HANDBOOK OF NATIONAL EXECUTIVE DUTIES

Transcription

1 HANDBOOK OF NATIONAL EXECUTIVE DUTIES Compiled by Mary Robinson Ramsay in Discussed at National Executive meetings held January 26, 1984 and April 25, Edited by Morna-June Morrow, May Amended and passed by the National Executive, May 8, Retyped on computer by Morna-June Morrow, August Updated by Leslie Bricker, Recording Secretary, March Update received by Batya Levy, Archivist, April, 2010 IIC2 Handbook of National Executive Duties Page 1

2 OLDER VERSION: THE PAST PRESIDENT SHALL: 1. attend National Executive meetings; 2. keep up to date with correspondence, redirecting mail to the new President from people who are not yet aware of the changeover; 3. act as a representative of the National Executive, stimulate interest in local chapter activities, and, as a resource person: a) be available to present workshops, b) suggest books and texts that would be useful, c) promote inter-provincial or inter-chapter workshops in non-conference years; 4. chair the Nominating Committee for the new slate of officers to be elected at the biennial conference. The Nominating Committee should represent eastern, central and western Canada; 5. chair the Gunild Keetman Scholarship Committee. THE PRESIDENT SHALL: 1. be the Chief Executive Officer of the Society and shall preside at all meetings of the Society and its Executive Board; 2. call meetings of the Executive Board as often as may be required for the transaction of business. These meetings shall be at such time and place as the President shall designate upon reasonable notice; 3. prepare an agenda for executive meetings, and call such meetings during nonconference years; 4. during pre-conference periods: a) appoint a Nominating Committee to prepare a slate of officers not less than three months prior to the conference. The Past President shall serve as chairman of the committee which shall represent eastern, central and western Canada, b) prepare an agenda for Executive and General meetings, c) assist the Conference Chairman in planning social events, welcoming special guests, participating in opening ceremonies, chairing the banquet and any business meetings, and dealing with any other organizational problems which may arise; 5. support and promote growth and development of regional chapters through personal visits, telephone calls and correspondence; IIC2 Handbook of National Executive Duties Page 2

3 6. communicate and promote closer liaison with other organizations such as CMEA and AOSA; 7. communicate with members through the "President's Letter" in OSTINATO, and through personal correspondence; 8. communicate with Chapter Presidents at the beginning of June regarding submission of annual reports; 9. send new Chapter Presidents: a) a letter of congratulations, b) a copy of the Constitution and Chapter By-Laws; c) information regarding the Gunild Keetman Scholarship and Special Projects Fund; 10. send new members of the National Executive: a) a copy of the Handbook, b) a copy of the Constitution, c) minutes of Executive meetings held during the past two terms, i.e. four years. The President's tasks are those of communication, correspondence, and organization. The President shall: a) be granted funding for postage and telephone calls. Accounts to be submitted to the National Treasurer. b) be allowed up to $ as a travel fund, to be used at the discretion of the National President. (See Minutes of the National Executive meeting, April 27, 1985.) It is understood that: this money is to come out of the Special Projects Fund, this money is for use only in furthering the interests of the national association, the President shall render an account of any expenditure at each Executive meeting, if at any one time the amount to be spent exceeds $500.00, a proposal should be submitted for approval by an executive quorum, the $ travel allowance does not have to be used during a President's term of office, but can be passed on to the next incoming President. THE FIRST VICE PRESIDENT SHALL: 1. in the absence or inability of the President, perform the duties and exercise the powers of the President, and shall perform such other duties as from time to time may be imposed upon him by the Executive Board; 2. be contacted by the President, on the telephone, to obtain a quorum when a decision is needed on a matter; 3. act as the National Executive liaison with national conference committees; IIC2 Handbook of National Executive Duties Page 3

4 4. keep a file copy of all correspondence; 5. promote the Gunild Keetman Scholarship each year through: a) communications with regional chapters and Advisory Board members, b) fund raising. THE SECOND AND THIRD VICE PRESIDENTS SHALL: 1. perform duties designated by the President in the areas of: a) assisting the editor of OSTINATO, b) assisting the Membership Secretary, c) taking charge of the National Archives, d) compiling of a resource list of Canadian Orff Clinicians. THE SECRETARY SHALL: 1. give or cause to be given notice of: a) the meetings of the members, and of the Executive Board, b) the recommendations, amendments, etc. to be discussed, at least six weeks in advance of such meetings. 2. shall act as clerk at all sessions of the Executive Board and all meetings of the Society. These minutes must be typewritten and distributed to the National Executive and the Advisory Board within three weeks of said meetings; 3. record all votes and minutes of all proceedings in books kept for that purpose; 4. keep the record of all minutes from the inauguration of the Society to the present. This record shall be handed on to the incoming secretary; 5. type amended copies of the Society's National Constitution, and have them reproduced and available for distribution; 6. prepare a current list of the names, addresses and telephone numbers (business and residence) of the National Executive, Advisory Board and Chapter Presidents, and distribute them to said people. 7. be responsible for the printing and distribution of stationery. THE TREASURER SHALL: 1. keep a full set of books in the format previously established; 2. provide a statement of the year's transactions for the period September 1st to August 31st; 3. obtain a yearly audit; 4. submit completed income tax and other government forms; IIC2 Handbook of National Executive Duties Page 4

5 5. maintain a bank account (currently a savings/chequing account) with records at a chartered bank); 6. invest funds, if feasible, in a term-deposit (currently a 30 day self-renewing note with a chartered bank); 7. sign receipt forms for membership fees and scholarship donations; 8. provide expense form sheets to be submitted by Executive members for reimbursement of personal expenses paid out on behalf of Society business; 9. establish a workable and convenient arrangement with the Membership Secretary, i.e. transfer membership fees to the working account; 10. maintain a bank account for the Gunild Keetman Scholarship Fund in order to pay yearly awarded scholarships, and deposit semi-annual interest cheques. These come from a major investment at a trust company or chartered bank. (Currently the aforementioned account is a daily interest savings account at a chartered bank.); 11. prepare a statement for the Gunild Keetman Scholarship Fund. Both this statement and the statement of yearly transactions shall be presented at the biannual national conference; 12. submit completed income tax forms for the Gunild Keetman Scholarship Fund; 13. be responsible for the printing and distribution of official receipts. THE MEMBERSHIP SECRETARY SHALL: 1. be responsible for the processing of all membership applications which involves: a) mailing of membership application forms to individuals and/or chapters, b) keeping accurate records of all monies received for memberships, c) banking monies received for membership and keeping in close contact with the National Treasurer for transfer of the bulk of these monies to the national account, d) calculating and sending of chapter allotments in consultation with the National Treasurer, e) issuing official receipts, membership cards, covering letters and any other pertinent information for each application, f) entering each application on central membership file (name, mailing address, telephone, membership year), g) recording each application on running membership files for that year (name, chapter, type of membership), h) sending names and mailing addresses to OSTINATO Editor, and updating this file as memberships expire, i) communicating with the Membership Secretary and/or Treasurer of each chapter concerning memberships and fees received, IIC2 Handbook of National Executive Duties Page 5

6 j) entering into the computer: name, address, telephone, chapter affiliation, type of membership, year of membership and professional position, k) providing OSTINATO mailing labels. 2. In consultation with the President and Treasurer, be responsible for the preparation, printing and distribution of envelopes, membership cards, applications and brochures. Practical considerations dictate that the Membership Secretary have access to a typewriter and a computer. THE EDITOR SHALL: 1. be responsible for the preparation, editing and publication of the tri-annual newsletter; 2. regularly: a) solicit or find articles suitable for publication. This will be done with the assistance of contributing editors, in the areas of early childhood education, vocal music, recorder, movement, French language material and "scholarly" information. The latter area can probably best be covered by someone working in music education at a university, who is regularly exposed to music journals of all sorts; b) review or have reviewed new music or music education books, which are often supplied by the publisher. Again, the contributing editors can be of assistance in this area, and may wish to keep us up to date in their particular field of interest; c) acknowledge receipt of all articles, books, etc. with a postcard or suitable letter; d) edit articles or reviews, and edit news from the chapters which is submitted; e) write the Editor's note about the current issue, or about a relevant topic; f) type, or have typed, each issue; g) proof read the final copy. 3. before each national conference, contact people who will cover each of the events. There are at least two possible approaches: a) request suitable people to report on each event. The Vice Presidents may be of some assistance in helping organize this, or even in reporting; b) ask each Chapter President to be responsible for finding someone, or more than one person, to report on a specific event. A deadline for submission of these articles after the conference should be given, and possibly, some guidelines concerning the type of reporting desired. Headliners may be contacted for a copy of any printed material they will be handing out, and would be willing to have included in OSTINATO. 4. at all times, keep in touch with events happening across the country, and with people who are actively involved in "Music For Children - Carl Orff Canada - IIC2 Handbook of National Executive Duties Page 6

7 Musique Pour Enfants". Newsletter correspondents in each chapter can greatly assist with this task. To facilitate the Editor's job, lists of names and addresses are very necessary. The lists prepared by the Membership Secretary are very useful, and a private list is also a help. The following information is necessary for the preparation for any one issue of OSTINATO: 1. the paper on which it is typed is 11"x14", folded in half along the 11 inches, so that each page type is 11" long and 7" wide. The size is reduced during printing, * 2. carbon typewriter ribbon allows clearest reproduction, * 3. the body of the text is single-spaced, 4. between a title and the text body is a triple space, 5. fine, black, felt-tip marker is used to create boxes around each title, 6. the general format is: a) a coloured cover, consisting of the name of the publication, its logo, and a legend stating the number and date of the issue, e.g. Bulletin No. 27, July 1984, b) inside the cover, a list of the National Executive, c) on the right hand page facing, the index, d) on the next page (numbered 1), the Editor's note and publishing information, e) on page 2, the President's letter, f) articles, reviews, news from the Chapters, etc. The news from the Chapters should begin at the Atlantic Coast in one issue, and at the Pacific Coast in the next. 7. the current publisher is: Waterloo Music Company 3 Regina Street North Waterloo, Ontario N2J 4A5 The contact person there is currently Ms. Kathy LeGros. Her telephone number is (519) * (Points #1 and #2 above will become obsolete with the use of a computer/word processor.) Timelines JUNE 1st IIC2 Handbook of National Executive Duties Page 7

8 Material for publication (in issue to be mailed September 1st) must be in to the Editor. The Editor should at this time: a) find out from the Treasurer who the winners of the Gunild Keetman Scholarship are, so that their names can be announced in the September 1st issue, b) contact the winners of the Gunild Keetman Scholarship, to request that they write about their Orff experiences during the forthcoming summer. In some cases it might be interesting to find out what type of situation they currently teach in, and what they hope to do with their Orff-Schulwerk training. This information will be carried in the issue prepared during the autumn, and mailed on January 1st, c) remind Chapter Presidents and newsletter correspondents of deadline dates for submission of material during the forthcoming year, d) give contributing editors a timeline for their next article. The September 1st issue should include: a) the names of the Gunild Keetman Scholarship winners who received the award for the current calendar year, b) acknowledgement of, and thanks for chapter contributions to the Gunild Keetman Scholarship fund during the previous school year, c) every second year, a profile of the new national executive which takes office at that time. AUGUST 1st Proofs should be sent to the publishers. SEPTEMBER 1st Publishers should mail the September issue. NOVEMBER 1st Material for publication (in issue to be mailed January 1st) must be in to the Editor. The January 1st issue should include: a) a report from the Gunild Keetman Scholarship winners of the previous calendar year, about their summer Orff-Schulwerk experiences, b) information about Gunild Keetman, c) an application form for the Gunild Keetman Scholarship to be awarded in this new calendar year, including the criteria for applicants, d) lists of any new chapter executives who took office in September/October. Profiles of the people involved are an added feature. DECEMBER 1st Proofs should be sent to the publisher. JANUARY 1st IIC2 Handbook of National Executive Duties Page 8

9 Publisher should mail the January issue. The Editor should, at this time: a) send a letter to Chapter Presidents, asking for notification about summer courses, by February 1st. FEBRUARY 1st Material for publication (in the issue to be mailed April 1st) must be in to the Editor. The April issue should include: listing for all summer Orff courses. MARCH 1st Proofs should be sent to the publisher. APRIL 1st Publisher should mail the April issue. Updated job description and timelines are to be found in the Policies and Procedures Manual which is updated after each national executive meeting. (2007) IIC2 Handbook of National Executive Duties Page 9

10 UPDATE RECEIVED APRIL 2010: NATIONAL EXECUTIVE DUTIES AND TIME LINES A. Job Descriptions B. Time Lines A. JOB DESCRIPTIONS 1. The President shall: a. be an ex-officio member for all committees. (2006) b. attend all National Executive meetings. c. be the Chief Executive Officer of the Society and shall preside at all meetings of the Society and its National Executive. d. organize all meetings of the national executive, to include: i. prepare an agenda for all National Executive meetings, and call such meetings during non-conference years. ii. give or cause to be given notice of: (a) the meetings of the members, and of the National Executive. (b) the recommendations, amendments, etc. to be discussed, at least six weeks in advance of meetings. e. in preparation for the National Conference two years hence, confer with the Conference Chairperson(s) and the Vice President Liaison in the planning of the Conference (see Section III H. Conference Policies & Procedures). f. in preparation for the National Conference four years hence, ensure receipt of the updated Generic Conference Binder and forward to Conference Chairperson(s) (see Section III H. Conference Policies & Procedures). g. support and promote growth and development of regional chapters through i. personal visits, telephone calls and correspondence. ii. encouraging chapter presidents by positively reinforcing their chapter's activities. iii. organizing a western and eastern presidents meeting during non-conference years. iv. providing chapter presidents with a timeline of ongoing responsibilities of chapter executive members. IIC2 Handbook of National Executive Duties Page 10

11 h. send a letter of welcome and encouragement to each Chapter President in August to include i. copy of the Constitution and By-Laws. ii. timeline of ongoing chapter executive responsibilities. iii. list of National Executive. iv. list of Chapter Presidents and their National Executive Liaison. v. Carl Orff Canada website and access to the Members Only section. vi. a request to familiarize themselves with the Policies and Procedures Manual, available on the Carl Orff Canada website. i. communicate with members through the "President's Letter" in Ostinato and through personal correspondence. j. ensure new members of the National Executive: i. are familiar with the Historical Handbook and the Policies and Procedures Manual. ii. receive minutes of National Executive meetings held during the past two terms, i.e. four years. iii. meet during the National Conference, prior to the commencement of their term in office. This will occur after the Annual General meeting, and, if possible, with the existing Executive. k. communicate and liaise with: i. COC advisory board. ii. North American Alliance Committee. iii. other music educational organizations, e.g. AOSA, Kodaly Society of Canada. l. send letter of introduction to the Orff Institute at the start of his/her term. m. submit an annual information overview each May on Orff in Canada to the Orff Institute and other international Orff organizations (1996). n. send a letter to the Levels Course Directors to wish them success with their upcoming Orff course. o. send a letter of welcome to the students through the Levels Course Director for their upcoming Orff Course. p. send membership letter of welcome to Membership Secretary. The President's tasks are those of communication, correspondence, and organization. An annual designated travel allowance is available to be used at the discretion of the National President. 2. The Past President shall: a. attend all Executive meetings. IIC2 Handbook of National Executive Duties Page 11

12 b. keep up to date with correspondence, redirecting mail to the new President from people who are not yet aware of the changeover. c. send name and contact information of the incoming president of COC to international Orff organizations e.g. AOSA, U.K., France, Greece, South Africa, Orff Institute (Salzburg). d. act as a representative of the National Executive, stimulate interest in chapter activities, and act as a resource person. e. chair the Nominating Committee. f. chair the Gunild Keetman Scholarship Committee and prepare the annual report for the AGM. g. chair the Carolyn McMillan Research Grant Committee. h. be knowledgeable of the Constitution and Bylaws and be responsible for their ongoing review and revision. i. attend AOSA conferences. j. co-chair of NAAC meetings at AOSA and COC conferences. k. perform other duties as requested by the National Executive. 3. The First Vice President shall: a. attend all National Executive meetings. b. in the absence or inability of the President, perform the duties and exercise the powers of the President. c. be responsible for advocacy and publicity, including printing and distribution of publicity brochures. d. act as chapter liaison for designated chapters, contacting them at least twice per year prior to Oct. 31 and Mar. 31. (See form in Section N.) Chapter Liaison Reports will be circulated to the National Executive. e. act as liaison for the National Orff Conference two years hence. f. be the chairperson for the Honorary Bestowment Selection Committee. (1994) Contact Advisory Board and Chapter Presidents regarding possible submissions for honorary positions. g. send a letter of notification with thanks to those Chapters whose nominations for Honorary Life membership were not successful. (2001) h. collect statistics on the number of participants per level in each Canadian course, forward this to the Archivist and be responsible for disseminating this information to the National Executive, Advisory Board, Course Directors (2002) and for publication in Ostinato and/or website. IIC2 Handbook of National Executive Duties Page 12

13 i. chair the Mentorship Committee (2007), prepare Annual Report for AGM and submit updated mentorship guidelines and forms to webmaster. j. work with the industry representative to maximize advertising in Ostinato. k. perform other duties as requested by the National Executive. 4. The Second Vice President shall: a. attend all National Executive meetings. b. chair the Endorsement Committee, prepare Annual Report for AGM, and submit updated endorsement guidelines and forms to webmaster. c. be responsible for the distribution of current Carl Orff Canada Teacher Training Course Guidelines to course directors and the webmaster. d. act as chapter liaison for designated chapters, contacting them at least twice per year prior to Oct. 31 and Mar. 31. (See form in Section N.) Chapter Liaison Reports will be circulated to the National Executive. e. be a member of the Honorary Bestowment Selection Committee. f. be the liaison between the National Executive and the chair of the National Orff Conference that will take place four years hence. (2004) g. perform other duties as requested by the National Executive. 5. The Third Vice President shall: a. attend all National Executive meetings. b. act as chapter liaison for designated chapters, contacting them at least twice per year prior to Oct. 31 and Mar. 31. (See form in Section N). Chapter Liaison Reports will be circulated to the National Executive. c. submit upcoming levels course information and chapter news for publication in each issue of Ostinato and for inclusion on the website. d. be a member of the Honorary Bestowment Selection Committee. e. perform other duties as requested by the National Executive. 6. The Secretary shall: a. attend all National Executive meetings. b. perform the duties of webmaster for Carl Orff Canada website. IIC2 Handbook of National Executive Duties Page 13

14 c. act as clerk at all sessions of the National Executive meetings. These minutes must be distributed to the National Executive and appointed Advisory Board members within three weeks of said meetings, and posted to the National Executive section of the Carl Orff Canada website. d. keep the record of all minutes from the previous four years. This record shall be handed to the incoming Secretary. e. be knowledgeable of and responsible for the updating and revision of the Policies and Procedures Manual in consultation with the President. f. complete revisions (applicable motions and information) of the Policies and Procedures Manual biannually following the National Executive Meetings: (revised 2007) i. dates of the new revisions will be included beside applicable items. ii. post revisions to the Carl Orff Canada website. iii. provide a printed copy of the updated Policies and Procedures Manual for each April National Executive Meetings. (2009) iv. notify archivist in August of each year to print one copy of the updated Policy and Procedures manual for the archives. g. prepare and distribute National Executive, Advisory Board and Chapter presidents contact information. h. be responsible for the printing and distribution of stationery and business cards. Stationery (letterhead and envelopes) shall be printed at the beginning of each term. Business cards should also be printed for National Executive members as an advocacy tool as required. i. prepare the Annual Report for the AGM for the previous fiscal year. This document is to include the following: i. reports from: President, Membership Secretary, Editor, Archivist, Bestowment Committee, Endorsement Committee, Gunild Keetman Scholarship Committee, Carolyn McMillan Research Grant Committee, Mentorship Committee, Nominating Committee, ADHOC Committee, North American Alliance Committee, and Treasurer. ii. Financial Statement. iii. previous AGM minutes. iv. agenda for current AGM. v. current list of Honorary Patrons, Advisory Board and Current National Executive, and complete list of past presidents (on inside front cover). IIC2 Handbook of National Executive Duties Page 14

15 j. Print 50 copies of AGM Annual Report in non-conference years, and in conference years, print enough copies for distribution to all conference delegates. Mail copies of the Annual Report to Patrons and Advisory Board, if not in attendance. k. in January of each year, request the Dean of the Faculty of Music, University of Toronto, to advise Doreen Hall (copies to the National President and the Editor of OSTINATO) of the recipient of the Doreen Hall Scholarship, and to include a short resume of that person. l. prepare certificates to be presented at National Conference (Honorary Life, outgoing National Executive, and charter certificate for any newly formed chapters). m. purchase a small gift for outgoing National Executive members. n. perform other duties as requested by the National Executive. 7. The Treasurer shall: a. attend all National Executive meetings. b. maintain a minimum of four bank accounts: current, Gunild Keetman Scholarship Fund, Special Projects Fund, Children s Mosaic Travel Fund. c. make deposits and pay all invoices in a timely fashion. d. maintain a complete record of income and expenditures of all four bank accounts (preferably in a software accounting program). e. provide a financial report to National Executive members at each Executive meeting. f. obtain annually, an accountant s financial review of all National transactions, and the year-end reports received from Chapters for the period of September 1 to August 31 in each year. Present the report at the AGM. g. be a liaison contact between Chapter Treasurers, Conference Treasurer, and National Executive. h. provide Chapter Treasurers with copies of the Chapter Treasurer Guidelines, including required reporting forms by April 30 th of each year (see section N Policies and Procedures). i. forward allotment cheques to each chapter minimum four times per year Oct. 31, Jan. 31, Apr. 30, Aug. 31. j. submit the following: i. Registered Charity Information Return (T3010) to Revenue Canada Charities by February 28th of each year, including updated personal information of National Executive members (i.e. full name, IIC2 Handbook of National Executive Duties Page 15

16 address, date of birth) as required by Revenue Canada. ii. Industry Canada s Annual Summary by June 1 of each year. iii. Goods and Services Tax refund claim for National expenditures. k. invest funds, if feasible in a term deposit. l. provide expense forms, to be submitted by National Executive members for reimbursement of personal expenses paid out on behalf of Society business. m. work with the Industry Representative and First Vice President in the invoicing and receiving of payment for advertising in Ostinato. n. keep all Society activity and financial reports for a minimum of seven years. o. solicit, receipt and acknowledge donations to Carl Orff Canada. p. transfer a donation in the memory of Carl Orff, not to exceed $50, to the Gunild Keetman Scholarship Fund, by March 31 st of each year. Send notification of the donation to the Orff Institute and to the widow of Carl Orff. q. perform other duties as requested by the National Executive. 8. The Membership Secretary shall: a. be appointed by the elected members of the National Executive and shall serve no more than two 2-year terms. b. attend all National Executive meetings. c. be responsible for the processing of all membership applications: i. mailing of triplicate membership renewal forms to chapter membership secretaries by June 1. ii. receive membership letter of welcome from the incoming National President and request signature of current National Treasurer, to create membership welcome letter / receipt. iii. process and issue membership. iv. receipt all membership fee. v. communicate membership reports to each Chapter Membership Secretary by on a regular basis. vi. forward copies of membership forms and monies received to National Treasurer. vii. provide the Editor of Ostinato with mailing labels and the number of copies to be printed by December l5, March l5, and August l5. IIC2 Handbook of National Executive Duties Page 16

17 viii. update the Membership Directory which is posted on the Carl Orff Canada website, by October 15, February 15, April 15, and June 15. ix. provide a membership report for each National Executive meeting including a breakdown of the members by chapter and the various membership categories. d. maintain contact with Chapter Membership Secretaries (ongoing). e. remind Chapter Membership Secretaries to send renewal notices (ongoing). f. perform other duties as requested by the National Executive. 9. The Archivist shall: a. be appointed by the elected members of the National Executive and shall serve no more than two 2-year terms. b. attend all National Executive meetings. c. assume responsibility for collecting and archiving: i. Conference Handbook and memorabilia. ii. significant presidential correspondence and other material of archival significance. (1995) d. send material to Orff Institute upon request. e. have access to the archives through the Head Librarian of the Faculty of Music, Edward Johnson Building, University of Toronto. f. collect and file all relevant material of the National Executive: National Executive list National Executive minutes National Executive Meeting Reports Financial Reports Gunild Keetman Scholarship recipients Ostinato to be filed as received g. collect and file all relevant material sent by the Chapters: executive minutes executive list annual report of Chapter Presidents annual financial report (Sept.1 Aug. 31) minutes of Annual Meeting newsletter workshop flyers other significant material IIC2 Handbook of National Executive Duties Page 17

18 h. collect and maintain records of the number of students in each Canadian Teacher Training Course (2000, 2002) as per list provided by the First Vice President each year. i. every five years, three collections of the issues of Ostinato from the past five years shall be collated and bound with a copy to the Archives, the Archivist, and the Editor. The Archivist will receive three additional copies of each issue in order to continue this task. (1991) j. of each issue in order to continue this task. (1991) j. maintain the Historical Handbook (2008) by completing revisions (applicable motions, minutes and, information) of the Historical Handbook biannually following the National Executive Meetings. (2007) i. dates of the new revisions will be included beside applicable items. ii. submit updated Historical Handbook to the webmaster annually, after April meetings. k. Print a copy of the Membership Directory each January 1st for archival purposes. (2008) l. Perform other duties as requested by the National Executive. 10. The Francophone Member At Large shall: a. be appointed by the elected members of the National Executive and shall serve no more than two 2-year terms. b. attend all National Executive meetings. c. prepare a report for the National Executive meeting (excluding AGM) listing the translation done for COC. (2009) d. perform duties as requested by the National Executive. e. translate materials as required by President or Editor. Recommendation: The appointee in the French member-at-large position should be a francophone member of Carl Orff Canada who is in good standing with their regional Chapter. (2009) 11. The Editor shall: a. be appointed by the elected members of the National Executive and shall serve no more than two 2-year terms. b. attend all National Executive meetings. c. be responsible for the preparation, editing, and publication of the tri-annual journal Fall, Winter, and Spring. d. chair the Editorial Board (see III G. Ostinato Policies & Procedures 1.Editorial Board). IIC2 Handbook of National Executive Duties Page 18

19 e. in consultation with the Editorial Board i. be aware of and publish mandated Ostinato content, and stay in communication with those responsible for updating this information (see III G Ostinato Policies & Procedures 3.Content). ii. solicit or find articles and photographs suitable for publication in the areas of early childhood education, vocal music, recorder, movement, French language material, and current research. iii. solicit reviews of new music or music education literature. iv. edit all submissions to the Ostinato. v. three to four months prior to each national conference contact the conference committee to ensure that reflective overviews of the conference be written for possible publication in Ostinato. f. acknowledge receipt of all submissions. g. receive updates on Chapter News and Orff Teacher Training Courses from the Third Vice President. h. work with the Industry Representative and the First Vice- President to maximize advertising process. i. have membership mailing labels prepared by the Membership Secretary. j. assist the Treasurer in the preparation of the annual budget for Ostinato expenditures. k. perform other as requested by the National Executive. September 30, 2014 Go-to-meeting RE: Board timelines updating Action: Each Board member will update their own timelines as they go through the year to ensure timeliness of timelines. IIC2 Handbook of National Executive Duties Page 19