Service: Two years (optional)

Reports to: VP Member Development

Responsibilities:

• Collaborates with President and other Board members to plan and schedule meetings for the year.
• Strives to provide musical entertainment or speakers to enhance League appreciation and knowledge of the Symphony.
• Negotiates for venues, entertainers and speakers; organizes refreshments.
• Drafts and sends invitations, receives responses, submits bills and receipts to Treasurer for expenses incurred.
• Advises President of guests to be introduced at meetings.
• Creates and oversees a committee to assist with planning program details, drafting and mailing of announcements, receiving responses, working at registration table, providing name tags, and other tasks under the auspices of meetings and programs.
• Records members’ attendance at each meeting and forwards to Database and Membership Chairs.
• Collaborates, as needed, with Annual Meeting Chair for end-of-year meeting.
• Coordinates with Database Chair to obtain current database information for name tags for all members and guests.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Leads recruitment of new members and ensures the engagement and satisfaction of all members in League participation.

Term of Service: Two years (optional)

Reports to: VP Member Development

Responsibilities:

• Provides a membership information packet to prospective members.
• Receives, tracks and maintains files of prospective member applications, resumes, biographies, and qualifying meeting attendance. Forwards all Prospective Members’ contact information to the Database Chair. Provides new member documentation in electronic form to the Nominating Chair no later than the first week of November
• Coordinates activities related to welcoming, educating and integrating new members into the League, including the annual or biannual orientations and tours of the Volunteer Council office, Davies Hall and other events for new     members.
• Ensures that new members are made welcome and introduced to existing members at meetings.
• Enlists a committee of five or more members to assist in developing and implementing the many components of membership: Recruitment, New Member Orientation and Training, New Member Information Packet, Sponsors, Associate Members, Hospitality, and Committee Involvement.
• Contacts prospective volunteers referred by the Volunteer Council Office.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Editor and publisher of League’s Newsletter.

Term of Service: Two years (optional)

Reports to: President

Responsibilities:

• Collects articles and information to publish in the In Tune Newsletter.
• Obtains pertinent information and digital photos from Historian or other sources for use in newsletter.
• Ensures newsletter is published a minimum of three times per calendar year.
• Prepares layout of each issue.
• • Oversees electronic and/or hard copy distribution of In Tune to the full membership roster, the Volunteer Council Chair and the Volunteer Council League Liaison.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Oversees annual preparation of slate of officers to fill positions for Board of Directors and committee chairs.

Term of Service: One year

Reports to: VP Strategic Development

Responsibilities:

• Chairs a committee with a minimum of five eligible members selected in conjunction with the VP Strategic Development to annually nominate candidates to fill open positions for Board of Directors and Committee Chairs.
• Disseminates membership handbook and bios to Nominating Committee prior to first Nominating Committee meeting.
• Coordinates with Treasurer and Database Chair to verify eligibility of potential nominees.
• Collaborates and seeks assistance of Board of Directors in identifying candidates for the various positions.
• Collaborates with VP Strategic Development and President to prepare and distribute nominating form.
• Provides a slate to the Board of Directors for the membership vote.
• Facilitates member committee involvement by generating a list of member committee preferences and by distributing the list to Committee Chairs and Representatives and to the Membership Committee.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Representative of the League to the Symphony’s annual fall Opening Gala.

Term of Service: One year

Reports to: VP Fundraising

Responsibilities:

• Promotes the Opening Gala within League and encourages attendance by League members and their friends.
• Attends Opening Gala committee meetings.
• Assists with organizing tables at the Symphony Supper for League tables.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Repor
• Assists successor in an orderly transition of responsibilities.

Function: Representative of the League at the Symphony’s annual luncheon which honors orchestra members.

Term of Service: One year

Reports to: VP Strategic Development

Responsibilities:

• Attends Volunteer Council Orchestra Lunch planning meetings.
• Coordinates with Orchestra Lunch Representatives from other Leagues, assists the Volunteer Council’s Orchestra Lunch Chair with lunch planning and implemention.
• May include donation of foodstuffs for event.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities.

Function: Liaison between the Youth Orchestra Program and the League.

Term of Service: Two years (optional)

Reports to: VP Education

Responsibilities:

• Communicates and promotes Youth Orchestra (YO) activities and programs to League members.
• Encourages members to attend the YO concerts.
• Encourage members to underwrite YO concert attendance costs for underprivileged youth, who otherwise might not be able to attend.
• Assists with planning and implementation of Volunteer Council Day at the YO.
• Collaborates with Volunteer Council Youth Orchestra Chair to promote concerts.
• Prepares and forwards a year-end report of activities and accomplishments to the President for timely inclusion in the League Annual Report.
• Assists successor in an orderly transition of responsibilities