Page 67 - AYO Governance Manual Draft

Librarian
POSITION DESCRIPTION
AUCKLAND YOUTH ORCHESTRA

Reports to Executive Committee
Date May 2020

Position Summary
The Librarian is responsible for ensuring that the Conductor has scores and the musicians have
music to perform the programmed works from.

Duties and Responsibilities
1. Sourcing Music

 Research the most cost-effective sources for the music of the programmed works for
the year and advise the Treasurer of the expected costs for each work.
 Order and receive the works in sufficient time before the first rehearsal of the work.
 Photocopy scores for tutors and parts for players as required.

2. Distribution of Music

 Obtain seating/part allocations from the Manager and collate music by person.
 Allocate a folder to each person for the year and record which folder number is
allocated to each person.
 Arrange for the music to be received by the Manager for distribution to players, at
least two weeks prior to the first rehearsal of the music.

3. Returning Music
 Arrange for collection/delivery of music after the final concert of each concert series.
Receive back folders of any players who will not be playing in the next programme.
 Sort music, recover missing parts/scores as required, and return music to hirer.
 At the end of the year, receive back all folders after the final concert. Check off the
list and chase up any missing folders.
 Return all folders to music library at St Marks

4. Hiring Out Our Music
 Respond to ad hoc enquiries re the hiring of works from our library, held at St Mark’s
Church, Remuera. Post and receive back per agreement.
 Advise Treasurer of invoicing details, including postage & packaging.

5. Reporting
 Liaise with Music Director, Manager, Players and Treasurer as required.
 Report to the Executive Committee from time to time – regular attendance at
Committee meetings not necessarily required.