The Wind Ensemble of Western CT at Naugatuck Valley Community College
Policies and Guidelines – July 2010
Partnership
The Wind Ensemble of Western Connecticut began as The Tribury Community Band 30 years ago. During its lifetime, the band has played under different names and conductors, with many area musicians having played with the group continually or for some time. It was the decision of the WEWC board of directors, with the unanimous support of its members, to make an effort to grow and develop the group beyond a purely local community recreational band toward a true regional wind ensemble that would attract serious community and student musicians. With a shared interest in the development of music opportunities in the regional community, The Wind Ensemble entered into a partnership with Naugatuck Valley Community College beginning in January of 2006 for the purpose of mutually beneficial development of the Wind Ensemble and the music program of the college. If at any time the partnership proves unworkable or unsatisfactory as determined by Naugatuck Valley Community College or the board of the Wind Ensemble, it can be terminated at the end of a semester. The Wind Ensemble will retain all rights to keep its name, members, music, and supplies.
Band Seasons
The calendar year is divided into 2 semesters Each semester is 15-17 weeks in length. The schedule will follow the academic calendar of the college which is approximately:
Late August through mid-December
Mid-January through late-May + Commencement performance
A summer season may be run through the college or independently by the band and will be decided based on interest and commitment from members as well as cost. For the sake of continuity and building of ensemble, all members are strongly encouraged to participate through the summer. Attendance requirements will be relaxed to accommodate vacation schedules.
Band Rehearsal
Rehearsals are held on Tuesday nights from 7:20 to 9:30 at the Mattatuck Unitarian Universalist Church on South Pomperaug Ave.in Woodbury. Members provide their own stands and a pencil with which to mark music. A black music folder will be provided and must be used for all rehearsals and concerts. Members are asked to arrive in time for tuning and prompt downbeat. Chair set-up will be rotated between sections. Doors are open by 7:10. Members should not enter the building before that time. A full 130 minute rehearsal is expected. When you are late, you are delaying the start of rehearsal for everyone, and may cause rehearsal to run beyond 9:30.
Attendance & Performance Requirements
Members are encouraged to attend practice as often as possible, with a minimum attendance of 75% being expected. 100% attendance is expected of college students who are enrolled in concert band for credit. Missing players of any part affect the balance and progress of the whole band. The manager must be notified when a community member cannot attend a practice since it may influence the choice of music to be rehearsed or in cases where many people are absent, would make more sense to cancel the rehearsal altogether. College students enrolled in concert band for credit discuss absences directly with Mr. Gard.
Absentee Contact: Call Pat at 203-426-6148 by 4:00 pm, leave message on machine
or preinhardtece@sbcglobal.net
Members and students are expected to participate for the full school year in order to build a quality ensemble. The spring semester concludes after the commencement performance. Participation at commencement is expected of all student and community members, as this performance affects the sponsorship of the band by the college. The two rehearsals preceding a performance (dress rehearsals) are mandatory. Participation in concerts requires meeting minimum attendance requirements and attendance at the dress rehearsals. Exceptions will be made at the discretion of the music director after discussion with section leaders, and manager. Players who will be absent from any concert or commencement are expected to assist in securing an acceptable substitute player and contribute $50.00 toward the substitute pool or pay the sub, if not volunteer, themselves. Extenuating circumstances shall be brought to the music director, manager, and/or board for discussion and satisfactory resolution. Repeated absenteeism from rehearsals or concerts may be cause for dismissal.
Practice for any small ensembles or music sub-groups for special performances is independently scheduled outside of regular rehearsal time and space. You are asked not to arrive at the church early or use the warm-up time before rehearsal starts for ensemble practice.
Band Membership and Fees
Membership requires that NVCC Continuing Education fees be paid, attendance is regular and prepared, and that policy is followed in order to hold a seat in the band. Fees are $45.00 per semester. These fees are a significant source of the band’s support and are necessary to meet our ongoing expenses which include a conductor, purchase of equipment and supplies, music, and the rent for rehearsal space. Continuing Education fees must be paid on or before the first rehearsal of each semester. This is a college requirement so there can be no exceptions. Seniors may have all fees waived if they file a college application (1st time only) and submit proof of age on a copy of their driver’s license, and register as a credit student. Fees for a summer band session are separate and will be re-evaluated annually, based on anticipated expenses and enrollment. Members who leave the band for one or more semesters will be considered new members upon return. Fees will be reduced when possible if there are extenuating financial circumstances for community members as determined by the music director and board. College students pay tuition directly to the college and are exempt from paying membership fees.
Exceptionally talented and serious minor students may be enrolled in the Wind Ensemble through the Continuing Education Division only after a careful audition and interview with the student and his/her parent by the music director. Minors will be allowed membership only with specific recommendation from the music director and permission from the board. It should be understood that while the band welcomes intergenerational participation, it can’t assume responsibility for the conduct or supervision of a minor. Minors are not to be left at rehearsals without parental supervision unless permission is granted by the board, music director, and manager. Non-credit students pay the same dues as adults and are considered Wind Ensemble community members.
Recruitment & Publicity
The Wind Ensemble will be a course offering through the NVCC continuing education/non-credit division as well as offered as Concert Band through the academic/credit division. Although members are encouraged to promote the activities and opportunities offered by the band, and are welcome to invite prospective members to observe a rehearsal with permission from the music director or manager, they cannot simply bring in a new member to play at any time. New membership needs to be organized with consideration to continuing education policies, balanced growth, and the decision of the music director. The college will advertise and promote the band and its activities through its normal course catalogs, advertising, and publicity process consistent with other similar college offerings.
Instrumentation and Growth
The ensemble is always interested in recruiting capable new members based on need within each section. New community members and college students will be informally auditioned for seating. An intermediate level of playing ability is generally necessary.
Growth of the band will be made so that a balance of instrumentation and community to student ratio is maintained. Decisions regarding the addition of a prospective player will be made between the music director, board, manager, and section leaders. Students taking concert band for college credit will be admitted regardless of instrumentation needs as long as they meet playing ability standards as determined by the music director. Do not bring new players without first discussing it with the music director. The enrollment procedures of the NVCC Continuing Education Division as well the Credit Division must be followed. A limit of 20 college students are permitted to enroll through the credit division, with the balance of membership being non-credit community members. At no time will the balance exceed 50% student membership.
Goal membership is for approximately 48 players comprised of the following instrumentation in balanced sections:
9-12 Bb clarinets 1 aux. clarinet 1-2 bass clarinets
4 flutes 1 oboe 1-2 bassoons
2-4 alto sax 2 tenor sax 1 baritone sax
6 trumpets 3-4 trombones 2-4 French horns
2-3 euphonium/baritones 2 tuba/bass 3 percussion
It is always sad to see a member leave the group for any reason. Please make sure that you notify the manager should you decide not to continue membership and that you return all music to the librarian so that the music director can plan accordingly.
Seating
Over many years of playing together, the Wind Ensemble seating and section leadership have evolved into a successful arrangement which reflects longevity, playing ability, and preference. New members, whether community members or college students, will be placed in open seats made available through attrition or a decision to increase the size of a section or the group. Current membership will have the first option to request a move from their present seating if the opportunity arises, but cannot “challenge” another player for their seat. Seating decisions will be made based on recommendations from the music director to the board and section leader. New members will be informally auditioned for seating, and continuing members may be asked to audition if the music director finds it necessary in a request for a change of seating. A member who leaves the group for one or more semesters will be considered a new member upon returning and will be seated accordingly. Leaves of absence for medical or family situations will be an exception considered by the music director and board and will be treated individually as the need arises. Concerns about a player’s suitability to the group will be discussed between the music director, section leader, and board to arrive at an appropriate solution. Every effort will be made to support and encourage new and old members, particularly those with limited experience and ability. The goal is for every member to have a comfortable and enjoyable experience without ever feeling intimidated.
Section Leaders
Section leaders carry the responsibility of communicating with their section players about tuning, distribution of parts, and balance. They are the first to handle complaints from section members and if the problem cannot be solved at that level, they will ask the member to make their complaint in writing to the board. Section leaders are community members who have assumed this role through a combination of longevity, playing and leadership ability. They may be asked to lead sectional rehearsals if requested by the music director and contribute to seating decisions.
Section Leaders: Saxophones: Dave Reinhardt
Clarinets: Ted Sansolo
Trumpets: Ray Nilson
Low Brass David Booth
Flute/oboe: Pat Reinhardt
Percussion: John Heavens
Concert Bookings and Contracts
All band members may seek concert bookings in the community with board approval, but are not to negotiate rates. The band will perform 1 mandatory concert at the college in each semester and will be available to play at the college commencement in May as well as the benefit concert at the church which is part of our rental agreement. Additional performances will be added at the discretion of the membership and the music director. All bookings must receive approval of the board before final arrangements are made. The manager will send a contract to the sponsoring agency specifying the terms of the performance. Fees for concerts are as follows:
Tuesday night informal concerts $ 150 - local audiences only, 60 minutes of music
All other bookings $ 300 + depending on location, time commitment, etc
College Concerts by donations from the audience, college waives fees
Revenues earned by sub-groups hired through the college or through contact with the Wind Ensemble or Band Society will go into the general band treasury. Individual musicians or sub-groups hired for independent jobs through the music director of the college will be paid directly any fee offered for the job.
Concert Attire & Procedures
Unless otherwise specified, band members are expected to wear concert dress for all performances. the music director will decide on the dress for each concert depending on the setting and season. Men may be asked to wear all black, black and white, or a dark suit and tie, depending on the occasion. White polo shirts may be worn in warm weather if specified. Red ties for December holiday concerts. Women may be asked to wear all black or black and white depending on the setting and season. Black socks/stockings and shoes are expected of everyone. Please, no sandals, sneakers, shorts, short skirts, tank tops, T-shirts, or excessive jewelry or perfume/cologne.
Band members need to arrive 1 hour prior to the start of the concert for set-up, rehearsal, and tuning. Instrument cases and bags need to be removed to outside of the staging area during concerts. Black music folders provided to each member must be used. Members provide their own stands unless otherwise instructed.
Concert performance requires that all members meet attendance requirements, are able to perform the music to the level expected by the music director, attend the dress rehearsals, and arrive on time and appropriately dressed.
Substitutes
The band does not use “ringers” (non-members who play only for concerts). Anyone wishing to play in concerts must pay dues and meet the rehearsal attendance requirements. Substitutes may be used when a regular player is unavoidably absent for a concert, provided they attend enough rehearsals to be comfortable with the music. Members are required to assist in arranging for substitutes and pay $50 to the sub pool or pay the sub themselves. Members should let the manager know of a concert absence well in advance. In the event that a suitable volunteer substitute is not available, the music director may decide to hire a professional player when it is a critical part that if missing, would jeopardize the quality of performance.
Management and Board of Directors of The Wind Ensemble
The Board consists of approximately 10% of the membership in a ratio that approximates the ratio of students to community members in addition to the music director, manager, publicity person, and librarian. The Student Government Representative is a voting member, appointed by the music director and automatically has a seat on the board. The manager and librarian are consistent, non-voting board members who are appointed by the music director and serve until resignation or request from the board and music director. Publicity chair is a volunteer. The voting community board members are elected annually by the community members. Voting board members are elected for 1-year terms and meet approximately twice yearly unless additional needs arise. They may only serve 3 consecutive terms.
Music Director: Richard Gard
Manager: Pat Reinhardt Community Board Members: Katie Stover (1) Leslie Albrecht (2),
Librarian: Laura Robison Bev Ticehurst (1), David Booth (2)
Publicity: David Reinhardt SGA Representative: Xavier Main
Stage Manager: Katie Stover
Press: Leslie Albrecht and Bev Ticehurst
The manager is responsible for implementing band policies, handling the business and correspondence of the band, communicating by e-mail and phone to members, opening and closing the rehearsal space, handling publicity, ordering music, and assisting the music director as necessary. The board of directors is responsible for setting and enforcing policies, planning and maintaining a budget, and guiding the growth and development of the wind ensemble in response to the needs of the membership as well as the community. The music director reports to the board and works according to a detailed job description. The SGA representative serves as the liaison between the college and wind ensemble. The librarian maintains the music library and distributes/collects music at rehearsals. The publicity person designs concert posters, writes news articles, and submits events to local papers as well as to the college communications dept. See detailed job descriptions for each role below.
Paid Positions
Currently the only regular paid position is that of the Music Director. That salary is paid by NVCC. An assistant or substitute conductor will be paid only when the music director is absent. Under most circumstances, the stipend will be determined and covered by the music director. The manager and librarian do not pay continuing ed. or summer participation fees due to the substantial demands of their responsibilities.
Board Meetings
The Board of Directors and music director will meet twice annually (prior to or early in each semester) and as necessary at other times. Board members should notify the manager if they are unable to attend a scheduled board meeting. Band members who wish to attend any meeting should notify the manager who will include their business on the agenda. Any member can call a board meeting when necessary. An important responsibility of the board is to continually evaluate and respond to the needs of the membership. This includes setting policies, planning for and supporting the growth and development of the group, and handling concerns brought by the music director or members.
Elections and Terms of Office
Elections for the Wind Ensemble Board of Directors will be held every April at a regularly scheduled band practice for one-year terms. A student appointed by the music director will serve as a representative to the Student Government Association. Interest in filling a position should be made known to the board in writing by mid-March (forms will be provided to everyone at a rehearsal). The requirement for a board position is one year of membership in the band. Board membership will be limited to 3 consecutive one-year terms. Additional terms will be allowed if no new individuals volunteer for service.
Complaints and Annual Evaluation
Each year, the board of directors will offer the band membership a formal opportunity to share their opinions and suggestions about the group. In a written survey provided by the manager, they will have a chance to evaluate the music selections, music director, policies, management, and activities of the band. The manager will review this survey with the board and music director and together will make plans for improvements and changes where necessary. At any other time, community members are encouraged to bring concerns to their section leader first, who will try to resolve the matter. If unsuccessful, members must put all complaints in writing and submit them to the manager who will address it with board members and the music director. College students taking concert band must take their questions and concerns directly to Dr. Gard and will evaluate the course through the college’s student evaluation process.
Insurance
The activities of the band are insured under The State of Connecticut as an affiliated group to Naugatuck Valley Community College and must be specifically designated as such in those activities. No other insurance is provided and activities outside of the college sponsorship are not covered through the college.
Budget
The band budget needs are met through member continuing education fees and concert income. In general, it is planned that member fees and concert revenue will cover the basic expenditures for the band, including rent ($350), music, and equipment/supplies. Donations can be made for new music, librarian supplies, concert sponsorship. We also encourage members to seek corporate and community sponsors for special events.
Music and Related Fees
Music played by the band is obtained by purchase, donation, and borrowing from other bands and music libraries. Selection of repertoire to be rehearsed and performed is a cooperative effort lead by the music director, but driven by the band membership. The membership will be encouraged to voice their preferences of music both informally to the music director and formally on the annual written band evaluation. The music director will work with the manager to decide on concert repertoire and purchase of new music based on audience, availability, suitability for the group to play, and budget.
All music is the property of the Wind Ensemble. A record of music library holdings will be maintained by the manager and librarian. Currently the music library owned by the Wind Ensemble is stored in the manager’s basement. All music must be handed in to the librarian at the end of each semester.
Band members will be issued a black music folder containing all music at the beginning of each semester. They are responsible for the care of the folder and music and for returning it in good condition after the last concert of each season. Members who have lost or return damaged folders or music will be charged as follows:
Lost/damaged folder: $25.00 Lost music and folder: $100.00 Damaged music: $25.00@
The alternative to paying fines is for the member to replace the folder and music by ordering them directly from
J.W. Pepper Music Company and returning them to the manager or librarian.
Members with Disabilities
A band member with a disability that requires any type of accommodation must disclose their special needs to The Office for Students with Disabilities before accommodations can be made. Please call Lauri Novi at 203-575-8035.
Cause for Dismissal
Student and community members are held to similar standards of conduct. The music director has sole discretion to dismiss a credit college student from the band under the policies set forth by the college. Community members may be dismissed for unacceptable behavior, poor attendance, or inability to meet performance standards. Such a decision will be made after discussion between the music director, board, and if appropriate, other relevant college or band personnel. Refunds for withdrawal follow college policy.
Communication & Cancellations
All information is posted at www.bandct.org. Members should check there regularly for rehearsal updates. Other routine business and emergency information will be conducted by e-mail from the manager. It will be Dr. Gard’s responsibility to contact his students enrolled in the band for credit. In the case of rehearsal cancellations due to weather, all members should check for the closing of NVCC by calling the main number of the campus for a recorded message regarding weather cancellations at (203)-575-8000, or check www.ctweather.com for closings. You will not be called individually. There will be no rehearsal when evening division classes have been cancelled.