The Board

GPFS President

Job Description:

Provides leadership of the GPFS Board of Directors and is responsible for strategic planning—helping shape the direction of the organization and keeping things on track. The President also serves as the spokesperson for the organization.

Responsibilities:

• Generate enthusiasm and support for GPFS and its programming
• Delegate, but be wise in your delegation
• Answer specific inquiries, or forward to the appropriate Board Member.
• Spokesperson for the organization.
• Make sure that event planning is running smoothly.
• Schedule face-to-face Board Meetings approximately three times a year, send out meeting agendas in advance and lead Board Meetings
• Conduct “virtual” board meetings via email asking for input when board decisions need to be made
• Make decisions for the organization if time does not allow a survey of board members
• Break ties in the even of a tied vote
• Responsible for overseeing all aspects of the organization
• Keep the GPFS Board current on programming and event planning
• Reserve site for annual Flute Fair.
• Oversees GPFS Events and GPFS Flute Fair

GPFS Vice President

Job Description:

Vice President assists GPFS President and is responsible for booking guest artists for GPFS Programming.

Responsibilities:

• Responsible for booking guest artists approximately one year in advance and assisting the President.
• Vice President helps identify possible guest artists and their availability for the upcoming program year.
• Generally two guest artists, sometimes three, are booked for each program year.
  1. One for October/November OR January/February
  2. One for Flute Fair, generally on the first Saturday in April
• Enlists help from other Board Members in producing events.
• Keep the GPFS Board current on programming and event planning
• Stands in for the President in case of absence
• For Flute Fair, volunteer to chair one committee

GPFS Secretary

Job Description:

The GPFS Secretary takes minutes at face-to-face Board Meetings, responds to any correspondence, sends thank you letters to guest artists, sponsors and donors.

Responsibilities:

• Take minutes at face-to-face Board Meetings.
  1. Email them to all Board Members within one week of meeting.
• Keep up on all correspondence
  1. Send thank you letters to guest artists and sponsors.
  2. Send thank you letters to donors
  3. Answer any occasional miscellaneous correspondence
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Treasurer

Job Description:

Maintains ledgers and bank accounts, makes deposits of monies received, prepares financial reports of individual events and for the entire organization for each program year. Brings change and a cash box and sells tickets at GPFS events. Provides change for committees dealing with money at Flute Fair: Concessions, Admissions, GPFS Merchandise, Raffle, etc.

Responsibilities:

• Maintain ledgers: Income and expenses (all records are currently recorded in Quicken)
• Maintain bank accounts:
  1. Deposits (itemized--for large deposits, Washington Mutual will accept an adding machine tape of checks stapled to deposit slip)
  2. Deposits will also be itemized by category (i.e. membership: adult, student, etc.), event income, merchandise, scholarship entries, scholarship donations, etc. following established bookkeeping system and adjusting categories to include one time events)
  3. Reconciliation of bank accounts (checking and savings)
• Prepare Financial Reports after each GPFS sponsored event.
• Prepare Financial Report at end of program year (Fiscal year runs from July to June)
• Prepares cash boxes for all GPFS events and helps with admission tickets
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Bass & Alto Flutes

Job Description:

Maintains physical possession of the GPFS-owned alto and bass flute, and facilitates check-out and return of the instruments, collecting designated fees and deposits and making sure that the instruments are kept in good repair.

Responsibilities:

• Responsible for maintaining physical possession of the GPFS Altus Bass Flute and the GPFS Trevor James Alto Flute.
• Responsible for keeping both flutes in playing conditions
• Being available to check out these instruments to current GPFS Members
  1. Have GPFS Member fill out appropriate Instrument Check-Out forms (there is one for the bass flute and another for the alto flute). Make sure that the period of rental is clearly stated.
  2. Collect $100 security deposit (check or cash) for each instrument checked out.
  3. Collect check or cash in advance for rental period at $1.00 per day from GPFS Member in advance.
  4. Follows up with GPFS Member if instrument(s) is/are not returned on time.
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

Commercial Membership Officer

Job Description:

Serves as the liaison between the GPFS and its business members, collecting monies due for Commercial Membership fees, Advertising Commercial Membership fees, table fees for exhibiting at Flute Fair, etc., as well as business card size ads for the GPFS Newsletter and programs for all GPFS events (for Advertising Commercial Members only). Also serves as Exhibit Hall Coordinator for Flute Fair.

Responsibilities:

Responsibilities:

• Serve as liaison between GPFS and its business members
• Recruit new business members
• Invite business members to be vendors/exhibitors at Flute Fair
• Serve as exhibit hall coordinator for Flute Fair
• Collect raffle donations made by Exhibitors on the day of Flute Fair
• Keep records and files and collect monies associated with business membership
• Interface with Newsletter Editor and Webmaster to inform them of current Business Members and Advertising Business Members.
• Monies collected should either be forwarded to the GPFS Treasurer, or deposit slips should be obtained from Treasurer, so that deposits can be made directly by the Commercial Membership Chair.
• Answer inquiries concerning Commercial Membership.
• During the program year, volunteer to help with one GPFS event

GPFS Fundraising / Development Officer

Job Description:

Applies for grants, is responsible for obtaining donations of goods and/or services from GPFS Business Members as well as other local music-related businesses for the Flute Fair Raffles. Also, solicits the purchase of advertising in programs for GPFS Events from non-Advertising Business Members, and local businesses. May also solicit cash donations for scholarships or competition prizes sponsored by GPFS.

Responsibilities:

• Researches grants available and applies for applicable grants for specific events or projects before deadlines.
• Obtains pertinent financial information/reports for grant applications from Treasurer.
• 60 days prior to Flute Fair: contacts local businesses for donations of goods and/or services for the Flute Fair Raffles. All donations will be listed in the Flute Fair Program, as well as in the GPFS Newsletter.
• When scholarships or cash competition prizes are offered by GPFS, the Fundraiser will solicit cash donations from Business Members and local businesses.

GPFS Hospitality

Job Description:

Brings refreshments (generally cookies and beverage) for annual GPFS Members Recital and any other applicable events.

Responsibilities:

• Provides refreshments (generally cookies and beverage) for annual GPFS Members Recital (turn receipts into Treasurer for reimbursement)
• Provides refreshments (or coordinates refreshments) for any other applicable events

GPFS Librarian

Job Description

Houses the GPFS Music Library and makes it available for GPFS Members to check-out items. Maintains the database of all items found in the GPFS Music Library and provides updates of the database to the GFPS Webmaster when changes are made to the database. Maintains files of paperwork associated with donations to the library and check-out of library items.

Responsibilities:

• Houses GPFS Music Library, making it available for GPFS Members in good standing to check-out items.
• Maintains database of all items found in the GPFS Music Library.
• Provides updates of the database to the GPFS Webmaster when changes are made to the database.
• Maintains files for any paperwork associated with library donations and check-out of library items.
• Follows up with members checking out items to ensure that all items are returned when rental period is up.
• Follows GPFS Policies and Procedures for Library Check-out.
• Forwards any monies collected to GPFS Treasurer.
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Membership Officer

Job Description

Maintains database of GPFS Membership and local band directors, prints mailing labels for the GPFS Newsletter, picks up mail at GPFS PO Box at downtown post office, provides current membership list and membership forms at all GPFS events.

Responsibilities:

• Maintain membership database/mailing list, as well as mailing list of local band directors (to be updated annually)
• Print mailing labels for newsletter and on demand for mailings
• Pick up mail from GPFS PO Box at downtown Post Office
• Send out membership renewal letters in August
• Collect monies from membership dues and either forward to GPFS Treasurer for deposit, or obtain deposit slips and endorsement stamp from GPFS Treasurer to deposit directly to bank.
• Supply Membership table at GPFS Events with membership forms for new memberships and renewals
• Supply Membership table at GPFS Flute Fair with membership forms for new memberships and renewals
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Newsletter Editor

Job Description

Publishes newsletter approximately 4-6 times per year, sets newsletter deadlines for submissions, solicits for newsletter content, edits content for relevance to GPFS mission, arranges for pick up of galleys by printer, who prints, collates and does mailing, makes period deposits (reimbursed) to postage account at post office to cover mailings, ensures PO Box and Bulk Mail Permit are renewed promptly. Maintains mailing list for GPFS News (email announcements list) and collects announcements of flute-related events, distributing them via this email list. Maintains archive of past newsletters and programs and any pertinent news clippings of GPFS events.

Responsibilities:

• Publish newsletter approximately 4-5 times per year, setting deadlines and soliciting and editing newsletter content.
• Maintain email announcement list called GPFS News, sending out announcements of flute-related events.
• Make sure PO Box and Bulk Mail Permits are renewed at the Post Office.
• Make sure that GPFS’ postage account has sufficient funds to cover each of the mailings.
• During the program year, volunteer to help with one GPFS event.
• For Flute Fair, volunteer to chair one committee.

GPFS Publicity/Social Media

Job Description

Maintains a mailing list of press and media outlets that accept press releases, writes press releases for each GPFS Event and sends them to each press and media outlet, helps design and produce posters for GPFS events.  Also maintain the Facebook page and Twitter feeds.

Responsibilities:

• Maintains mailing list of press and media outlets.
• Writes press releases for each GPFS Event and sends them to each press and media contact.
• Helps design and produce posters for GPFS events.
• Maintains social media feeds (Facebook & Twitter, etc.).
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Youth Outreach Officer (Outreach/ Study Grants)

Job Description

Coordinates the GPFS Study Grant program which offers a limited number of $300 scholarships for private flute lessons to middle and high school students on a financial needs basis. Updates application forms, making them available through the GPFS Newsletter and on the GPFS Website, sets application dates, determines with GPFS Board assistance how many scholarships will be offered in the current year, writes an article announcing the current year’s Study Grant program, announces the current Study Grant recipients in a Newsletter article.

Responsibilities:

• Determines with GPFS Board assistance how many scholarship will be offered in the current year.
• Updates application forms and other materials annually, setting deadlines for the current year’s program.
• Applications should be made available at least 6 months prior to the application deadline. Scholarship announcements are made within 30 days of application deadlines.
• Notify Treasurer of awards and addresses. Scholarships awards are sent directly to the GPFS Flute Teacher of the students’ choice and are to be used as tuition for private flute lessons.
• Makes application packets available on the GPFS Website and thru the GPFS Newsletter, publicizing the current year’s program with an article for the Newsletter and the Website
• Forms a committee to review applications and choose recipients
• Writes a newsletter article announcing the current Study Grant recipients
• Help facilitate the loan of student flutes owned by GPFS on a needs basis, maintaining paperwork and contact with the students receiving flutes, until the flutes are returned when the student graduates high school or is able to purchase their own flute
• Accepts donations of instruments for the Instrument Loan Program and makes sure they are in good repair before they are loaned out
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee
• Also helps facilitate the loan of student flutes owned by GPFS on a needs basis, maintaining paperwork and contact with the students receiving the flutes until the flutes are returned when the student graduates high school or when they can afford to buy their own flute.
• Accepts donations of instruments for the Instrument Loan program and makes sure they are in good repair before they are loaned out.

GPFS Flute Ensembles

Job Description

Coordinates the formation of student flute ensembles with the mission to increase student participation and increase their awareness of GPFS, recruits members, chooses repertoire appropriate to the students’ skill level, sets rehearsal schedule and location and plans at least one performance per year at a GPFS event.

Responsibilities:

• Coordinates formation of student flute ensemble(s)
• Recruits ensemble members, choosing repertoire appropriate to students’ skill level
• Sets rehearsal schedule and location and schedules performances (at least one per year at a GPFS event)
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Study Grants

Job Description

Coordinates the GPFS Study Grant program which offers a limited number of $300 scholarships for private flute lessons to middle and high school students on a financial needs basis. Updates application forms, making them available through the GPFS Newsletter and on the GPFS Website, sets application dates, determines with GPFS Board assistance how many scholarships will be offered in the current year, writes an article announcing the current year’s Study Grant program, announces the current Study Grant recipients in a Newsletter article.

Responsibilities:

• Determines with GPFS Board assistance how many scholarship will be offered in the current year.
• Updates application forms and other materials annually, setting deadlines for the current year’s program.
• Applications should be made available at least 6 months prior to the application deadline. Scholarship announcements are made within 30 days of application deadlines.
• Notify Treasurer of awards and addresses. Scholarships awards are sent directly to the GPFS Flute Teacher of the students’ choice and are to be used as tuition for private flute lessons.
• Makes application packets available on the GPFS Website and thru the GPFS Newsletter, publicizing the current year’s program with an article for the Newsletter and the Website
• Forms a committee to review applications and choose recipients
• Writes a newsletter article announcing the current Study Grant recipients
• Help facilitate the loan of student flutes owned by GPFS on a needs basis, maintaining paperwork and contact with the students receiving flutes, until the flutes are returned when the student graduates high school or is able to purchase their own flute
• Accepts donations of instruments for the Instrument Loan Program and makes sure they are in good repair before they are loaned out
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee
• Also helps facilitate the loan of student flutes owned by GPFS on a needs basis, maintaining paperwork and contact with the students receiving the flutes until the flutes are returned when the student graduates high school or when they can afford to buy their own flute.
• Accepts donations of instruments for the Instrument Loan program and makes sure they are in good repair before they are loaned out.

GPFS Administrator

Job Description

Maintains the GPFS Website, publishes information updates, fixes broken or misdirected links. Also maintains mail forwarders and aliases for GPFS Board Members.

Responsibilities:

• Has a basic understanding of web authoring software.
• Maintains the web page, including fixing broken or misdirected links.
• Updates information regarding concerts, flute fair, pictures, commercial members, etc., that are sent from members and non-members. Consults with other board members regarding non-GPFS events to ensure that information is appropriate for posting to the web site and follows GPFS policies.
• Maintains mail forwarders and aliases.
• Forwards invoices for the web and email forwarding service to the Treasurer for payment.
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

GPFS Member at Large Board Member

Job Description

Help with special projects, attends board meetings, help with GPFS events and Flute Fair and is available for miscellaneous duties as needed throughout the GPFS calendar year.

Responsibilities:

• Help with special projects
• Attend face-to-face board meetings
• During the program year, volunteer to help with one GPFS event
• For Flute Fair, volunteer to chair one committee

Development Committee

The purpose of the Development Committee would help ensure GPFS has routine and quality focus on:

• Working with the Board to identify any fiscal need to pursue certain development activities such as grants, foundation awards, or donor contributions.
• Keeping GPFS current on grant, foundation and other opportunities that may be a good fit for GPFS’s needs in fiscal year and/or strategic development cycle.
• Supporting GPFS in being prepared to pursue any development activities (e.g., - strong organizational budget and fiscal transparency documents, grant writing training, knowing grant options and cycles, etc. )
• Applying for grants and foundation awards.
• Helping to keep GPFS visible in non-profit databases utilized by funders.
• Oversight on grant reporting and working with the Treasurer to assure fiscal responsibility to the funding source.

The Development Committee is to be comprised of 3 – 5 volunteer members (at least one GPFS board member, any designated Development Officer, and participation by the GPFS Treasurer as needed. This need for this committee and the structure of it will be revisited going into each new fiscal year. The committee will meet at least twice yearly and then as needed depending on the committee’s goals and available funding opportunities.