South Arkansas Symphony Orchestra

Of the South Arkansas Symphony Society, Inc.

Orchestra Policies and Procedures

(As amended June 2007)

The South Arkansas Symphony Orchestra [“SASO”] is a professional contract orchestra organized to provide cultural, entertaining, educational and musical experiences to residents of the area. These orchestra policies and procedures are designed as a guide to create consistent and reasonable working conditions to foster the highest possible artistic standards of performance.

These Orchestra Policies and Procedures [“Policies”] are the administrative policies and procedures for the SASO as it relates to the orchestra members. The Executive Committee reserves and retains exclusively all the normal and inherent rights and functions of Management, including the right to change the Policies. These rights and functions include, but are not limited to the right at all times to the hiring and termination of the Musicians on a contract basis. SASO will give notice to the Orchestra Committee and afford it an opportunity to be heard prior to changing the Policies.

I. Hiring Process

A. Request for Availability [“RA”].

At the discretion of the SASO, the SASO will issue each Musician an RA at the end of each season for services for the following season. The RA will include an updated orchestra calendar detailing the services needed for the following season for the Musician. The information on the orchestra calendar shall not be binding on the Symphony. Any calendar changes required after the end of the season shall be distributed as soon as possible.

If the Musician wants to be considered by the SASO for the next Season, the Musician shall sign and return the RA to the SASO office, indicating the services for which the Musician is available by the date indicated in the RA.

B. Current Address

Each Musician shall notify and continue to notify the Symphony Office of any change in address, e-mail address and phone number as soon as possible throughout the year. It is especially important for the Symphony to have on file the summer address of each Musician in order to issue updates to the season calendar should any changes occur after the regular season is completed.

C. Leave of Absence

Generally, during the Season, a leave of absence for up to one (1) season may be requested in writing, and if granted, the musician will be able to return to his/her position in the same capacity as he/she departed provided they have maintained their level of skill. A request for leave of absence must be submitted in writing to the Music Director and Executive Director.

II. Rehearsals/ Performances

A. Services (Services is herein defined as: Rehearsals, subscription concerts and other concerts)

All services for the SASO presented by the Orchestra will be paid according to the pay scale provided in these Policies.

Except where noted, rehearsals are scheduled on the Thursday evening, Friday afternoon and/or Friday evening, and Saturday morning preceding each subscription concert. Usually, the SASO holds a minimum of four (4) rehearsals for winds, brass, and percussion and four (4) rehearsals for strings for each subscription concert. However, additional or fewer rehearsals may be scheduled at the sole and absolute discretion of the conductor and/or the SASO Board of Directors. Each Musician will be provided notice of alterations, reductions, or additions to the rehearsal schedule for a particular concert or performance as soon as is reasonably practicable. Legal and religious holidays will be avoided whenever possible in scheduling rehearsal, including evenings before such holidays.

To the extent possible, fourteen (14) days’ advance notice will be given in writing to all members of the orchestra regarding changes to the rehearsal schedule provided in each member’s contract, though the orchestra management will make every effort to avoid such changes.

B. Overtime

The Conductor will notify the Orchestra Personnel Manager of possible overtime after the first rehearsal. The Orchestra Personnel Manager will notify the musicians. Final notification by the conductor must take place before intermission of the service in question.

C. Attendance

Each Musician agrees to be present at and participate in the concerts covered hereby, and all rehearsals for such concerts.

  • Rehearsals Each Musician acknowledges and agrees that attendance at all rehearsals for a particular concert is a prerequisite to the Musician’s being entitled to be present at and participate in the concert and/or performance. Musicians shall not be entitled to payment for any rehearsal (or to travel reimbursements or benefits associated therewith) at which the Musician is not present or in which the Musician does not participate, whether or not such non-presence or non-participation is due to a valid excuse, and the Musician may, with the permission of the Music Director and the Executive Director, be excluded from presence or participation in the concert or performance for which the rehearsal is held.
  • Concerts Unless excused by the Music Director or the Executive Director for reasons of health or other valid excuse, Musicians shall not be entitled to payment for any concert (or to travel reimbursements or benefits associated therewith) at which the Musician is not present or in which the Musician does not participate, whether or not such non-presence or non-participation is due to a valid excuse.
  • Valid Excuse Only illness or an unforeseeable circumstance beyond the control of the Musician will be considered a valid excuse for failure to attend or to participate in a rehearsal, concert, or performance. Except where the giving of notice by the Musician is prevented by emergency acceptable to the Music Director or the Executive Director, no failure to attend or to participate in a rehearsal, concert, or performance shall be considered as having been due to a valid excuse unless the SASO Office or conductor is notified as soon as possible of the need for a substitute Musician, and, in any event, reasonably in advance of the start of the rehearsal schedule of the concert. Musicians may not engage a substitute Musician. Requests for emergency excuses to the Executive Director may be made FOR EMERGENCY USE ONLY to the following telephone number: 870.918-2355.

D. Lateness

Musicians will give as much advance notice as is possible to the SASO Office for all lateness. In order for lateness to be considered excused a minimum of one-day notice must be given. Excused lateness is for illness, and job-related functions. In the case of emergencies the one-day notification is waived.

All performers shall be considered late if they are not in their seats, ready to tune and play, five (5) minutes prior to the announced start time of any rehearsal or performance. All players’ announcements will take place in the 5-minute period before rehearsal start time. In addition, all performers shall be considered late if they are not on the premises where the concert will take place fifteen (15) minutes prior to the announced start time of any concert.

If the lateness is unexcused the penalty shall be at a minimum, non-payment for the prorated portion of the service missed, divided into fifteen (15) minute increments, and may include termination. Excessive lateness will be cause for discipline or termination.

E. Music

If available and fully prepared, music will be distributed at the final performance of the previous concert. If it is not ready, SASO Librarian will mail it in a timely manner to all musicians.

All Musicians are expected as a part of their artistic responsibilities to come to every rehearsal with all music fully prepared. After the final performance of a set, all music is to be left on each Musicians music stand.

If music is lost, damaged or destroyed, the Musician should contact the librarian immediately. The Musician is responsible for any missing or damaged music and will be charged the full replacement cost.

F. Attire

The dress code for all Symphony concerts on stage at the TexasA&MUniversity – South ArkansasPerformingArtsCenter shall be subject to the approval of the Music Director. Please neither Colognes NOR Perfumes in consideration of those with sensitivity to allergies.

  • Women: Dresses must be 100% black. Blouses or dresses must have long sleeves. The hemline for dresses must reach the ankle. Black shoes are required and all accessories will be minimal and understated. Women may wear a long sleeve 100% black blouse and full dress black pants in lieu of a dress.
  • Men: 100% Black Tuxedo must be worn with black tie and cummerbund or vest. Black dress shoes, black socks and long sleeve dress white shirt are required.

Dress for any special performances shall be announced. Problems adhering to dress code could result in not being allowed to perform the concert.

G. Backstage Policies

Smoking is prohibited inside all areas of the TexasA&MUniversity - South ArkansasPerformingArtsCenter. Smoking is permitted outside the building. We ask anyone on stage to please be considerate of all others who may have “scent sensitivities” in regards to smoke or perfumes/colognes.

In order to prevent the Musicians on-stage from being disturbed or distracted, those Musicians not involved with the composition being performed shall exercise extreme caution in the immediate offstage areas. While in these areas complete silence must be observed at all times. Musicians may use the Green Room for quiet conversation.

H. Taping

All concerts presented by the South Arkansas Symphony Orchestra may be recorded for the following usages:

  • Symphony Archival Purposes / Grant tape requests
  • The Music Director and guest artist must approve all recordings before released for all public consumption.

The Symphony reserves the right to audio and/or audio visually record and/or broadcast all rehearsals and concerts for non-commercial purposes for no additional compensation to the Musicians.

I. String Section Seating

String Section Seating: The Music Director has discretion of seating arrangements for the string section excluding Principal & Assistant Principal positions.

III. Pay Scale

A. Pay

All orchestra members will be paid on a per service basis for rehearsals and will only be paid for the services for which they are contracted and perform as described in the rehearsal schedule attached. They will be paid a separate fee for concerts.

All overtime will be paid in one (1) 30 minute increment and 15 minute increments thereafter, pro-rated at 1 ½ times the pay scale, based on an hourly rate. The need for overtime, if required, will be determined in advance by the Music Director, and approved by the Executive Director before being implemented.

Orchestra members will not be docked pay for rehearsals/performances missed because of changes in scheduling announced less than fourteen (14) days in advance of such changes.

Subscription concerts of the South Arkansas Symphony Orchestra will be paid according to the pay scale below.

Principal $60 per rehearsal / $85 per concert

Section $55 per rehearsal / $80 per concert

Members deemed Principals are: first chair players in each string section, first chair players in each wind and brass section, first chair harp, tympani, and piano/keyboard players. All others are deemed Section Players.

Musicians will be paid by check the evening of the performance. Each musician will leave their music on their music stand at the conclusion of the performance.

The orchestra management reserves the right to deduct from any member’s paycheck any money owed for lost or unreturned music (after seven days).

No orchestra member is authorized to make any charges for goods or services to the S.A. Symphony.

B. Doubling fee

Players who are required to double (play two or more different instruments) as required by the music played will receive an additional $20.00 fee per concert. For the purpose of this section, the following combinations shall not be considered as doubling:

Piano and Celeste

A and B-flat Clarinets

B-flat and C Trumpets

Those Musicians agreeing to “double” for a performance must notify SASO Bookkeeper at SASO office the Monday of rehearsal and performance that they will be doing “doubling” services.

C. Cartage

When a Musician is required to transport one of the instruments listed below, the SASO shall pay the following cartage fee:

Double Bass $20

Drum Set $20

Harp $20

Instrument with amplifier $15

Tuba $20

Violoncello $15

Contrabasson$15

Cartage fees shall apply only to those instruments listed above.

F. Comp Tickets

Complimentary tickets will be provided for Musicians based on availability from the SASO Office. When the house is known not to be sold-out, the Symphony will make complimentary tickets available to members of the Orchestra (2 per person) for those who desire them on a first come-first served basis. When the house is known to be sold-out, complimentary tickets should not be expected.

G. Out-Of-Town Members Additional Remuneration

A Per Diem payment will be made to any member living more than forty (40) miles but less than one hundred (100) miles from the Texas A&M University - South Arkansas Performing Arts Center in the sum of $10.00 (ten dollars) on a one-service day, and $20.00 (twenty dollars) on a two-service day. Any member living more than one hundred (100) miles from the Texas A&M University - South Arkansas Performing Arts Center will receive a Per Diem payment of $20.00 (twenty dollars), irrespective of the number of services each day.

One round trip travel allowance in the amount $.265 per mile will be paid to all members who live more than forty (40) miles from the Texas A&M University- South Arkansas Performing Arts Center for one set of services (Thursday through Saturday rehearsals and Saturday Evening Concert / Thursday through Sunday rehearsals and Sunday Matinee). The maximum mileage for which payment will be authorized is five-hundred (500) miles round trip.

H. Accommodations

Accommodations for members living more than one hundred (100) miles from Texas A&M University - South Arkansas Performing Arts Center will be given the option of lodging in private homes with private rooms and baths. Availability is limited and on a first come, first serve basis or hotel accommodations on a shared basis only (double rooms). Any member requiring a single room will be personally liable for ½ the room rate, and the Symphony bears no responsibility for any cost over and above the basic room rate and related taxes. Any Musician desiring to stay at a hotel other than the one contracted and assigned to the Musician by the Symphony will be personally responsible for the entire cost of the accommodations. The Symphony reserves the right to change room assignments. Anyone changing assignments without having written approval from SASO Office Manager to hand to the hotel personnel at check-in will be responsible for ½ of the room charge. Each Musician is solely responsible for all hotel charges in excess of the room charge at checkout. Changing of room assignments will no longer be allowed the day of check-in. SASO will strictly enforce the 5 working days prior to each concert notification of any/all changes in room request from Musicians. Please note the hotel rates given to SASO Musicians is a special rate for the Musicians ONLY. If a Musician wishes to bring family/friends, that Musician must contact the hotel directly before arrival to discuss a room rate for the additional family/friends members. No Pets will be allowed.

IV. Orchestra Committee

A. Function of the Orchestra Committee

Members of the orchestra will annually elect an Orchestra Committee, which will serve as a sounding board for problems with the orchestra membership, as a grievance committee representing the orchestra members, and as an advisory and consulting body for the orchestra management. This committee will meet on a regular basis with management, and will present any problems for action first to the Executive Director, and if not resolved, to the Executive Committee of the South Arkansas Symphony Society, Inc. The Orchestra Committee may send one member to each meeting of the Executive Committee as an ex officio member.

B. Election Process

Orchestra Committee members will be elected at the end of the second full orchestra rehearsal of the first concert in each season. Each Committee member will serve a one (1) year term, with a maximum of five (5) consecutive terms of service.

Each year the current Orchestra Committee will appoint a Nominating Committee of three (3) members, with the sole responsibility of nominating qualified candidates to stand for election to the Orchestra Committee for the new season. These nominations will be presented to the orchestra members at the start of the rehearsal, as specified above, for consideration in the voting procedure. Prior to voting, nominations will be accepted from the floor at large, for equal consideration in the voting procedures.

The Orchestra Committee will consist of five (5) members who reside within a fifty (50) mile radius of central South Arkansas, and two (2) members residing more than fifty (50) miles from central South Arkansas, all Committee members to be elected at large from contracted members of the orchestra.