Job Descriptions 
For FSGW Officers

Calendar Membership Newsletter Publicity Organization Links 

PRESIDENT

The President serves as Chair of the Board and as one of the four Corporate Officers of the Society, with authority to sign official documents and checks. President is responsible to Board for the conduct of Society's program and affairs. President shall, subject to By-Laws, conduct with other officers and chairs, Society's ordinary business. President must be 21 years of age before taking office.
Responsibilities of President:
1. Chair all regular and special Board meetings, ensuring that all business is scheduled, all views are heard, and all necessary motions are made.
2. Appoint chairs of all standing committees, and special committees deemed necessary by the Board.
3. Serve as ex officio member, with vote, of all standing and special committees of Society except Nominating Committee.
4. Represent the Society at occasions when official representation is appropriate.
5. May speak for Society in the press or other media, coordinating with Publicity Chair.
6. Report in writing to Board at April meeting; this report is to be reproduced or excerpted in the Newsletter for the membership.
7. Serve as Past President for one year following term of office, acting as consultant to Board and performing such duties as necessary.

VICE-PRESIDENT

The Vice-President is Vice-Chair of the Executive Board and is one of the four Corporate Officers of the Society, with authority to sign official documents and checks. Vice-President is responsible for assuming the duties of President when necessary, and is available for special assignments delegated by President or Board. Vice-President must be 21 years of age before taking office.
Responsibilities of Vice-President:
1. Chair Board meetings in absence of President.
2. Assume duties of President when the President is unavailable or unable to perform them.
3. Authorize actions of Board members or committee chairs when President is unavailable.

SECRETARY

The Secretary serves as one of the four Corporate Officers of the Society, with authority to sign official documents and checks. Secretary must be 21 years of age before assuming office.
Responsibilities of Secretary:
1. Take minutes at Board meetings.
2. Type and reproduce copies of minutes to distribute at meetings.
3. Maintain current files of minutes, correspondence, corporate records.
4. Notify Board members of meetings.
5. Keep list of addresses and phone numbers of Board members, and distribute copies to Board members.
6. Write letters as necessary, or as directed by Board.
7. Maintain FSGW Board reminder calendar of recurring events and deadlines, including committee appointments.
8. Update and maintain job description document.

TREASURER

The Treasurer is Vice-Chair of the Executive Board and is one of the four Corporate Officers of the Society, with authority to sign official documents and checks. Treasurer must be 21 years of age before assuming office. Treasurer handles all aspects of Society's finances -- budget planning, collecting and disbursing funds, records. Treasurer should be prepared to spend at least ten hours per week on Society business. A familiarity with generally accepted accounting principles is helpful, as is a familiarity with the tax form 990 and schedules relevant to non-profit organizations.
Responsibilities of Treasurer:
1. Receive all funds due Society.
2. Pay all Society's just debts.
3. See that admissions fees are collected at Society events.
4. Administer bank accounts and Society funds, maintaining the bulk of Society funds in interest-bearing accounts.
5. Maintain financial records of Society, including monthly records of income and expense according to major categories. All records over seven years old should be turned over to Archivist.
6. Prepare budget and submit to Board for approval at August Board meeting. Revise budget for January Board meeting.
7. Conduct annual internal audit of books and report to Board (balance books and prepare financial statement).
8. Prepare and submit tax return for fiscal years served as Treasurer.
9. Serve as financial consultant to committees if requested.
10. Serve as Past Treasurer for one year following term of office, acting as consultant to Board and performing duties as necessary.

MEMBERSHIP CHAIR

The Membership Chair is responsible for administering and documenting all membership matters for the Society. Thus, it is desirable for Membership Chair to have access to a computer of adequate capacity to handle current size of membership files (more than 2000 members near end of 1982), plus some expected growth. (As of Jan. 1983, we are using two single-sided double-density eight-inch floppy disk drives (total one megabyte storage capacity), with a third drive for system software and membership programs, and a fourth drive to serve as working space during sorts.) Membership Chair should also have access to the expertise to program the computer to perform additional functions, as needed.
Responsibilities of Membership Chair:
1. Compile and maintain master membership file containing all appropriate membership information, and produce monthly hard copy for working use.
2. Process new and renewal membership applications.
3. Issue membership cards to newly-joining or renewing members.
4. Transfer membership income to Treasurer and maintain proper accounting.
5. Maintain membership table at concerts and other events.
6. Report monthly membership statistics to Board.
7. Prepare and mail renewal notices.
8. Delete from active membership file those who do not renew, and maintain a log of deletions.
9. Maintain list of out-of-town Newsletter subscribers.
10. Send sample Newsletters to those who call for membership information.
11. Prepare labels for monthly Newsletter mailing.
12. Prepare labels for yearly ballot mailing (sorted by membership category).
13. Prepare annual membership directory.
14. Prepare, on request, listings of those who have indicated willingness to volunteer to help with FSGW functions.

PROGRAM CHAIR

The Program Chair is responsible for planning and producing nine monthly programs, (as of Jan. 1983, held on the second Friday of the month (usually September through May), at the Washington Ethical Society auditorium, at 8:30 p.m.). Program Chair should feel responsible for presenting programs representing the broadest interest and purpose of the Society, and maintaining a balance among solo performers and groups, vocal and instrumental music, American and International music, men and women. Programs have a monthly budget and are not dependent on admissions.
Responsibilities of Program Chair:
see Duties for scheduling FSGW Events under "Dance Chair" below.

SPECIAL EVENTS CHAIR

The Special Events Chair is responsible for planning and producing FSGW events that are not under the regular provenance of the Program Chair or the Dance Chair,or special committees established by the Board to produce major events. Special Events Chair is also responsible for coordinating the activities of the special-interest groups within the Society, currently the Open Sing (as of Jan. 1983, co-sponsored with the Washington Ethical Society, which donates the hall, handles the logistics, and keeps all proceeds), Sacred Harp sing, gospel sing, and storytelling group; and for consulting with President on appointment of committees to chair major events. Special Events Chair should feel responsible for presenting events representing the broadest interest and purpose of the Society, and for maintaining a balance of different kinds of events.
Responsibilities of Special Events Chair:
see Duties for Scheduling FSGW Events under "Dance Chair" below

DANCE CHAIR

The Dance Chair is responsible for planning and producing those Society activities principally involving dance, and for serving as a consultant for dance at major events such as the Getaway, Mini-Festival, and Washington Folk Festival. As of January 1983, our current ongoing program consists of the weekly dance presenting traditional dance, and the seasonal Saturday night dance series at Glen Echo Park presenting all kinds of social dance. The Dance Chair should feel responsible for promoting awareness of dance styles and variety, of dance's relationship to traditional music, and of dance activities in the community.
Responsibilities of Dance Chair:
Duties for Scheduling FSGW Events, including Program, Special Events, Dance (not all duties will apply in every case).
* Booking Events
1. Stay current on availability of performers, by keeping in touch with them (or their agents).
2. Locate and book hall for performance (dance and monthly program book whole season).
3. Decide which performers to present, when and where, dependent on available date, etc.
4. Negotiate fees with performers.
5. Report plans to Board, including cost estimates and major logistic requirements. Determine admission fees, subject to Board approval.
6. Provide complete information to performer in writing in advance of event, including:
a. Date, time, place of event;
b. Map (or directions) to WES auditorium or other hall where event is booked;
c. Amount of FSGW's guarantee to performer, stipulating method and time of payment (usually this is by check at end of event unless performer notifies FSGW in advance);
d. Permission form for performer to sign giving us permission to tape performance for our archive.
7.  Get information from performer in advance of event, including:
a. Complete publicity information and photographs in time for Newsletter or publicity deadlines;
b. Any special needs before event (early set-up, sound check, etc.);
c. Any housing needs (FSGW does not routinely pay for motels);
d. Any transportation needs -- pickup at airport or train station, to and from event, etc.;
e. Time of arrival in D.C.
* Promoting Events
1. Write article for FSGW Newsletter; make sure it and photo are received by editor before deadline (usually 15th of month preceding event).
2. Get publicity information to FSGW Publicity Chair as early as possible, no later than the deadline established by the Publicity Chair (usually 30 days or more before the event), and arrange for any special publicity needed.
* Arranging Details of Program
1. Arrange for meals and housing (if necessary).
2. Arrange transportation as necessary.
3. Keep track of expenses as you go and keep all receipts, to report to Treasurer, so you can be reimbursed.
4. Arrange for sound system to be brought to and taken away from hall.
5. Arrange for crew to run sound system during event.
6. Arrange for someone to collect admissions (check with Treasurer).
7. Arrange for crew to set up hall if necessary.
8. Arrange for other volunteers needed.
9. Arrange for chairs to be rented if necessary.
10. Arrange for hall to be opened early on night of event.
11. Introduce performer and run event. This includes announcements to not allow taping, announcements of upcoming events, no smoking in the auditorium.
12. Arrange to have Treasurer write a check to pay performer. If performer has, in advance, requested cash, have them endorse check and cash it for them. The check is needed for our records. (It is FSGW policy to provide a copy of the written agreement between FSGW and performer to the Treasurer in advance of the event.)
13. Arrange any necessary clean-up.
14. Give proceeds of event to Treasurer, with written explanation of what it is.
15. Arrange for recordings to be sent to performer (if requested).

PUBLICATIONS CHAIR

The Publications Chair is responsible primarily for editing, producing, and distributing the FSGW Newsletter. Any other publications (except publicity material) would also be the responsibility of this office, though Publications Chair would not necessarily edit them. Good writing and editing skills, knowledge of printing or graphics, access to good (preferably office model) typewriter are desirable assets. As of January 1983, FSGW publishes monthly Newsletters, except for a combined June/July issue.
Responsibilities of Publications Chair:
1. Establish and publicize monthly deadline for Newsletter material.
2. Collect all information by established deadline.
3. Edit all copy for correct spelling and grammar, appropriate length, and completeness of information.
4. Prepare camera-ready copy (this will require at least one full day, (perhaps more), including:
a. Type all material in appropriate format;
b. Prepare artwork and headlines;
c. Proofread and correct all material;
d. Complete layout and paste-up.
5. Determine (from Membership Chair) number of Newsletters to be mailed and estimate number needed for other distribution (publicity, membership, other events, etc.).
6. Prepare cover letter for printer giving details of order (number of pages of copy, reduction and photos, number of folded and flat copies needed, date required, details of delivery).
7. Get prepared copy to printer and arrange for delivery of finished Newsletters, allowing adequate time for printer to complete job and deliver for mail-out.
8. Maintain 1st class postal permit account (as of Jan. 1983, account #3201). Arrange for monthly deposits to cover mailing costs (can be done as late as day of mail-out), and get mailbags.
9. Arrange for addressing, sealing, and bundling of Newsletters for mailing (six people can do this in an hour or two).
10. Arrange for delivery of Newsletters to a designated Washington, DC Post Office Bulk Mail Center in time for delivery to members before the first of the month.
11. Maintain equipment and supplies (kroytype headliner) used in preparation of publications.
12. Decide which printer to use and maintain an account with, based on comparative costs, capacity to perform the required work, and cooperativeness.
13. Collect money submitted with classified ads and turn over to Treasurer as soon as possible.

PUBLICITY CHAIR

The Publicity Chair is responsible for all publicity, advertising, promotion, and public relations activities of the Society. He or she should feel responsible for promoting the visibility of FSGW in the Washington metropolitan area and encourage public involvement in all of the traditional arts. The Publicity Chair makes decisions about the form and content of publicity material, and about appropriate recipients of material; these issues need to be re-evaluated for each event. Sometimes publicity will be sent to the entire mailing list, sometimes to selected recipients, and sometimes to special audiences (e.g., to embassies for international performers). It is almost impossible to tell in any reliable way which publicity techniques are effective and which are not, so awareness of local media, instinct, experience, and perseverance are important assets for the Publicity Chair.
Responsibilities of Publicity Chair:
1. Receive background material, publicity photos, and details of major FSGW events (i.e., any that are to be publicized outside of our Newsletter) as far in advance of each as possible, working closely with the appropriate Board member and/or the producer of the event.
2. Coordinate production and distribution of press releases and public service announcements for major FSGW events:
a. Obtain all necessary materials and adequate postage;
b. Draft press release or PSA and produce camera-ready copy;
c. Obtain mailing labels and select appropriate recipients for publicity material on each event from among those on publicity mailing list;
d. Fold releases, stuff envelopes, label, stamp, and mail to selected media (each publicity mailing will take an evening).
3. Coordinate production and distribution of flyers for selected FSGW events, and production of membership flyers and brochures in consultation with Membership Chair:
a. Design flyer and produce camera-ready copy;
b. Arrange for printing of sufficient copies;
c. Distribute finished flyers to those who can place them appropriately.
4. Stimulate and facilitate the production of interview and other feature stories on FSGW-sponsored performances in the electronic and print media by providing appropriate background material on the Society and the event (including map).
5. Maintain an active, up-to-date mailing list of print and electronic media and contact people.
6. Maintain an active, up-to-date list of deadlines and/or necessary lead times for the various publicity outlets (e.g. the Nth of each month for magazine X, the Friday a week prior to the event for Washington Post Weekend, one week ahead and on the day of the event for TV coverage, etc.) A helpful technique is to develop a calendar working backward from each event, showing what the deadlines are.
7. Maintain a file of previous FSGW press releases, PSA's, and other publicity materials for reference use.
8. Monitor publicity insofar as possible in order to determine which outlets use our material and what is effective.
9. Arrange for the location, recording, and maintenance of the Society's "Hotline" answering machine, and for referral of messages to appropriate Board members.

OFFICERS-AT-LARGE

Officers-at-large are responsible for helping other officers of the Board as requested. This position is seen as a way to bring new people onto the Board. Officers-at-large may not serve consecutive terms and must not have served as elected officers of the Society for the three years preceding the term for which they are nominated.