Annex D: Terms of Reference for:
LIBRARIAN
References:
A. WCO Constitution dated 26th September 2005B. Charity Commission Pamphlet CC3: Responsibilities of Charity TrusteesC. Charities Act 1993
The purpose of these Terms of Reference is to provide a brief overview of the main role, responsibilities and rights of the office of Librarian, as laid down in the Constitution and in various publications issued by the Charity Commission for England & Wales. You are to be familiar with References A & B, and be aware of Reference C. The information in those documents, if different from that contained in these Terms of Reference, takes precedence.
1. Definition. The Librarian, along with the other officers of the Committee is, in law, one of the trustees charged with controlling the management and administration of a charity (Ref C Section 97(1)).
2. Appointment & Term. The Librarian will be elected from the membership at an AGM and hold office for one year (Ref A sub-sub-paragraph 5.4.2).
3. Rights & Responsibilities. In addition to your general role in helping the Society pursue its objects in the best way possible, you have the following specific rights and responsibilities:
a. You are responsible for maintaining the library of music in good order.
b. You are to draw from the library, in liaison with the Musical Director, any sets of music required for use, checked for missing parts, deterioration or any other factor that may affect their playability.
c. You are to coordinate the hire or loan of any music from an external library or collection for use by the Society.
d. You are to establish and maintain a register of all items from the library going out to other organisations and societies.
e. You are to make a record of all missing parts from sets within the library, as soon as they are discovered.
f. You are to coordinate the distribution of parts to members, and check that all parts are returned at the end of the concert.
g. You are to liaise with the Musical Director to ensure that Composer, Publisher, Copyright Date and duration (if printed) details of all works publicly performed are correctly noted for the PRS return.
h. You are to undertake any other task reasonably requested of you by the Chair.
i. You are to periodically review your Terms of Reference and submit any suggestions for changes to the Committee.
j. You have the right to be re-elected (Ref A sub-paragraph 5.6).
You have the right to resign from the office of Librarian at any time after giving a period of notice of not less than 3 months (Ref A sub-sub-paragraph 5.4.3).