SPECIAL APPOINTEES OF THE SOCIETY FOR AMERICAN MUSIC
Current Appointees
Archivist
Conference Manager
Executive Director
Representative to MUSA [Music of the United States of America]
Representative to US-RILM
Board Liaison to Student Forum
1.Appointments
Special appointments are made by the president, in consultation with the
Board. The president provides a written charge for every appointee, making
it clear to whom each should report, in what forms, how often, and under
what circumstances, and specifying annual or more frequent reports, budget
requests and attendance at meetings. All charges are made available to
the Board.
2.Removal
After consultation with the Board the president removes from such appointed
position those unable to fulfill their charge.
3. Reports
Unless otherwise requested, appointees make an annual written report for
the Board's spring meeting.
CURRENT APPOINTEES
1. Archivist
The archivist is charged to: acquire, organize, deposit and monitor the
maintenance of the Society's archives, which are the property of the Music
Division of the Library of Congress; assist the music division personnel
when necessary in providing service to readers and inquirers on the materials
in the archives; and ensure that all pertinent materials generated by
the Society, its officers and committees and members as well as other
items relevant to the Society's activities and history are collected and
added to the archives.
2. Conference
Manager
The Conference Manager is authorized by the Board of Trustees to manage
the national conferences of the Society. It is his/her responsibility
to assure that conferences are in keeping with established policies of
the Board of Trustees, are self-sustaining to the extent possible, are
held in comfortable and adequate facilities, and are enjoyed by all in
attendance.
a. Toward that goal his/her responsibilities include but are not limited to the following:
1) The Conference Manager works closely with the Conference Site Selection committee in their solicitation of invitations from host institutions and in the evaluation and selection of the conference site.
2) The Conference Manager at his/her discretion, negotiates personally or through a professional organization for the selection of a hotel for the conference. Among the factors in hotel selection should be proximity to the center of the city.
3) The Conference Manager confirms that all hotels and other facilities utilized for the conference are handicapped accessible and that they do not discriminate on the basis of gender, race, religion, or sexual preference.
4) The Conference Manager meets at least one year in advance of the conference with the Local Arrangements Chair to assist in all aspects of the conference planning, including but not limited to the Society's expectations of the host institution, the role of the Local Arrangements Committee, the numerous and often forgotten needs, and the development of a budget.
5) The Conference Manager serves as a resource person to the Local Arrangements Chair in planning and promoting the conference.
6) The Conference Manager determines in cooperation with the Local Arrangements Chair and the Program Chair the need for space in the conference hotel.
7) The Conference Manager confirms that adequate arrangements are made for student members of the society.
8) The Conference Manager establishes a schedule with the Local Arrangements Chair and the Program Committee Chair for all aspects of the conference including but not limited to submittal of proposals for papers and concerts, selection of the program, mailing of announcements, and registration deadlines.
9) The Conference Manager advises the Local Arrangements Chair on the design and format of printed material, including the announcement, the program booklet, and the pocket program.
10) The Conference Manager works in cooperation with the Local Arrangements Chair to develop a budget for the conference. He/she will assure that the budget is in keeping with reasonable projected revenue and will not cause unusually high registration fees.
11) The Conference Manager approves all payments for conference expenses as per the adopted budget.
12) The Conference Manager assists in the development of the registration process to be utilized by the Local Arrangements Committee.
13) The Conference Manager serves as a resource person to and works with the Exhibits Coordinator and the chair of the Silent Auction Committee to be sure that adequate space is provided and other needs are met.
14) The Conference Manager arranges for accommodations for any special guests. It is the responsibility of the President of the Society or the appropriate awards committees to make the Conference Manager aware of any such special guests and their needs.
15) The Conference Manager reports to the membership at each annual meeting on conferences and the planning for them.
16) The Conference Manager furnishes appropriate documents to the Archivist following each event held.
17) The Conference Manager prepares a report to the Board of Trustees following each conference including but not limited to attendance figures, budget analysis, and critical analysis with suggestions for changes in future conferences.b. The Conference Manager receives an honorarium and is reimbursed for those expenditures for transportation, lodging and meals (excluding alcoholic beverages) incurred in connection with Society business that are not paid by his/her institution. Requests for reimbursement accompanied by receipts are submitted to the Treasurer. In the absence of receipts for meals, a per diem food allowance at the amount set by the Board will be paid.
c. The Conference Manager is appointed for a term of three years. This appointment may be renewed.
a. Term of office
The executive director is appointed by the Board for the term of four years, to begin at the first (spring) meeting of the new Board in the midst of a presidential term.
b. Charge
The executive director maintains the business offices and records of the Society in order to provide continuity and help coordinate Society business. He or she1. oversees the dues and subscription service;
2. sees that all members receive all benefits of their membership in a timely fashion;
3. assists the chairs of the annual conferences as necessary, and helps the secretary as needed to plan meetings of the Board and the Society;
4. sees that the membership lists are maintained and labels are printed as required for mailings;
5. prepares mailings as required for Society activities;
6. keeps the Handbook up to date;
7. sits on the Board, executive committee, finance committee, and long-range planning committee as a non-voting member;
8. works with all committees of the Society as needed to carry out their business;
9. maintains the calendar and sees that deadlines are met;
10. approves all bills and invoices for payment by the treasurer;
11. fills individual orders and requests for publications and other items;
12. keeps an organized file of all Board minutes and committee reports of the past ten years, the lists of the elective and committee structures of the past five years, the membership lists of the past ten years, and a calendar of appointees with the year of their appointments;
13. keeps publicity materials and stationery up to date and in stock; supplies materials as needed for individuals and exhibits;
14. makes reports to government and other agencies as required by law;
15. prepares citations and award certificates;
16. carries out any other duties as determined by the Board or the president.
Presently this includes designing, editing, and typesetting the Directory and working closely with the Conference manager to establish working systems for our conferences. It also includes working with the program committee to ensure that Board policies are carried out in the program; it also includes designing and typesetting conference publications, and publicity;
17. Maintains an index of the Board minutes;
18. Sends receipts for all contributions to the Society, and informs the Development Chair and the President of progress of fund-raising drives.c. Honorarium.
An honorarium may be granted to the executive director by the Board.
4. Representative
to MUSA [Music of the United States of America]
The president appoints a member of the Board as representative to MUSA
to serve as a non-voting member of the American Musicological Society's
Committee on the Publication of American Music, representing the interests
and concerns of the Society for American Music members, communicating
with the membership on the issues and progress of the projects, and advising
the Board on matters concerning the Society.
5. Representative
to US-RILM
The US-RILM Advisory Committee is charged with finding money to support
the RILM project, encouraging other societies to join the effort finding
sources of support beyond the societies. It most often meets during the
American Musicological Society's annual meeting.
The Society's representative sits on the US-RILM Advisory Committee, informs
the Society's membership of the needs and progress of the project, encourages
Society members to write and submit abstracts for publication in RILM,
and advises the Board on the level of financial support needed by the
project.
6. Board Liaison to Student Forum
a. Term of office
Board Liaison serves during his or her term on the Board.
b. Charge
The Board Liaison serves as a consultant and advisor to the Student Forum and manages the Student Travel Grants Program.
c. Student Travel Grants1) Eligibility and Amounts Given
a. Students may receive financial help toward transportation expenses for Society conferences through the Student Travel Endowment.
b. Students receiving funds must be student members of the Society and enrolled at a college or university. Exception: doctoral candidates need not be formally enrolled.
c. In any calendar year, the amount of money available will consist of the Silent Auction proceeds from the previous year plus contributions for this purpose received by the previous December 31.
d. The fund will provide up to full transportation costs, these being the cheapest round-trip airfare available, round-trip train fare, or mileage at standard IRS-allowed rates for personal travel (half business rate) plus gas costs and tolls for automobile travel. It will not pay for transfers, parking, car rental, or local transportation.
e. Funds are allocated as follows:1). First priority is given to students who have never attended an SAM conference and are presenting a paper.
2). Second priority is given to students who have attended and are presenting, but have not received financial assistance in the past.
3). Third priority is given to students who have never attended an SAM conference and are not presenting.
4). Fourth priority is given to students who have attended, are presenting a paper, and have not received financial assistance previously.
5). Fifth priority is given to students who have attended, are presenting, and have received funds previously.
6). Last priority is given to students who have attended an SAM conference in the past, are not presenting, and have received financial assistance previously.f. Awards will be made by the Board liaison to the Committee for Students in consultation with the Finance chair.
1) Application Procedures
Applications are btained from the Soiety web site or the Board liaison who manages the grants. Deadlines vary depending on the date of the conference.
2) Responsibility of the recipients of travel grants
Each student who receives funds shall volunteer at the Silent Auction for up to the length of one session. A student receiving a grant may also be asked to write a few thank-you letters to fund contributors on behalf of all recipients.