Dear Chapter Director,
This is your newly revised NPM Chapter Manual. It contains much of the same
information that the previous manual did, with some modifications, some eliminations
and some additions.
Please place these pages into a 1 inch three ring binder. The cover sheet should be placed
in the binder cover sleeve. Any portion or page of this manual may be duplicated,
provided its use is for the NPM Chapter. Periodically you will receive updates to this
manual with instructions on inserting the additional and/or replacement pages.
The manual contains 10 sections, each of which has been assigned a letter. The pages are
numbered separately in each section. The sections are as follows:
A-Table of Contents
B-Introduction and Overview (It is recommended that this section be duplicated and
distributed to all chapter officers.)
C-Chapter Director
D-Assistant Director for Recruiting
E-Coordinator for Planning (This section contains handouts for meeting volunteers.)
F-Animator for Koinonia (This section contains handouts for prayer and socials.)
G-Secretary/Treasurer (This section contains forms needed in communication with the
national office.)
H-Newsletter Editor
I-Meeting Ideas
J-Appendix
All handouts and forms should be duplicated so that the original always remains in the
manual.
It is recommended that you designate a time with the current officers of your chapter to
distribute and review the new manual revision.
We hope that this revision will be easier to use and offer you all the information you need
to become and continue as a healthy NPM chapter. Any questions or comments may be
directed to the Membership Services Director in the National Office, or any of the
members of the Chapter Council.
Special thanks to Joanne Johnson, former Chapter Council Member, for her extensive
work on the revision of this manual.
Dr. William Picher
Chapter Council Member
Manual Revision Coordinator
April 26, 2007
TABLE OF CONTENTS
A
Table of Contents
A-1
B
Introduction and Overview
Introduction
Overview of an NPM Chapter
B-1
B-3
Chapter Director
Instructions
Typical Chapter Meeting Format
Meeting plans for first six meetings
C-1
C-5
C-6
Assistant Director for Recruiting
Instructions
Typical Chapter Meeting Format
D-1
D-4
Coordinator for Planning
Instructions
Typical Chapter Meeting Format
General Instructions for Showcase Volunteers
General Instructions for Exchange for Learning Volunteers
E-1
E-4
E-5
E-6
Animator for Koinonia
Instructions
Typical Chapter Meeting Format
Principles and Plans for Socials
Principles and Plans for Prayer Sessions
F-1
F-2
F-3
F-4
Secretary/Treasurer
Instructions
Typical Chapter Meeting Format
NPM Publication Submission Form
Rebate Calculation Procedure
Dues Allocation Form
Treasurer Reports
G-1
G-2
G-4
G-5
G-6
G-7
Newsletter Editor
Introduction
Instructions
H-1
H-2
Meeting Ideas
Introduction
Meeting Ideas from Old Chapter Manual
Meeting Ideas from Active Chapters
Chapter Meeting Ideas Form
I-1
I-2
I-4
I-15
C
D
E
F
G
H
I
J
Appendix
Appendix 1:
Appendix 2:
Appendix 3:
Appendix 4:
Appendix 5:
Appendix 6:
Appendix 7:
Constitution and Bylaws
Officers’ Job Descriptions
The Chapter Executive Committee
Procedures
Charter Application Forms
Chapter of the Year
NPM Partner Program
J-1
J-6
J-7
J-8
J-10
J-14
J-16
NPM Chapter Manual
Prepared by and for Chapters of the National Association of Pastoral Musicians
Acknowledgements:
This revision of the NPM Chapter Manual was coordinated by Joanne Johnson and
written by the NPM Council of Chapters: Rick Gibala, Chair, Mark Ignatovich, Joanne
Johnson, Jacqueline Schnittgrund, and Thomas Stehle.
Many others contributed to this revision as well, including William Picher, Clark Bokor,
Fr. Gabriel Pivarnik, Gordon Truitt, and Kathleen Haley.
This revision of the NPM Chapter Manual is intended to be a work in progress.
Additions and changes will be made regularly to reflect the growing, changing image of
chapters throughout the country.
The material contained in this Manual is copyrighted and may not be reproduced in any
form for any reason or for any program other than those programs directly connected
with an officially recognized NPM Diocesan Chapter or Chapter Branch. Official
recognition is obtained by having a current charter authorized by the National
Association of Pastoral Musicians.
INTRODUCTION
The National Association of Pastoral Musicians is a membership society of clergy
and musicians working together to:
1. Provide mutual support for practicing parish musicians through improved
repertoire, increased knowledge of the role of music in the liturgy, and practical
helps for effective participation in parish liturgy planning.
2. Provide a forum for advocating musical excellence in liturgical celebrations.
3. Provide a vehicle for evaluating new and current musical selections.
4. Assist diocesan and parish efforts in improving the quality of and the interest in
parish music.
The Basic Purpose of NPM Chapters:
1. To deepen the spiritual life of each pastoral musician.
2. To encourage social interaction among pastoral musicians.
3. To provide an educational forum on current issues affecting musical practice in
the parish, both for the musicians and the clergy.
4. To improve the skills of every pastoral musician: musical, liturgical, pastoral, and
leadership.
Benefits of membership in NPM:
1. Where NPM membership and parish leadership are strong, the variety and quality
of musical selections for parish singing has improved, and the liturgical use of
music in all phases of parish life has also improved.
2. Parish clergy, whose membership in NPM has provided them a ready tool for selfimprovement, have shown support in greater numbers for parish musicians, and
have themselves become more aware of the richness of worship in musical
liturgy.
3. Parish musicians, whose membership in NPM is vital to them and to their work,
have developed greater confidence about participation in liturgical planning.
Musicians and clergy, in some cases, are communicating better among themselves
and between parishes about their musical programs.
4. Diocesan offices of music may find in NPM a national forum for the exchange of
ideas and of needs, focused particularly on music in the liturgy.
5. Nationally, NPM conventions have been a musical, liturgical, and spiritual
highlight for both clergy and musicians, offering them a wide range of workshops,
seminars, and musical demonstrations of practical and exciting value.
Internationally, NPM is working closely with the International Commission on
English in the Liturgy. NPM’s founding president is the correspondent for the
English Speaking section of Universa Laus, an international study group for the
improvement of music in liturgy. NPM’s founding president is also an advisor to
the Bishops’ Committee on the Liturgy of the National Conference of Catholic
Bishops.
General comments about NPM Chapters:
In many dioceses fine education programs already exist. NPM Chapters are not
meant to replace, compete with, or supplant these efforts. In fact, an NPM Chapter can
be formed only with the approval of the local Bishop or his delegate.
The Diocesan Music Commission which exists in many dioceses is responsible
for formulating diocesan policy; therefore its membership is limited to a very few music
and liturgy experts in the diocese. NPM Chapters are educational, social, and spiritual,
and therefore are not restricted in membership. NPM Chapters should not be called upon
to set diocesan policy, but should maintain a focus in mutual self-help and support for the
musicians and in supporting the diocesan policies.
NPM, on the national level, is committed to the implementation and continuation
of chapters throughout the country. NPM is convinced that unless the parishes or groups
of parishes take hold of this program on a regular, committed basis, little will change; the
real liturgical renewal will remain theory; words on paper. If even a small group of
parishes invests time and effort regularly, music will improve in the parishes, public
worship will deepen, and the personal lives of both the musicians and the clergy will
grow richer in the life of Jesus Christ.
Two key words in the NPM Chapter program are mutual and self-help. The goal
of the meetings is to establish a program wherein musicians of an area see themselves as
mutual workers and treat one another accordingly. Self-help is the key to improvement,
to motivation toward future practice, to learning new skills, and to sharing programs with
others.
The NPM Chapters are founded upon the following philosophy:
1. Pastoral Music is a unique art form that requires knowledge and skill in music,
liturgy, planning, communication and a deep spirituality.
2. Education is a continual process. It begins with analysis of one’s own experience
and then acts upon that analysis based on the experience of others and on formal
principles.
3. Skill learning is essential to the roles of both musicians and clergy in all areas of
ministry. It requires both repetition and evaluation by others.
4. In order to learn from one another, a level of respect and acceptance must be
developed among the members of the chapter.
5. What happens at every liturgy in every parish is the concern of the Chapter; and
each person whether volunteer musician or full-time professional, is important.
6. The clergy hold a unique place in the effectiveness of pastoral music. Pastoral
musicians must, if they are to be successful, relate effectively with the presiding
celebrant of the liturgy.
OVERVIEW OF AN NPM CHAPTER
The NPM Chapter is a division of the National Association of Pastoral Musicians
and therefore, while focused on parish needs, is part of a larger effort toward developing
and improving pastoral music through both musicians and clergy. The Constitution and
Bylaws represent the basic structure of the organization. They are intended to serve, not
as a “straight jacket” restricting growth within the chapter, but as a coordinating link
between Chapters and between each Chapter and the National Office.
The Chapter Meeting:
The Chapter Meeting is the core, the centerpiece of the entire Chapter program.
The basic structure of a Chapter Meeting is in four parts: Music Showcase, Exchange for
Learning, Business, and Koinonia. Music Showcase is a time for one parish to
demonstrate to pastoral musician colleagues their musical programs for sharing of new
ideas, for enjoyment, and eventually, for evaluation and learning. Exchange for
Learning is a time for examining what is happening in neighboring parishes, for
exchanging your best ideas and programs, and for looking together more deeply into the
problem or topic being examined. The Business section of the Meeting covers the
routine maintenance of the Chapter, planning for future programs, and recruiting
members. Each Meeting includes Koinonia. Koinonia (the Greek word for fellowship)
combines prayers for musicians with informal socials, including food, drink, and
relaxation.
The Chapter Manual:
The major tool for the formation of a Chapter and the implementation of its
education program is the NPM Chapter Manual. In addition to specific directions for
forming a Chapter, the Manual includes ideas for meetings, social gatherings and prayer
services. It also includes instructions for every officer including the Newsletter Editor.
Trial Period:
The NPM Chapter Manual is designed to move the group through six meetings of
formation. Then the group functions as a temporary chapter, working toward formation
of a permanent chapter. This planned progression is designed to give the members a
chance to experience the processes used in an NPM Chapter so that, when they choose to
form a permanent chapter, they do so knowing to what they are committing themselves.
This process is designed to take no longer than one year’s time. If one full year
has past and the group has not applied for permanent status, the Chapter Council will
review your progress in order to assist you to determine your future course of action.
Constitution and Bylaws:
There is one major difference between the Constitution and the Bylaws: the
Constitution may be altered only by the approval of the NPM National Board of
Directors: Bylaws may be amended by a two-thirds vote of the local Chapter members.
However, both are envisioned as a unifying factor among all NPM Chapters, and should
be altered only for serious reasons particular to an individual chapter. The Constitution
and Bylaws can be found in the Appendix 1 section of this manual.
Charter:
There are two different charters that are issued by the National Office. The
Temporary Charter covers those first six meetings. Once the members have voted to
become a permanent chapter, they will apply for a Permanent Charter. The Permanent
Charter is official recognition by the National Association of Pastoral Musicians of a
permanent Diocesan Chapter. The Charter contains the names of the founding officers
and a list of the charter active members. A Permanent Charter cannot be applied for
without written approval of the local bishop or by the diocesan music official in the name
of the bishop.
Fees:
Fees for the NPM Chapter program are payable with the various applications.
Only the original diocesan Chapter (the first group to form) pays the $90.00 fee for a
permanent charter. A Chapter Branch pays the Branch Charter fee of $10.00. The fee
schedule is as follows:
Application for the Chapter Manual: $15.00
Application for Temporary Charter: $10.00
Application for Permanent Charter: $90.00
Application for Branch Charter:
$10.00
Additional Chapter Manuals:
$15.00
The foregoing fees are nonrefundable.
Leadership:
The leadership of the Chapter is entrusted to five officers, appointed to serve
provisionally during the trial period, and then elected at the time the permanent chapter is
formed. These officers form an executive committee and are responsible for the smooth
operation of the chapter and its meetings. All five serve up to the sixth meeting, at which
time permanent officers are elected. All temporary officers who are members of the
National Association of Pastoral Musicians are eligible for election as permanent officers
of the newly formed Permanent Chapter of the National Association of Pastoral
Musicians. Terms of office and election procedures can be found in the Appendix 1
section of this manual. The following are the five offices of chapter leadership:
Chapter Director – A recognized leader, willing to put in the time necessary to make a
Chapter work. Should be a person who is effective in recruiting a few people to work
with him/her. The Director need not be a musician. The Director can be a priest, or a
person holding a diocesan office.
Assistant Director for Recruiting - A person who could replace the Director. An
enthusiastic person that is willing to track attendance, invite newcomers and keep in
touch with inactive members.
Coordinator For Planning – A very organized, efficient person who likes to work more in
the background than out front. This person should have a good idea of the talents and
needs in the diocese.
Animator For Koinonia - An outgoing person who likes to be host or hostess and is a
prayer leader. Community spirit is more important than personal “piety” for this
position.
Secretary/Treasurer – A dependable person that will attend every meeting. This person
should be comfortable with basic financial duties. A practical, logical person is best in
this position.
Chapter Newsletter:
It is recommended that every chapter have a newsletter of some sort. Because
this is a labor-intensive task, it is recommended that a person other than an elected officer
be responsible for it. The Newsletter Editor section of this manual offers step-by-step
guidelines for beginning and maintaining a successful newsletter. Two sample
newsletters are also included.
Membership:
Membership is open to all persons involved in music programs connected with
worship. Persons involved in liturgy planning and preparation may also find the
meetings interesting and helpful. All are encouraged to become members of the National
Association of Pastoral Musicians, but this is not necessary for membership in an NPM
Chapter. It is necessary, however, to be a member of the national organization to vote for
Chapter officers or for bylaw changes.
Chapter Dues:
The chapter will establish its own dues for the first year. This will be done at
Temporary Meeting Three. After the first year, every permanent chapter is eligible to
receive Dues Rebates from the National Office. For every member listed that is also a
member of the National Organization, a percentage of the dues they pay to the National
Office will be sent back to the chapter to assist with operating expenses.
Diocesan Chapter and Chapter Branches:
There is only one NPM Chapter within a Roman Catholic diocese or archdiocese.
A minimum of five active parishes is required to form a Chapter. The ideal size for the
Chapter to function effectively is approximately 25 parishes. When chapters become too
large, or it is geographically difficult to maintain adequate attendance, branches of that
chapter may be formed. Each branch will have its own five officers and its own
meetings. If branches exist, the entire diocese must meet at least once annually, bringing
all branches and the parent chapter together. Further information about branches can be
found in Appendix 1: Constitution and Bylaws
Relationship between the National Office and the Chapter:
Chapter Council – This five- member council provides: 1) Leadership in the
formation of new chapters. 2) Charters, both temporary and permanent. 3) Education and
formation for development of existing and new chapters through conventions, workshops
and other means.
Publications – Pastoral Music Magazine and Notebook report chapter news and
promote chapter activities. Each chapter’s secretary should send information to the
national office regularly, and the office should be placed on the chapter’s newsletter
mailing list for this purpose.
Chapter Director Mailings – Several times a year mailings will be sent to chapter
directors including information about chapter related matters, dues rebates, discounts for
schools and conventions, and times and locations of chapter meetings at conventions.
Planning Conventions – Local Chapters may be called upon to assist with the
implementation of conventions and schools.
Dues Rebates – The national office offers dues rebates for any members of both
the chapter and the national organization to assist with the financial needs of the chapter.
Recruiting – Lists of members presently enrolled in the National Association of
Pastoral Musicians can be sent, upon request, to the Assistant Director for Recruiting.
This list can be helpful to both the chapter and the National Organization’s efforts to
recruit new and renewing members.
NPM Chapter Council:
The Chapter Council was established in 1999 to provide support to all existing
NPM chapters and encourage the development of new chapters. The following programs
are currently underway:
Partnering – The Council implemented a pilot program in August 2000 with 24
Chapter Directors. These Directors remained in contact with their partners for six
months, after which the council, based upon very positive survey results, made the
decision to make this program permanent and nationwide. Partnering is a program in
which a Chapter Director selects or is assigned another Chapter Director to be in contact
with on a monthly basis for the purpose of encouragement and sharing of ideas.
Mentoring – Any time an inquiry is made to the national office about beginning
an NPM Chapter, one of the council members will be in contact with the potential chapter
leaders, assisting them with every step of the chapter formation process.
Replacing an Officer:
An officer who stops attending, loses interest, or quits requires immediate
attention by the remaining officers. Two meetings in a row must not go by without an
officer in any one of the five positions.
Termination of a Chapter:
The NPM Chapter may not work in your diocese. The trial period, in which the
chapter is considered temporary, is the time to discern this. (This trial period should last
no more than one year’s time, after which the Chapter Council will review your progress
in order to assist you in determining your future course of action.) If your temporary
chapter does not take the steps to become permanent, the National Office requests that
you send in a brief description of what you attempted to do and why you believe these
efforts failed. If the chapter decides to terminate, the chapter manual must be returned to
the National Office.
Copyright and Duplication:
The material contained in this manual is protected by copyright and may not be
reproduced in any form for any reason or for any program except those programs directly
connected with an officially recognized NPM Chapter or Branch.
CHAPTER DIRECTOR
Contents:
Instructions
Typical Chapter Meeting Format
Meeting Plans for first six meetings
Instructions
The Role of Director:
The Director provides general leadership. Your most important role initially, as
Temporary Director, is to recruit three other volunteers to fill the remaining offices. Your
leadership role is not primarily as a presider in the traditional sense, but rather as a
facilitator and a unifying presence, as you will see when reading the Typical Chapter
Meeting Format. Without the help and support of the other officers, and the chapter
members, too much work will fall upon the one person and the Chapter will sink under
it’s own weight. Division of tasks implies a recognition that most musicians are already
overworked, and for that same reason most of these tasks are pre-planned in the manual
for your convenience. You may add to, modify, or totally rework them if you wish.
Chapter Meeting:
The Chapter meeting is the heart of the NPM Chapter Program. This cannot be
emphasized enough. It is important that the quality of meetings remains high. If
members become dissatisfied and attendance drops off, it is usually not simply because
there are too many meetings. It is more likely that the quality of the meetings is not
satisfying needs.
Frequency of Meetings:
Timing in the growth and development of the Chapter is critical. If you move too
fast, some people will feel left out. If you move too slowly, people will lose interest.
Most active chapters meet between three and six times per year. In addition to regular
meetings, many chapters have chapter gatherings at NPM conventions. The chapter must
hold at least three meetings per year in order to remain an active chapter.
Length of Meetings:
The ideal regular chapter Meeting should be two hours. Divided into four equal
time periods, each of the four major sections of the Meeting would be apportioned one
half-hour. Initially, there may be a tendency to shorten the Music Showcase and the
Koinonia sections and to lengthen the Exchange for Learning and Business sections. The
latter especially, with its three parts, will be difficult to keep within the time constraints.
However, it is very important that you keep to the time schedule. Each section of the
Chapter Meeting deals with an important part of the pastoral musician’s role.
Pastoral musicians are busy people, and their time is valuable. Be respectful of
that by always starting on time and ending on time.
Some Chapters may want to modify the overall length of a Meeting to
accommodate travel time, or for other good reasons. If this is done with the consent of
the Chapter members, the four sections of the Meeting should be adjusted proportionally:
equal time for equal parts.
Environment:
The spaces in which the parts of the Meeting take place must be taken into
consideration. If you simply stay in a large, empty hall, socialization probably will not
happen easily. On the other hand, too many changes of location could cause problems.
Plan carefully with the Animator for Koinonia and the other officers.
Recruiting:
According to the manual, the Assistant Director for Recruiting is not chosen until
the first temporary meeting, so the initial recruiting efforts will be yours. Complete the
following before the first meeting unless the role of Assistant Director for Recruiting has
already been established. In that case, he/she will complete the following.
1. Make a list of the potential members. The best way to do this is to call each
parish secretary in your diocese and ask for the names, addresses, and
telephone numbers of the parish musicians. Ideally, your list should include
all the musicians and clergy in each of the parishes within your Chapter, but
you may need to limit your efforts at first. The best start is probably with the
25 closest or most active parishes with the names, addresses, and phone
numbers of the clergy and primary musicians. In some diocese’, the Worship
Office may already have an accurate list of clergy and musicians from which
you could work.
2. The National Office can also offer assistance in creating your list of potential
members. Call 240-247-3000 or e-mail at NPMMEM@NPM.org or write to
NPM, 962 Wayne Avenue, Suite 210, Silver Spring, MD 20910-4461. Give
the first and last in the range of zip code numbers for your diocese and they
will provide you with a list of NPM members and subscribers in your diocese.
(Once you have determined the first and last zip code numbers for your
chapter, give them to your Secretary/Treasurer. He or she will need them on a
yearly basis for dues rebates).
3. Contact the people on your list before the first Meeting. Telephone contact is
obviously the best method. You should call at least three weeks ahead of time
in order to give people time enough to plan. Mention the time, place, and date
of the meeting, and what the presentation will be and by whom. Mention also
the social time, including refreshments if you are providing refreshments.
You may be able to ask key parishes to invite their neighboring parishes.
Those who cannot be contacted by phone can be invited by mail or e-mail.
4. Once the Assistant Director for Recruiting is chosen at the first meeting, hand
over your lists of contacts. The new Recruiter will then be able to take over
from where you left off and will not have to cover your ground again.
Once the Chapter has been established, and regular meetings are taking place, it is
important that the members receive information about upcoming meetings far enough in
advance so that they can plan ahead. They should be receiving notification of upcoming
meetings at least three weeks in advance. Many chapters send out newsletters, which
contain the upcoming schedule as well as other topics of interest.
Chapter Newsletter:
It will be your responsibility to recruit a person or team to create and maintain a
newsletter for the chapter. If possible, the primary person responsible for the newsletter
should not be an elected officer. The section in this manual titled Newsletter Editor
should be given to the person or persons who will be doing this task.
The Role of the Director at the Chapter Meeting:
The Chapter Director is responsible for planning and conducting the Directions
part of the Business section. This affords a regular means for organizing and structuring
the Chapter, setting goals, and for evaluating the Chapter’s success and weaknesses.
Some information from the other officers will need to be included in the decision-making
process of the Directions. Close communications among these officers will facilitate this.
Business meetings can be boring. Try to make this section as painless as possible,
even interesting. It will be painless if the leadership is well prepared, has a controlled
agenda, and sticks to it.
The Chapter Meeting is designed in such a way that the members control what
happens in the Music Showcase, Exchange for Learning and Koinonia sections. They are
planned, of course, but the flow of the group determines the dynamics. In contrast, the
Business section should be run with greater control from the leaders, allowing for
appropriate comments, but moving right along.
The entire Business section is to last approximately one-fourth the length of the
Chapter Meeting. Because the business section has three parts, it will be particularly
important to control the agenda and avoid wasting time.
As Director, it is your responsibility to ensure that the business portion of the
meeting goes smoothly and stays within the allotted time. The following are fundamental
guidelines for conducting a meeting well:
1. Always start the meeting on time and follow a definite agenda. The whole
purpose of an agenda is to save time and keep the meeting on course. Don’t
waste time by digressing from it without good reason.
2. The purpose of the meeting should be stated at the beginning, briefly, and
clearly.
3. Make sure the members are informed of the issues on which they are to make
a judgment, pro or con.
4. Keep the meeting moving; when action lags, interest wanes. Keep responses
short and to the point.
5. Speak clearly. If you can’t be heard, you can’t exercise control. Also, make
sure that each individual taking the floor talks clearly and audibly.
6. Talk to the group, not to individuals. Side conversations disrupt a meeting
and accomplish nothing.
7. Insist on order. At the same time, don’t stifle free comment. Invite
constructive criticism and even disagreement. Ask for support. Clarify issues
by obtaining consensus.
8. Sum up what the speaker has said and obtain a decision if that is called for.
9. Clarify that a decision-making process must be used to resolve differences or
to choose among options. When a decision is called for, be sure the members
understand they are making a decision for which the entire group will be
accountable.
10. Stop aimless discussion by recommending committee activity on the subject
under discussion. (You, of course, appoint the committee.)
11. Don’t argue with the individual who has the floor. Ask questions if you
disagree, but remember that, as the presiding officer, you are neutral. If you
have a comment to make, ask for the floor as a participant.
12. Make sure adequate minutes are kept of each meeting. The Chapter Secretary
should be doing this.
13. Check at the end of the meeting to see if members feel that all relevant
subjects have been adequately covered.
Other Responsibilities of the Chapter Director:
As Chapter Director, you represent your chapter to the National Organization.
You should attend all meetings at National and Regional Conventions for Chapter
Directors. Participation in programs implemented by the Chapter Council and the
National Office are also encouraged. If your chapter is strong and successful it is your
responsibility to be available to assist newer or struggling chapters. If it is not, it is your
responsibility to seek out assistance from the National Office or the Chapter Council.
Replacing the Director:
Your role as Director is critical to the success of the Chapter Meeting. Your
replacement when needed is the Assistant Director for Recruiting. Each meeting is
planned in detail. Should you be unable to preside at a given meeting, it is important that
you give to the Assistant Director for Recruiting the plans for that Meeting in sufficient
time for him/her to be thoroughly prepared to replace you.
TYPICAL CHAPTER MEETING FORMAT
I.
Music Showcase
At a meeting, various pastoral practices are demonstrated usually by one
parish in the Chapter. Some examples are demonstrations, recitals, or new
music.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
II.
Exchange for Learning
Discussion questions are used to raise consciousness about practices in all
represented parishes. Through these discussions, self-evaluation and eventual
improvements are encouraged.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
III.
Business
Part 1 – Chapter Business – Dues, leadership, chapter goals, and national
news pertaining to chapter members, etc., are discussed during this portion of the
meeting.
Led by Chapter Director
Part 2 – Planning – Topics for Music Showcase and Exchange for Learning
sections are discussed and planned, and volunteer parishes and individuals are recruited
to lead them.
Led by Coordinator for Planning
Part 3 – Recruiting – Recruitment ideas are discussed and implemented based
upon attendance of chapter members and the potential of future chapter members within
the diocese or boundaries of the chapter.
Led by Assistant Director for Recruiting
IV.
Koinonia
Time in the meeting is designated for prayer for musicians and informal socials,
including food, drink, and relaxation.
Arranged by Animator for Koinonia
Meeting Plans for the Business Section of the First Six Meetings
The following are suggestions of topics for the Directions part of the first six
meetings. They evolve step by step toward the formation of a permanent Chapter, and
they provide for a progressive education of all the members to enable them to make a
decision regarding the permanent Chapter. The following outlines are only a guide, and
adaptations can and should be made to satisfy the needs of your unique chapter. All the
information you need to cover these topics can be found in this manual.
Brief Overview:
Meeting One:
Meeting Two:
Meeting Three:
Meeting Four:
Meeting Five:
Meeting Six:
Leadership; appointment of leaders; how leadership will work in
Chapters.
Purpose and functions of the Chapter; principals of organization;
differences between policy and education (Diocesan Music
Commission and NPM Chapter)
Practical matters; dues; evaluation of Meeting date, time and place;
how Branches work.
Pick up on all items; preparation for decision about permanent
Chapter and election of permanent officers at the next Meeting.
Decision on permanent Chapter; if yes, election of officers; plans
for Diocesan or Clergy Meeting.
Application for permanent charter; summary of past six meetings;
directions on how to make this chapter successful.
If you find that a more detailed, step-by-step process is needed for you to cover these
topics, contact the NPM Membership Services Director in the National Office.
ASSISTANT DIRECTOR FOR RECRUITING
Contents:
Instructions
Typical Chapter Meeting Format
Instructions
The Role of Assistant Director:
The Assistant Director for Recruiting has two main responsibilities. The first and
most important is to encourage people to attend meetings. The second is to support the
Director and replace the Director if he/she is unable to be present at a meeting or is
unable to continue as the Director.
Initial Recruiting:
According to the manual, the Assistant Director for Recruiting is not chosen until
the first temporary meeting, so the initial recruiting efforts are actually the responsibility
of the Director. However, if it is clear that you will be filling the roll of Assistant
Director, the following tasks should be completed by you, or at least in combination with
the Director, and should be completed before the first meeting:
1. Make a list of the potential members. The best way to do this is to call each
parish secretary in your diocese and ask for the names, addresses, and
telephone numbers of the parish musicians. Ideally, your list should include
all the musicians and clergy in each of the parishes within your Chapter, but
you may need to limit your efforts at first. The best start is probably with the
25 closest or most active parishes with the names, addresses, and phone
numbers of the clergy and primary musicians. In some diocese, the Worship
Office may already have an accurate list of clergy and musicians from which
you could work
2. The National Office can also offer assistance in creating your list of potential
members. Call the Membership Services Director at 240-247-3000 or e-mail
at NPMMEM@NPM.org or write to NPM, 962 Wayne Avenue, Suite 210,
Silver Spring, MD 20910-4461. Give the first and last zip codes in the range
of zip code numbers for your diocese and they will provide you with a list of
NPM members and subscribers in your diocese. (Once you have determined
the first and last zip code numbers for your chapter, give those numbers to the
Secretary/Treasurer. He or she will need them on a yearly basis for dues
rebates.)
3. Contact the people on your list one month before the first Meeting. Telephone
contact is obviously the best method. Mention the time, place, and date of the
meeting, as well as what the presentation will be and by whom. Mention also
the social time, including refreshments if you are providing refreshments.
You may be able to ask key parishes to invite their neighboring parishes.
Those who cannot be contacted by phone can be invited by mail or e-mail.
4. Once the role of Assistant Director for Recruiting is officially chosen at the
first meeting, the list of contacts becomes your responsibility.
At the first meeting, or the first meeting in which you are in place as the Assistant
Director for Recruiting, involve other members in the process of recruiting. Call out the
names of missing parishes and ask for volunteers to contact and invite them to the next
meeting. Request that other musicians from the parishes represented be invited to the
next meeting. Keep an ongoing attendance record.
Ongoing Recruiting:
Before each meeting make a deliberate effort to recruit non-participating
musicians in the area. The reason for this is that many musicians who lack knowledge or
ability in music or liturgy may be hesitant to come to the meetings. Your hospitality and
encouragement are necessary. Continue to update your attendance record, list of current
members, and list of potential members. When contacting people (preferably by phone)
give the date, time and place of the next meeting, and also tell them about the topic to be
addressed. A particular topic may spark someone’s interest.
During each meeting take a moment during the business portion to address
recruiting with the members. Invite other members to contact specific musicians and
specific parishes. Take notice of those who have attended in the past but are absent from
the current meeting. It is important for people to know that they are missed. Ask
someone to re-invite them. Indicate the geographical area or group of parishes on which
you will concentrate for the next meeting. Remind those present that the success of the
chapter is measured by its effect on all the parishes, and on all the masses in the parishes.
Therefore, musicians with both weak and strong musical programs must be invited to
participate in the meetings.
Specialized Recruiting:
Clergy Meetings: Ideally, chapters should provide two meetings per year
specifically for clergy and musicians, with programs designed especially for that purpose.
Recruiting clergy requires special effort. Telephone calls are better than mailings, and a
call followed by a letter is ideal. Invite the pastor directly. Make it clear that the meeting
will be for pastors, that they will be comfortable and that they will be supporting their
musicians with their attendance. Mention other clergy who are planning to attend. Some
pastors may be willing to call other pastors and invite them for you. Any effort you make
in recruiting clergy will be worthwhile, since their involvement is so important to the
success of the chapter.
Diocesan Meetings: When there is a special, large meeting of the entire diocese,
special promotion should be sent to all parishes in plenty of time for people to make
plans. (This applies to chapters that have several branches and only gather as an entire
chapter once or twice per year.)
Recruiting for the National Association: Membership in the National Association
of Pastoral Musicians is not required for membership in an NPM Chapter. However,
national membership is a means for providing the services of this chapter (through the
dues rebate program), as well as the services provided to national members, including the
magazine Pastoral Music, the newsletter Notebook, and the NPM Website, and
Members’ and Chapters’ discounts on conventions, schools and institutes.
At least once per year, you should make a national membership enrollment effort.
Enrollment forms can be obtained by calling the Membership Services Director at 240-
247-3000. Explain the benefits of national membership to the local chapter members and
hand out brochures and enrollment forms.
Publicity:
Effective publicity for chapter meetings and events can be a valuable recruiting
tool for building chapter membership. Although one-on-one invitations to chapter
activities are usually the most effective, many pastoral musicians will not come in contact
with chapter members on a regular basis, especially if the leadership in their church are
not active members. The following are some suggested avenues of publicity:
The Chapter Newsletter is an extremely valuable tool that every chapter should
publish. It is, however, a labor-intensive tool. Because of this, the Chapter Manual
recommends that a person other than one of the elected officers be responsible for it. It is
your responsibility to give the Newsletter Editor a current mailing list and keep it updated
regularly. You should also make sure that every newsletter includes all the necessary
information for any upcoming chapter meetings and activities, and that the newsletter be
received at least 15 days before the first publicized activity. (The Coordinator for
Planning should also be giving information to the Newsletter Editor, but because this is
essentially a recruiting tool, the ultimate responsibility falls on the Assistant Director for
Recruiting.) To learn more details about creating and maintaining a newsletter, see the
section in this manual titled Newsletter Editor.
Press releases announcing the date, time, location and topic of the next meeting
should be sent to local newspapers, earmarked for their respective religion pages. If your
diocese has its own newspaper, perhaps a more detailed article could be presented.
Individual newspapers can be contacted to find out if photos are welcome for submission.
Broadcast releases can be sent to local radio stations, especially religious stations.
If these releases are marked as non-profit public service announcements, their chances of
airing are greater.
Additional mailings, such as fliers and reminder cards can also be helpful.
Reminder cards should be received 10 days before the meeting or event. Be sure to
include diocesan offices, especially the Office of Worship in your mailing list. Often a
simple one-page flyer, with a request to “please post” can be effective. Update your
mailing list regularly.
TYPICAL CHAPTER MEETING FORMAT
V.
Music Showcase
At the meeting, various pastoral practices are demonstrated usually by one
parish in the Chapter. Some examples are demonstrations, recitals, or new
music.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
VI.
Exchange for Learning
Discussion questions are used to raise consciousness about practices in all
represented parishes. Through these discussions, self-evaluation and eventual
improvements are encouraged.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
VII.
Business
Part 1 – Chapter Business – Dues, leadership, chapter goals, and National news
pertaining to chapter members, etc., are discussed during this portion of the meeting.
Led by Chapter Director
Part 2 – Planning – Topics for Music Showcase and Exchange for Learning
sections are discussed and planned, and volunteer parishes and individuals are recruited
to lead them.
Led by Coordinator for Planning
Part 3 – Recruiting – Recruitment ideas are discussed and implemented
based upon attendance of chapter members and the potential of future chapter
members within the diocese or boundaries of the chapter.
Led by Assistant Director for Recruiting
VIII. Koinonia
Time in the meeting is designated for prayer for musicians and informal socials,
including food, drink, and relaxation.
Arranged by Animator for Koinonia
COORDINATOR FOR PLANNING
Contents:
Instructions
Typical Chapter Meeting Format
General Instructions for Showcase Volunteers
General Instructions for Exchange for Learning Volunteers
Instructions
Basic Role of Coordinator For Planning:
The Coordinator for Planning has two basic responsibilities. The selection of
topics for the Showcase portion of the chapter meeting, in consultation with the board of
Chapter officers, is the first one. Recruiting volunteers for the Showcases and the
Exchanges for Learning is the second. Refer to the Typical Chapter Meeting Format to
see that the first two portions of the chapter meeting are the Showcase and the Exchange
for Learning. This means your work is represented in half of each chapter meeting. The
role of Coordinator for Planning can make or break the chapter faster than any other
officer position. It is important that you remain flexible and open-minded, and that you
continually evaluate the personality of your chapter.
Description of Showcase and Exchange for Learning:
The chapter meeting is segmented into four parts: Showcase, Exchange for
Learning, Business, and Koinonia (fellowship). The first section is the Showcase. It is a
time for one parish to demonstrate their musical programs and sharing of new ideas, for
enjoyment, and as a learning opportunity. The second section is the Exchange for
Learning. It is a time for examining what is happening in other parishes, for exchanging
your best ideas and programs, and for looking together more deeply into the problem or
topic being examined. Even though this manual envisions four separate sections, they
often overlap or combine depending upon the topic of your meeting, the resources
available to you, and the eventual realization of what works best for your individual
chapter.
Selecting Showcase Topics:
It is advised that you work at least two meetings ahead of schedule. However,
most successful chapters plan in the summer for the entire year. If your chapter is just
starting out, it is best to plan the first six meetings to be very comfortable and sociable,
with a deliberate effort to present various elements found in most parish music programs.
After that the meetings can get more challenging because by that time some level of
friendship and trust should have developed among chapter members.
If your diocese has an Office of Worship, it is important that you communicate
with them. Make sure that your selected topics do not duplicate events being done by the
Office of Worship. Also check the diocesan calendar to ensure no conflict with meeting
dates, and ask the Office to place your events on their calendar as well.
There are many sources from which to select topics for meetings. Some ideas are
as follows:
1. Send a questionnaire to chapter members, requesting topics for meetings.
2. Ask for suggestions during the business section of an NPM meeting. Even if
this is not the deciding factor, it is a good starting point. The suggestions can
be taken into consideration when final decisions are made.
3. The board of officers can meet and discuss ideas for meetings. A small
committee of chapter members can also be assembled for this purpose.
4. This chapter manual has a section called “Meeting Ideas” which contains
many ideas from which to draw. Summaries of actual chapter meetings from
throughout the country are included in this section.
Recruiting Volunteers for the Showcase and Exchange for Learning:
Showcase volunteers should be selected on the basis of which parish can do that
particular demonstration the best. However, because the Showcase is for the weaker as
well as the stronger parishes, every parish group should be given a chance to volunteer,
and the responsibility for the Showcase should move from parish to parish. The
responsibility for the Exchange for Learning should also be rotated.
1. During the business portion of the chapter meeting, announce the upcoming
Showcases and Exchanges that need volunteers. (Remember, you should be
working two meetings ahead.) If chapter members are resistant to volunteer,
review with them the purpose of the Showcase and Exchange, and the purpose
of the NPM Chapter, found in the Introduction portion of the manual. If no
volunteers come forward, don’t become discouraged. This method of
volunteer recruitment is the best way, but it is not the only way.
2. When a Showcase topic has been selected, go through the list of chapter
members and select a few that would probably do a good job with the topic.
Call and ask them to volunteer for that specific Showcase or Exchange for
Learning. Chances are if they were hesitant to volunteer during the meeting,
they will volunteer when asked directly.
3. When you have your volunteers, you must provide them with every tool they
need to be successful. The easier this experience is for them, the more likely
they are to volunteer again in the future. Give your volunteer the form titled
General Instructions for Showcase Volunteers or General Instructions for
Exchange for Learning Volunteers. Also provide them each with a copy of
the topic description and/or a list of questions. Schedule a time to meet with
each of them, either in person or on the phone, so that all of their questions
can be answered and that they understand exactly what is expected of them.
Follow up is absolutely necessary. Check with your volunteer periodically
before the day of the meeting to make sure they are fulfilling their
responsibility.
4. On the day of the meeting, offer any assistance and reassurance necessary to
the volunteers. Thank them both publicly and privately for their willingness
to volunteer. Sometime after the meeting, meet with them again to evaluate
the Showcase and Exchange for Learning. Take notes for future reference.
Always send, by mail, a personal thank you to every volunteer.
Clergy and Diocesan Meetings:
Clergy meetings are special meetings to which the local clergy are invited in a
special way to participate with their musicians. There are a few meeting plans for clergy
meetings in the Meeting Ideas section of the manual. It is ideal to have at least two
clergy meetings in every twelve-month meeting period.
There is only one chapter in a diocese, but many dioceses will form several
chapter branches. If your chapter has branches, the entire diocese should meet at least
once per year. The branches should communicate with one another on a date, time,
place, and topic of this meeting.
TYPICAL CHAPTER MEETING FORMAT
IX.
Music Showcase
At a meeting, various pastoral practices are demonstrated usually by one
parish in the Chapter. Some examples are demonstrations, recitals, or
new music.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
X.
Exchange for Learning
Discussion questions are used to raise consciousness about practices in all
represented parishes. Through these discussions, self-evaluation and eventual
improvements are encouraged.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
XI.
Business
Part 1 – Chapter Business – Dues, leadership, chapter goals, and national news pertaining
to chapter members, etc., are discussed during this portion of the meeting.
Led by Chapter Director
Part 2 – Planning – Topics for Music Showcase and Exchange for Learning sections
are discussed and planned, and volunteer parishes and individuals are recruited to
lead them.
Led by Coordinator for Planning
Part 3 – Recruiting – Recruitment ideas are discussed and implemented based upon
attendance of chapter members and the potential of future chapter members within the
diocese or boundaries of the chapter.
Led by Assistant Director for Recruiting
XII. Koinonia
Time in the meeting is designated for prayer for musicians and informal socials,
including food, drink, and relaxation.
Arranged by Animator for Koinonia
General Instructions for Showcase Volunteers
Showcase Topic: _________________________________________________________
Volunteer Parish: ________________________________________________________
Date/Time/Location of meeting: ____________________________________________
______________________________________________________________________
______________________________________________________________________
The primary purpose of the Showcase portion of an NPM Chapter meeting is to give you
an opportunity to present your talents or strengths for your fellow musicians in the area,
and to give them an opportunity to experience what other musicians in the area are doing
in their ministries. After the chapter has been in place for approximately one year, some
evaluation of the showcases will be encouraged so that the showcases will evolve into a
learning experience for both the presenter and the attendee at every meeting.
1. Discuss the selected topic with the chapter Coordinator For Planning to ensure
that your interpretation of the topic is in fact what the coordinator has in mind for
the showcase. Determine the length of your showcase.
2. If the showcase is taking place at another parish, meet with the musician from that
parish to determine the space that will be used for the showcase. If it will be held
at your own parish, find the best possible location for the topic you are planning
to do. Keep in mind that if you expect a small group the vast space in the church
may be overwhelming. The chapel, social hall, or classroom might be best, unless
the organ or space is needed in the church for your demonstration.
3. As you plan your showcase presentation, make sure it will not go over the allotted
time. Keep an eye on the clock as you present, or ask someone to be a timekeeper
for you. Music or handouts should be ready to go when your showcase begins.
4. Your showcase should demonstrate what you actually do in your own parish.
This will be more comfortable for you and others working with you, and it will
give a more accurate example for other musicians to learn from and compare with
their own situations.
5. If you are using any music or handouts, make sure you are not violating any
copyright laws. If you are unsure, contact the publisher of the music you are
using, or ask the Coordinator for Planning for assistance. In some cases,
publishers will provide at no cost sample copies of music that will be showcased
at the meeting.
Duplicate and distribute a copy of this form. The original should remain here in the manual.
General Instructions for Exchange for Learning Volunteers
Exchange for Learning Topic: ______________________________________________
Volunteer Exchange Leader: _______________________________________________
Date/Time/Location of Meeting: ____________________________________________
_______________________________________________________________________
_______________________________________________________________________
The primary purpose of the Exchange for Learning portion of the NPM Chapter meeting
is to examine what is happening in the parishes represented at the meetings, to exchange
ideas and programs, and to focus upon the topic being discussed or showcased with the
purpose of learning and improvement. When the Exchange for Learning is done
separately from the Showcase, it should be in the format described below. When it is
done as a part of the Showcase, adapt the format accordingly, keeping the overall purpose
of the Exchange for Learning intact.
1. Discuss with the Coordinator For Planning the selected topic for discussion.
Determine if the Exchange for Learning will take place after the Showcase, or at
another time, and what format will best serve the subject matter.
2. Predetermined discussion questions make the Exchange for Learning portion of
the meeting more efficient, and make your job as facilitator much easier. There
may already be a list of questions available for the topic. If so, your Coordinator
for Planning should give them to you. If no list of questions exists, you will have
to write them. The ideal number of discussion questions is between 5 and 10.
The questions should require some thought and allow the participants to voice
their opinions and share their experiences. If the Showcase volunteer is
demonstrating the topic you are discussing, ask him/her for some question
suggestions. Before you begin the Exchange for Learning, copy and distribute a
list of the questions.
3. Discussion groups should be limited to 10 persons. If more than one group is
used, a discussion leader should be named for each group. After introducing your
self as the Exchange for Learning Leader, read the first question and allow the
discussion to begin. Allow enough time for everyone to contribute a thought or
idea before moving on to the next question. After all the questions have been
discussed, give just a little more time for the groups to come to some conclusion
or summary of the overall topic, and share summery with larger group.
4. Time keeping is a very important aspect of your role as Exchange Leader. Try to
anticipate when it’s time to move on to the next question, and also keep track of
how much time you have left before the next section of the chapter meeting
should begin.
Duplicate and distribute a copy of this form. The original should remain here in the manual.
ANIMATOR FOR KOINONIA
Contents:
Instructions
Typical Chapter Meeting Format
Principles and Plans for Socials
Principles and Plans for Prayer Sessions
Instructions
General Explanation of Koinonia:
Koinonia is the Greek word used in the Bible for the experience of community.
However, it is a much richer word than the English word “community” because the
Greek word suggests action. Koinonia includes all the actions that make and build
community or an assembly.
Animator is a term used to describe a person who enlivens, gets things done, and
causes things to happen.
The purpose of including Koinonia in the Chapter Meeting needs to be clear to
you, and to the other members. Koinonia allows people in the chapter to a) get to know
one another, b) begin to trust one another, c) comfortably support one another in their
work through prayer, and d) enrich and broaden each other’s experience in a nonthreatening manor.
Koinonia will happen in the NPM Chapters in two ways; through socializing and
through praying together. Your responsibility is to animate both the social and the prayer
times.
Length of Koinonia:
The Koinonia section of the meeting should last about one-fourth the length of the
entire meeting and should be equal in length with each of the other three sections. The
reason for this is that each section- Music Showcase, Exchange for Learning, Business,
and Koinonia- deals with an important part of the pastoral musician’s role.
Animator’s Role at Chapter Meetings:
Socials and prayer can be alternated every other meeting, or can occur at the same
meeting. It is your responsibility to make this portion of the meeting work. This can be
done individually, by committee, or by volunteer parishes. Generally, Koinonia takes
place at the end of the chapter meeting, as a social gathering or a closing prayer, but the
meeting could also begin with social time, such as a potluck supper, or a break for prayer
could come in the middle of the meeting. One important Koinonia function would be at
Temporary meeting six, when the chapter votes to become permanent. This event should
be celebrated in the social, and/or as a Commissioning Liturgy.
TYPICAL CHAPTER MEETING FORMAT
XIII. Music Showcase
At a meeting, various pastoral practices are demonstrated usually by one
parish in the Chapter. Some examples are demonstrations, recitals, or new
music.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
XIV. Exchange for Learning
Discussion questions are used to raise consciousness about practices in all
represented parishes. Through these discussions, self-evaluation and eventual
improvements are encouraged.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
XV.
Business
Part 1 – Chapter Business – Dues, leadership, chapter goals, and National news
pertaining to chapter members, etc., are discussed during this portion of the meeting.
Led by Chapter Director
Part 2 – Planning – Topics for Music Showcase and Exchange for Learning
sections are discussed and planned, and volunteer parishes and individuals are recruited
to lead them.
Led by Coordinator for Planning
Part 3 – Recruiting – Recruitment ideas are discussed and implemented based
upon attendance of chapter members and the potential of future chapter members within
the diocese or boundaries of the chapter.
Led by Assistant Director for Recruiting
XVI. Koinonia
Time in the meeting is designated for prayer for musicians and informal
socials, including food, drink, and relaxation.
Arranged by Animator for Koinonia
Principles and Plans for Socials
Making every social event successful takes some planning, effort, and concentration. It
doesn’t happen on it’s own, especially in the beginning. Here are a few things to
consider when planning social gatherings:
1. Environment: A relaxed, comfortable environment is the best atmosphere for
a social. If the space you are limited to does not have these characteristics,
you will have to create them. Pay close attention to detail, and work toward
making everyone feel at home.
2. Surprise and Variety: Try to do something different each time, and plan
surprises to keep things interesting. Be creative. Again, pay attention to
detail.
3. Encouraging conversation: Take the initiative to introduce people to one
another. Observe the person on the fringes and invite them into a
conversation. Enlist the assistance of other outgoing members of the chapter
to assist you with this.
Below are a few ideas for social gatherings in case you do not know where to begin.
These are only suggestions:
1. Simple Wine and Cheese: If this is done at a parish, enlist the help of the host
choir to bring wine and cheese and other snacks for the social. Provide some nonalcoholic drinks as well.
2. Café or Bar: A local café, piano bar, pizza parlor, or restaurant might be a good
environment to explore for a social. Many places offer private areas for large
groups. Make sure it is in a convenient location, and that directions are provided.
3. Sing-Along: Find a good pianist, organist, or guitarist who can play requests.
This could be done in someone’s home.
4. Seasonal Party: Theme parties are always fun. Consider doing a Christmas,
Valentine, Mardi Gras, Halloween or other holiday party. You’ll need
decorations and thematic music.
5. Coffee Shop: Create a coffee shop environment. Quite, comfortable seating can
encourage good one on one conversation.
6. Potluck Supper: Sharing food is one of the best ways to build community, and
you may discover some wonderful cooks among your group.
If you find that a more detailed, step-by-step process is needed for you to provide these
social opportunities for your chapter, contact the NPM Membership Services Director in
the National Office.
Principles and Plans for Prayer Sessions
The purpose of the prayer sessions are to provide an opportunity for the musicians to
share their faith with one another and to deepen their experience of the religious nature of
their music, and to provide a means for strengthening the bonds of community support
and sharing. Use the following guidelines when planning prayer sessions:
1. Consider the group of people gathering and model the prayer session to them.
Duplicating what works somewhere else may work with this group. Prayer
sessions are not learning or demonstrations.
2. Eucharist should not be used as the prayer form, with the exception of an
occasional use, primarily because pastoral musicians participate in so many
Eucharistic liturgies as part of their job. Also, there may be a tendency to
compare this celebration to liturgies in their own parish.
3. The prayer must be well planned. It can be as formal or as informal as you
choose, but it must have some plan to it. Often a simple prayer session is the best,
provided it is well planned.
4. Do not exclusively use one style of music or prayer form, as that may alienate
those who are uncomfortable with that style. Use many sources for your prayers,
such as the Sacramentary, the Book of Common Prayer, Liturgy of the Hours, and
Order of Christian Funerals.
Below are a few ideas for prayer sessions:
1. New Beginnings: Creation – Read a scripture that deals with beginnings and pray
about hopes and dreams for your chapter, and the parishes represented.
2. Focus on Gifts – Read scripture dealing with the multiplicity of gifts, focusing on
the range of gifts in the room. Focus of misuse of gifts, presumption of gifts,
diversity of gifts, and praise to God for our gifts.
3. Focus on Sacrifice – Focus on the price of being a disciple of Christ. Read the
passage in Matthew 19 about the rich man. Reflect on the price of being a
minister of music. End with the following mysteries: Sacrifice leads to joy, death
to resurrection, and pain as the source of transformation.
4. Seasonal Prayer – Develop a time of reflection around the appropriate liturgical
season.
5. Remembering the Dead – Using evening prayer from the Order of Christian
Funerals as a model, reflect on the history of the group, pastoral musicians who
preceded them in their parishes, and those who have died.
If you find that a more detailed, step-by-step process is needed for you to prepare these
prayer sessions, contact the NPM Membership Services Director in the National Office.
SECRETARY/TREASURER
Contents:
Instructions
Typical Chapter Meeting Format
NPM Publication Submission Form
Rebate Calculation Procedure
Dues Allocation Form
Instructions
Minutes:
Minutes should be kept of the Business section of each meeting, with particular
attention to “Decision, Voting, and Resolution” in the Directions part of the Business
Section. Records of the Music Showcase and the Exchange for Learning can be kept in a
brief summary form, noting the topic and the persons leading those sections.
You may read the minutes before each Directions portion of the Business section
if you wish. To keep this reading short, copies of the minutes can be distributed to the
members before the meeting begins and simply referred to at the appropriate time.
Dues:
At the third meeting as a temporary chapter, dues should be discussed and voted
upon during the business section of the meeting. A rough estimate of expenses should be
drawn up for the Chapter. Include money for socials, correspondence, and other Chapter
expenses. Dues should be based on expected number of members. Once a dues amount
per person or parish has been established, a system of collections of these dues should be
decided upon, implemented, and maintained by the Secretary/Treasurer.
After the chapter has been granted permanent status, it is entitled to receive dues
rebates from the National Office. Instructions on how to receive these rebates are on the
form in this section of the manual entitled Rebate Calculation Procedure. Yearly rebates
must be applied for by August 15.
National Dues may also be collected within the chapter. These dues would
include membership in the National Association of Pastoral Musicians, renewal of
membership, and subscriptions to Pastoral Music magazine. Any national dues collected
should be forwarded to the National Office for processing. Costs per year are as follows:
1. Regular Membership (including clergy and one musician from one parish) $66.00
2. Groups from one parish: Three Individuals - $82.00. More than three group
members – Total number X $16.00 for each additional member.
3. Single Parish Membership (benefits of regular membership, but only one copy of
all mailings) $48.00
4. Youth Membership (benefits equivalent to single or individual membership)
$18.00
5. One-year subscription to Pastoral Music Magazine (6 issues of magazine, but no
member’s benefits) $24.00
Bank Accounts:
A checking and savings account should be opened in the name of the
organization: The National Association of Pastoral Musicians: (name of diocese)
Chapter. Two signatures, the Secretary/Treasurer and the Director should be on the
account.
Financial Reports:
An annual formal account of finances should be provided for the Chapter and the
National Office. A semi-annual informal report of both chapter activity and finances
should be sent to the National Office after approval of the Executive Committee of the
Chapter.
NPM Publication Submissions:
Three times per year information about the chapter’s activities should be sent to
the national office for submission in the Pastoral Music magazine, the Notebook
newsletter, and/or the NPM Website. The form titled NPM Publication Submission Form
(included in this section of the manual) should be filled out and sent to the NPM
Membership Services Director at 962 Wayne Avenue, Suite 210, Silver Spring, MD
20910-4461, or fax to 240-247-3001.
TYPICAL CHAPTER MEETING FORMAT
XVII. Music Showcase
At a meeting, various pastoral practices are demonstrated usually by one
parish in the Chapter. Some examples are demonstrations, recitals, or new
music.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
XVIII. Exchange for Learning
Discussion questions are used to raise consciousness about
practices in all represented parishes. Through these discussions, selfevaluation and eventual improvements are encouraged.
Coordinated by Coordinator for Planning
Prepared by rotating parishes or individuals
XIX. Business
Part 1 – Chapter Business – Dues, leadership, chapter goals, and
national news pertaining to chapter members, etc., are discussed during
this portion of the meeting.
Led by Chapter Director
Part 2 – Planning – Topics for Music Showcase and Exchange for
Learning sections are discussed and planned, and volunteer parishes and
individuals are recruited to lead them.
Led by Coordinator for Planning
Part 3 – Recruiting – Recruitment ideas are discussed and
implemented based upon attendance of chapter members and the potential
of future chapter members within the diocese or boundaries of the chapter.
Led by Assistant Director for Recruiting
XX.
Koinonia
Time in the meeting is designated for prayer for musicians and
informal socials, including food, drink, and relaxation.
Arranged by Animator for Koinonia
NPM PUBLICATION SUBMISSION FORM
All chapters are requested to send information to the national office three times per year for
publication in the Pastoral Music magazine, the Notebook newsletter, and/or the NPM Website
for the purpose of sharing ideas and encouraging the formation of new chapters throughout the
country. Please fill out the information below and check the appropriate submission deadline.
Mail this form to the Membership Services Director at 962 Wayne Avenue, Suite 210, Silver
Spring, MD 20910-4461, or fax to 240-247-3001.
Chapter Name/Location
Secretary Name/phone number/e-mail address
Check the deadline that applies: Christmas Day___ Easter ___ St. John the Baptist
(June 24) ___
Please summarize all previous activities of your chapter since your last submission
form in 150 words or less:
Please summarize any upcoming activities of your chapter in 50 words or less:
Duplicate and distribute a copy of this form. The original should remain here in the manual.
REBATE CALCULATION PROCEDURE
Once a year, the national office of NPM offers dues rebates for any members of both the
chapter and the national organization in order to assist with the financial needs of the
chapter. This rebate applies only to chapters that have reached permanent status. Please
refer to the instructions below to complete the Dues Allocation Form:
1. Determine the series of zip codes for your diocese’s geographical area.
2. After April 15th, give first and last number of the zip code range to the NPM
Membership Services Director. You will then be provided with a printed list of
current NPM national members within your diocese. Also obtain a list of current
chapter members from your Assistant Director for Recruiting. You will be
comparing the local list to the national list to determine your rebate status.
3. Count the number of members with MEMTYPE “M” that appear on both the
national list and your local list. Enter this number on the “Individual Members”
line of the Dues Allocation Form. Multiply that number by $4.00 and enter that
amount on the line “Rebate from individual memberships”.
4. MEMTYPE “R” refers to group (parish) memberships. They calculate differently
for rebate. Only one member from each group can be counted toward the rebate.
Again comparing the two lists, find a representative from each group of members
that appears on both lists. Enter this number on the “Parish Memberships” line of
the Dues Allocation Form. Multiply that number by $6.00 and enter that amount
on the line “Rebate from parish memberships”.
5. Add the Parish Memberships amount and the Individual Members amount to
determine the total rebate requested by the chapter.
6. Complete the remainder of the Dues Allocation Form, including your chapter
income and expenses.
7. Send the completed form to the Membership Services Director in the national
office by June 1st.
The Membership Services Director can be reached at 240-247-3000, or 240-247-3001
(fax), NPMMEM@NPM.org, or by mail, 962 Wayne Avenue, Suite 210, Silver
Spring, MD, 20910-4461.
DUES ALLOCATION FORM
(Permanent Chapters)
CHAPTER
____________________________/________________________________
CONTACT PERSON
_____________________________________________________________
ADDRESS
_____________________________________________________________
_____________________________________________________________
HOME PHONE
_____________________________________________________________
OFFICE PHONE
_____________________________________________________________
INCOME
DUES ALLOCATION FROM THE NATIONAL NPM OFFICE
$6.00
per
_____________
Parish Memberships
$4.00
per
_____________
Individual Members
=
$ ____________________
=
$ ____________________
=
$ ____________________
=
$ ____________________
=
$ ____________________
(NOTE: There are no rebates for subscribers.)
TOTAL DUES ALLOCATION REQUESTED
LOCAL DUES (if any)
$ __________________
OTHER INCOME (Please specify)
EXPENDITURES
1.
Postage
=
$ ____________________
2.
Stationary Supplies
=
$ ____________________
3.
Hospitality
=
$ ____________________
4.
Programs
=
$ ____________________
5.
Other Expenses
=
$ ____________________
TOTAL INCOME
=
(National and Local Combined)
$ ____________________
LESS EXPENSES
=
$ ____________________
BALANCE
=
$ ____________________
Please duplicate this form and send the completed copy by June 1st to: Chapter Rebate- NPM, 962 Wayne Avenue,
Suite 210, Silver Spring, MD 20910-4461. (The original form should remain in this manual)
THANK YOU FOR YOUR COOPERATION!
The following five pages were submitted by Evelyn Brokish, OSF, Chapter Director of
the Gary, Indiana chapter. They are intended to be a resource for you, to assist in chapter
bookkeeping and reporting.
Any questions about these pages can be directed, via email to Sister Evelyn at
ebrokish@concentric.net.
To the Chapter Treasurer:
You have been entrusted with the responsibility of bookkeeper for the chapter. Accuracy is easy
when you have a system.
According to the system presented on these pages, you will need a general ledger and an
accounts receivable/payable notebook
General Ledger:
Every penny of transaction gets recorded in the GENERAL LEDGER. A ledger with two
columns for numbers is sufficient. The first column is the DEBIT (income) column; the second is
the CREDIT (expense) column.
11/24/97
12/2/97
1/28/98
1/29/98
Choral Festival Music: St. Thomas More, Ck. #1077
Choral Festival Registration: Tom and Susan Smith
Ck. 1092 Office Max ($25.78)
Choral Festival Printing
General Office Supplies
Chapter Memberships @ 10.00
Gregory Horn – Ck. 376
Marybeth Hampton - cash
Janet Dearborn – Ck. 832
Matthew Strummer – Ck. 589
183.00
40.00
12.60
13.18
40.00
Accounts Receivable/Payable Notebook:
The Accounts Receivable/Payable Notebook can be a loose-leaf binder with tab dividers. Choose
dividers that have letters of the alphabet already printed on the tab. Your task will be to write (or
print) the name of each account on the appropriate tab sheet.
Code for Accounts Receivable:
A.
Memberships:
B.
Programs: (allow for three divisions within this account)
1. Registration fees:
2. Book store/Music:
3. Other (identify)
C.
Hospitality (allow for two divisions within this account)
1. Food:
2. Other courtesies (identify)
D.
National Membership Dues:
E.
National convention Registrations:
F.
Other (identify)
Code for Accounts Payable;
G.
Postage/FAX/UPS:
H.
Stationery/Office Supplies:
I.
Hospitality: (Allow for three divisions within this account)
1. Food:
2. Hotel:
J.
3. Travel:
Program: (Allow for three divisions within this account)
K.
1. Clinician Fees (clergy stipend, musician fees)
2. Bookstore/ Music:
3. Other (identify)
Phone:
L.
M.
N.
O.
Printing:
National Membership Pay-Outs:
National Convention Pay-Outs:
Other (identify):
Recording from the General Ledger into Accounts Receivable/Payable:
Each item from the general ledger is recorded in a specific account (receivable—if from the debit
column, and payable—if from the credit column)
Completing a page and starting a new page in bookkeeping:
First, add each column of figures and enter the sub-totals in RED.
Next, with RED pen, write “Balance to forward” on the bottom line of the page.
Finally, on the first line of the new page, using your RED pen, write “Balance carried forward"
and enter the sub-totals from the bottom of the previous page.
Now you are ready to continue making other entries in your ledger. Use BLACK for all entries.
Preparing the Treasurer’s Report:
First, draw a RED line after the final entry to be included in your report.
Second, add each column of numbers and enter the total in BLACK.
Third, with a BLACK pen, write, “Total as of (date).”
Finally, with your RED pen, draw a DOUBLE LINE across the page.
Follow this same procedure, not only for the General Ledger, but also for each account in the
Accounts Receivable/Payable ledger.
The double RED line is a clear indication of where each report begins or ends.
Finding errors:
The total of your DEBIT column in the General Ledger should be the same as your grand total of
all Accounts Receivable totals. Likewise, the total of your CREDIT column in the General Ledger
should be the same as your grand total of all Accounts Payable totals.
If there is a discrepancy in numbers, check each General Ledger entry against each
Receivable/Payable entry. Maybe one item has been overlooked; or, maybe some numbers were
reversed. Whatever the difficulty, it should be easy to track.
Preparing your Dues Allocation Report for National:
Take all of your Treasurer’s Reports for the current year and total all similar columns. Enter the
appropriate figures on the dues allocation form.
Event Report and Fiscal Year Events Report:
These optional reports can help officers and/or members understand the chapter’s financial
situation regarding programming.
Check Book Balance:
The New Balance on the Treasurer’s Report must be the same as the Check Book Balance.
NPM CHAPTER TREASURER’S REPORT:
Current Date: ______
Date of Last Report: _______________
Balance on Hand:
INCOME:
A. Memberships:
_____________
B. Programs:
1. Registration Fees:
____________
2. Bookstore/Music
____________
3. Other (identify)
____________
(Program total):
______________
C. Hospitality:
1. Food:
____________
2. Other (identify)
____________
(Hospitality total):
______________
D. National Memberships:
______________
E. National Convention Registrations:
______________
F. Other (identify):
______________
TOTAL INCOME: ………………………………._______________
BALANCE ON HAND + TOTAL INCOME: …________________
EXPENSES:
G. Postage/FAX/ UPS:
H. Stationery/Office Supplies:
I. Hospitality:
1. Food:
2. Hotel:
3. Travel:
(Hospitality total):
J.
Programs:
1. Clinician Fees:
2. Bookstore/Music:
3. Other (identify):
(Program total):
K. Phone:
L. Printing:
M. National Membership Pay-Out:
N. National Convention Registration Pay-Out:
_______________
_______________
____________
____________
____________
_______________
____________
____________
____________
________________
________________
________________
________________
________________
______
O. Other (identify):
________________
TOTAL EXPENSE: ……………………………
________________
NEW BALANCE………………………………..
____________
SIGNED: __________________________________________, Treasurer
NPM CHAPTER EVENT REPORT
Name of Event: ________________________________________________________
Place of Event: _________________________________________________________
Date of Event: _____________________
INCOME:
(Source of income):
($ amount):
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
TOTAL INCOME: …………………………………………
EXPENSE:
(Identify business/person and category:
e.g.: printing, phone, publicity, postage, rental, etc.)
($ amount)
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
_____________________________________________ ____________
TOTAL EXPENSE: …………………………………………
OVERAGE
(SHORTAGE) ………………………………………
____________
____________
Report completed by: ________________________________________ Phone: _____________
Date submitted: ___________________
NPM CHAPTER EVENTS for the entire fiscal year _________ to _________
Date: Event:
Income:
Expense:
Net
Gain:
Net
Loss:
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
____
________________________________ ________ _________ ________ ________
Total Net Gain/Total Net Loss: ……………..
Gross Gain or (Loss): ……………………………………………………
________ ________
_________________
Completed by: __________________________________________ Phone: ________________
Date submitted: __________________________________
NEWSLETTER EDITOR
Contents:
Introduction
Instructions
Sample Newsletters
Introduction
Many successful chapters have a newsletter that they publish and distribute
regularly. In many cases, it is the primary form of communication among chapter
members between meetings. Because of this, it is vital that the information within it be
current and accurate, and that it be mailed enough in advance of the first event listed so
that chapter members can add upcoming meetings and events to their busy schedules.
Some chapters have added additional information to their newsletter, such as
articles written by chapter members, reviews of meetings, profiles on members, and
classified sections.
Dr. Gordon E. Truitt, senior editor for Pastoral Music and other NPM
Publications, has written these detailed, step-by-step instructions for your use. Following
these instructions are two sample copies of successful chapter newsletters currently being
published. Additional copies of newsletters can be obtained by contacting the
Membership Services Director at the National Office, 240-247-3000.
Newsletter Editor Instructions
Many Chapters are interested in beginning a newsletter to help keep members up-to-date
on happenings in the Chapter or to announce important events in the diocese or in the
national Association. Here are some hints about ways to start and maintain a successful
newsletter. They are based on the routine questions that every new reporter is taught to
ask: who, what, when, where, why, and how.
1.
WHY do you want a Chapter newsletter?
The usual answer is: to stay in touch with the members. An occasional newsletter,
like an occasional phone call, helps to sustain a relationship and to remind
someone of the bonds that have forged that relationship.
2.
WHAT kind of newsletter do you want?
This question actually covers three topics: the layout of the newsletter, its
contents, and how you will mail it.
LAYOUT
In designing your newsletter, you might get some practical help from parishes that
have successful parish newsletters, from the diocesan liturgy office, or even from
a local instant-print shop, such as Kinko’s or Sir Speedy. The basic goal is to keep
the look clean, the information clear, and the design appropriate for mailing at the
rate you can afford.
How many pages should your newsletter have? The easiest format to work with is
a four-page, 8½ x 11 size document. It could be printed at an instant-print shop on
11x17 paper and folded twice so it would be 5½ x 8½ (the size of Notebook, for
instance, when it arrives in the mail) or even further, to fit into a regular (#10)
envelope.
Most computer printing programs offer several sample grids on which to lay out a
newsletter. Notebook is based on a five-column grid. If you look at it, of course,
you recognize that not every page has five columns on it, but a careful
examination will reveal the underlying grid. So, for instance, on page one, there
are two wider columns, each twice as wide as the center column that contains the
index to the issue. Other pages have a narrower column to the right or left on the
page, with two wider columns. The five-column grid is most visible for the
“Hotline” section.
Type face: Use no more than two type faces for your newsletter—one “display
face” (for headlines) and one “text face” (for content). Some of NPM’s
newsletters actually use only one type face, a standard type like “Times” or
“Times Roman.” Variation comes through the size of the headlines and subheads
and in the use of bold or italic. And, unless you have a very large budget, stick
with one ink color: black or another dark color against a light paper stock.
CONTENTS
What kind of specific information should your newsletter contain?
Page One: Most Important Information
When and where is the next gathering? What’s it about? What do I need to know
about cost, preparation, or what to bring?
Who are the key players? Whom do I call for additional information? Who is the
newsletter editor? What are the important phone numbers and e-mail addresses?
Inside: Pages Two and Three
Any additional information about the next major event, such as a biography of the
featured speaker.
Information about doings of other Chapter members and parishes: Who had a
choir festival, and what they sang; who had a new organ installed; which choir
went on tour; who has a library of cantor materials that they’re willing to lend;
which parish has started a training program for their contemporary ensemble.
And, of course, information about upcoming NPM events, such as the next
Convention, summer Schools and Institutes in your area, and the like.
If you have a good way to include photos, you could include one or two per issue.
Perhaps a “featured choir” in each issue.
Page Four
Depending on how you mail your newsletter (see below), you will have either a
half-page or a whole page to work with. If you send it bulk mail, you will only
have about half a page (see how Notebook is laid out), because of the
requirements for labeling by the USPS. You can use this half-page for additional
news items or as advertising space, with reminders about major upcoming events.
If you are sending the newsletter in an envelope, then you can use this back page
for additional information, carrying stories over from the front page or from
inside. You could also use it as an education page, offering excerpts from official
documents that relate to music ministry, reprints (with permission, of course)
from NPM publications, or other educational materials.
MAILING
Is your mailing list large enough that you can send it at a cheaper rate (e.g., nonprofit bulk rate) or will you have to send it in an envelope via normal letter rate?
This is an important question not on in determining your budget for the newsletter
but also in determining the layout.
3.
HOW will you create this newsletter?
This question deals with the mechanics of producing the newsletter.
How will you create the document? Presumably on a computer, using one or
another word processing program or text layout program. Many of the more
recent versions of familiar word processing programs (e.g., WordPerfect or
Microsoft Word) also include design templates for newsletters and other
publications.
How will you reproduce it? Will you have it done on a parish copier? Will you
take it to a printer?
How will you mail it? We asked part of that question above, when we dealt with
the design of the newsletter. But once you’ve decided whether you can send it
bulk rate or standard mail, you also have to decide which post office you’ll use
and how you will transport it.
How will you pay for this newsletter? Will the costs be taken out of Chapter
dues? Can you get some services donated from one or more parishes? Should you
consider selling advertising to cover costs?
4.
WHEN will your newsletter happen?
The answer to that question depends on how often you need or want to stay in
touch with the Chapter membership. You might want to start with a quarterly
publication (early fall, late fall or winter, early spring, late spring or early
summer) and then adjust the schedule based on the Chapter’s need for information
and the Chapter’s ability to publish a newsletter more frequently than this.
Once you’ve decided on a schedule of publication—when the newsletter should
appear—then you can begin to set some deadlines for other steps in the process.
The best way to figure these deadlines is to count backward from the cover date.
So, if your first quarterly mailing is due to arrive at your members’ mailboxes by
September 15, it should go into the mail (bulk rate) by September 1. Printing,
collating, folding, and stuffing should be finished at least a day or two before you
take it to the post office. Typing and layout of the newsletter should be done by
mid-August, so you need to have the material for the issue (text, photos, dates,
phone numbers) to the person who’s editing and designing the newsletter by the
beginning of August. Figure on telling people that they have to have their
information to whoever is collecting the material (who may be the editor) by midto late July; figure about two months before the cover date to be on the safe side.
Therefore, solicitation of material should be done in June for inclusion in the
September newsletter!
Some Chapters are able to work with tighter deadlines than these, but your
schedule will depend on the people doing the work, the amount of time that they
have to do it, and the cooperation of your members. It’s better to have more time
to make emergency phone calls to solicit information rather than less. It’s better to
have a newsletter arrive on time with minimal information than to have it arrive
chock-full of information but too late for a scheduled event.
5.
WHO will do all of this?
You’ll need at least one person to put together a newsletter, but this person will
have several tasks. It might be better to have a group of people working together,
so they can at least complain to one another when things don’t quite work as
planned! Here are the tasks that someone—or several someones—will have to do:
collect the information;
edit it;
create additional information or other “filler” to plug the blank spots;
keystroke the text into a computer;
design or lay out the final page arrangement;
make copies or see that the copies are made;
keep track of the mailing addresses and produce mailing labels;
put the newsletter into the mail;
oversee the whole process.
And, it wouldn’t be too bad to have an editor-in-training . . .
6.
WHERE will all of this happen?
Is there a Chapter office somewhere that you can use to collect and produce the
newsletter? Can you find donated space in a parish rectory? Does all of this have
to happen in someone’s home office? Will you remember to thank them
periodically for the use of their donated space and time?
What will you do when your “where” has to change? Suppose a new pastor won’t
allow you to use that parish office to prepare or print your newsletter; suppose
that your editor or typist moves to another state. What are your contingency plans
so you don’t miss the next deadline?
7.
NETWORK
Okay, it’s not one of the six questions. But it might be good to contact other NPM
Chapters to ask about their newsletter and their process for producing it. You
might get some excellent pointers to help you begin or improve your own
newsletter.
And at some point you might consider how much of this information you could
send via e-mail to your members. One place to start might be to collect e-mail
addresses for a simple reminder of the upcoming Chapter meeting. Then, once the
camel’s nose is inside the tent . . . who knows what could happen?
INSERT
NEWSLETTER SAMPLE 1
HERE
Newsletter Sample 1 not available on disc
INSERT
NEWSLETTER SAMPLE 2
HERE
Newsletter Sample 2 is not available on disc.
MEETING IDEAS
Contents:
Introduction
Meeting Ideas from Previous NPM Chapter Manual
Meeting Ideas from active chapters
Chapter Meeting Idea Form
Introduction
The following pages contain meeting ideas for Showcases and Exchanges for Learning.
They range from very simple to elaborate. All have been done successfully in active
chapters. These ideas are given primarily as a tool to get you started as a chapter. Once
you have an established chapter, ideas for meetings should come from within your own
group, focusing on topics that interest or challenge your chapter members.
The first several meeting ideas on the following pages tend to be the easiest topics to
begin with as a new chapter. They all follow the basic structure of Showcase
demonstration, followed by an Exchange for Learning discussion with selected questions.
The meeting ideas that come from active chapters are more diverse in style and topics,
and tend to be slightly more complicated to put together. The chapters that have
submitted these ideas for the manual have chosen these examples as the best, most
successful meetings they have experienced.
All these meeting ideas are meant to be a guideline. They should be molded to fit your
own individual chapter.
The last page gives you an opportunity to share your best chapter meeting as a new
addition to this section in the manual. When you have a very successful meeting that is
not already listed as one of the meeting ideas, please fill out the form and send it to the
Membership Services Director at the national office. The next time we update this
section of the manual we may include your meeting idea.
Teaching New Music to the Assembly
Plan 1
The purpose of this topic is to reflect upon how new music is taught to the assembly, and
how it differs from parish to parish. This is a fairly easy topic to approach, and easy to
demonstrate, making it a very good first meeting for a new chapter.
Choose a location that will mirror a Sunday morning liturgy as much as possible, keeping
in mind that if a small amount of people are present, a smaller space than the church
might be more appropriate. Once the location has been established, the Showcase
Volunteer will teach a new piece of music to the gathered assembly (those attending the
meeting) just as it would be done in their church on Sunday morning.
Questions for the Exchange for Learning:
1. During a learning period in your parish, when the assembly fails to grasp a line or
a phrase correctly, what do you do? Repeat the entire piece? Repeat just one line
or phrase at a time? Something else?
2. What exact words do you use to encourage a reluctant assembly to sing out while
learning a new hymn?
3. Should the organ (or other instruments or the choir) play or sing through the entire
piece before the cantor leads the assembly through the piece?
4. Has anyone tried teaching a hymn without using instruments? How does it work?
5. How many new pieces of music do you teach your assembly in a week, month, or
year? How many partially learned pieces can you refresh in these time periods?
6. How do these limitations affect repertoire planning for a parish? Do you plan
repertoire for the entire year at one time? What is the size of your parish
repertoire?
7. Should you use a hymn taught before the mass at the same mass, or should you
wait a week? Do you play the hymn melody weeks in advance to get the
assembly familiar with it? Does that help in the teaching?
More detailed instructions for this topic can be obtained by contacting the
Membership Services Director at the National Office.
The “Holy, Holy” and Liturgical Timing
Plan 2
The purpose of this topic is to raise awareness about the delicate nature of timing, rhythm
and flow in the liturgy, specifically the “Holy, Holy” and how it fits into the priest’s
prayer. The “Holy, Holy” puts in the mouths of the assembly the words used by the
angels (Isaiah’s vision of the heavenly worship) before the throne of God. The priest, in
the Preface, announces this meaning and leads into the part taken by the assembly. This
is an easy topic to approach and demonstrate.
Demonstrate as many different or new settings of the “Holy, Holy” as you can within the
allotted time. Include a Holy that has assembly parts intermixed with choir and cantor
parts and also a Holy that has a standard assembly part with a choir descant.
Demonstrate how the introduction to the Holy fits into the presider’s ending of the
preface. Invite your priest to be with you for this.
Questions for the Exchange for Learning:
1. Some liturgists suggest that there should only be a single chord introduction
between the last words of the priest and the Preface and the first words of the
Holy. Do you agree?
2. Can this introduction become jarring or blasting?
3. Do some Holys end with a great crescendo and leave the rest of the priest’s prayer
hanging or seeming inappropriately insignificant?
4. Can music become too big or too small for a particular celebration? How do you
make a judgment about the appropriate size of music scaled to a specific
celebration?
5. Can you make a chart of the flow of the liturgy showing loud, soft, fast and slow?
Is there more than one way? Are there some definitely incorrect ways?
6. Can you feel the different pace from different priests? Can music be made to fit
these different paces? Can anyone demonstrate this?
7. What happens if the presider forgets that the “Holy, Holy” is going to be sung?
Do you repeat it in song after reciting or do you skip it?
8. Timing works well if you have an assembly of singers. What happens when you
have a sluggish group of hesitant singer? What is the best way to encourage them
as an accompanist, cantor or choir?
9. Is musical timing related to liturgical timing? How are they different? What else
does the trained musician need to know about liturgical timing?
10. What really makes a celebration move from good to excellent? Can you describe
your best experience at worship? What made it work?
More detailed instructions for this topic can be obtained by contacting the
Membership Services Director at the National Office.
Memorial Acclamations: Variety of Acclamations
Plan 3
The purpose of this topic is to examine new repertoire for acclamations and to raise the
basic questions about the use of acclamations in the liturgy.
Demonstrate a variety of acclamations using proper teaching techniques. Demonstrate
memorial acclamations, examples of the Amen, and the Gospel acclamation, with and
without Alleluia. Also demonstrate a variety of styles and instrumental accompaniments.
Include old favorites and familiar settings, as well as new ones.
Questions for the Exchange for Learning:
1. Is the “four-hymn mass” (at which only four hymns are sung, or a mass in which
that form predominates) still around? Should it be? Is the hymn still the
predominant musical form in our liturgies?
2. What kind of timing is needed for an effective memorial acclamation? Can it be
sung so mightily that it is out of proportion with the Eucharistic prayer? Should it
always be sung in a rousing, upbeat manner?
3. The Great Amen at the end of the Eucharistic prayer is to be the climax of the
people’s assent to the offering of themselves and Jesus to the Father. Can anyone
demonstrate the “final” nature of the Amen? How can we make it work?
4. The Gospel acclamation is to be sung. It sets the tone for the reading of the
Gospel. How can we make that work? What are the elements that make it
effective?
5. How do you teach new acclamations? How many acclamations do your
parishioners know? How do you let them know which one to sing without
interrupting the Eucharistic prayer?
6. Do we have to sing all the singable parts at all the masses? When is it appropriate
to leave out a piece of music?
More detailed instructions for this topic can be obtained by contacting the
Membership Services Director at the National Office.
The Training and Recruiting of Cantors
Plan 4
The purpose of this topic is to allow parishes that are having difficulty in recruiting
and/or training cantors to be assisted by parishes that are making some progress in this
area.
Demonstrate the various roles of a cantor and styles of music, which a cantor can use.
Begin with the responsorial psalm, and then if you wish, demonstrate litany singing,
general intercessions, Lamb of God and the penitential rite. Use more than one cantor for
your demonstration of possible. The group in attendance should be encouraged to
participate as an assembly would.
Questions for the Exchange for Learning:
1. How important is a cantor liturgically and musically to the worshiping assembly?
Why?
2. What are the roles of the cantor? What are the roles of a song leader? How are they
different?
3. What is the role of the cantor in the litanies? In the acclamations? During
communion?
4. How can the cantor improve participation from the assembly?
5. What are the problems with recruiting cantors? Has anyone tried and failed to get
any response? Has anyone succeeded? What made it work?
6. Would it be feasible for cantors in the area to gather to share vocal techniques, sightreading techniques, and leadership qualities? Would anyone be willing to organize
such an effort?
Suggested Resources:
1.
2.
3.
4.
James Hansen, Cantor Basics (The Pastoral Press)
Diana Kodner, Handbook for Cantors (LTP)
Video: Training the Parish Cantor (LTP)
Pamphlet: Sheila Browne, Cantors and Song Leaders Do’s and Don’ts (National
Pastoral Life Center)
More detailed instructions for this topic can be obtained by contacting the
Membership Services Director at the National Office.
Performance Techniques and Training for Organists
Plan 5
The purpose of this topic is to motivate all musicians to improve their musical skills on their
instruments and to provide particular motivation and resources to the organists and to enable the
stronger and more experienced organists to assist the weaker.
If there is a good organ and an organist willing to perform a solo recital, this would be
appropriate. The recital should be done in as formal a way as possible, in order to provide the
organist with a challenge to perform well, and the other musicians an opportunity to experience a
fine concert. The length of the recital, however, should remain in proportion to the other sections
of the meeting. (If there is no organist willing or able to give a full- length recital, several
organists could make shorter presentations.)
Another appropriate alternative to this model would be for an organist familiar with teaching
techniques to provide a demonstration on techniques for accompanying hymns, pedal technique,
or improvisation skill for liturgy.
Questions for the Exchange for Learning:
1. Hymn playing: What are the essential elements in organ technique that make for a
successful hymn accompaniment? Which are the easiest, or most difficult for you? How
should technique for hymn accompaniment differ from solo technique?
2. Improvisation: When do you use improvisation most effectively in the liturgy? Does it
ever become distracting to worship? How can that be prevented? How do you
concentrate on creative improvisation and at the same time pay attention to the liturgy?
Do you ever play under the spoken word of the presider or reader?
3. Practicing: How many hours a week do you think you should practice? How many are
you actually able to practice? What kind of practicing do you do beyond just playing
through the music for Sunday? What motivates you to back to a good teacher for some
more lessons? Who are the best teachers in the area?
4. Continuing Education: How do you decide when you need to go back to a good teacher
for some more lessons? Who are the best teachers in the area?
5. Pastoral Musicians: What does an organist need, beyond superior technical skill, in order
to call him/herself a pastoral musician? What are the various roles an organist plays in
the liturgy? Where can one find training in the particular skills need for a pastoral
organist?
6. Mentoring: Do you know a young person skilled in keyboard that might be interested in
becoming an organist? Would you be willing to mentor them?
Suggested Resources:
1. David Heller, Manual on Hymn Playing: A Handbook for Organists (GIA)
2. John A. Ferguson, A Mini Course in Creative Hymn Playing (New York AGO)
More detailed instructions for this topic can be obtained by contacting the
Membership Services Director at the National Office.
Bring your Favorite Octavo
Tampa, Florida Chapter
Joanne Johnson, Chapter Director
This meeting idea gave every participating musician an opportunity to share their choir’s
favorite octavo with the chapter. It was an easy meeting to put together. No one person
has an enormous responsibility, and it is totally non-threatening other than directing your
peers as the music is read. These qualities make it a good meeting for a newly formed
chapter.
Chapter members were instructed to dig into their files and pull out their favorite octavo
to share. They brought enough copies for everyone, or as many as they had on hand.
Each participant would take the floor, pass out their octavo, and explain when and how
they use it during liturgy, and why their choir likes it so much. Just like a reading
session, the music is reviewed briefly for repeats, codas and difficult sections. Then it is
read through. After the piece has been sung, time is taken to discuss it before going on to
the next piece. Accompanists take turns so no one person does all the work. Whoever
brings the octavo also directs it.
In this meeting format, the Showcase and Exchange for Learning take place together.
Depending upon how many octavos are brought to be read, limits may have to be placed
in order to stay within your meeting time frame. Because the length of this
showcase/exchange is flexible, it’s a good meeting to use if you anticipate a longer
business or koinonia.
Questions about this meeting may be directed to Joanne Johnson at Joanneiik@aol.com.
Music for the Celebration of the Sacrament of Matrimony
Providence, Rhode Island Chapter
Gabriel Pivamik, OP – Chapter Director
This meeting idea stemmed from the NPM publication of Standards in Repertoire for
Weddings. These standards were formulated into a “workshop-concert” whereby music
directors and engaged couples could come and hear different pieces that could be used
during the celebration of the sacrament.
Directors and engaged couples throughout the diocese were invited to the meeting. They
were each given a checklist with the entire repertoire printed on it, along with a rating
scale and a place to take notes. A progression of music for processions, to responsorial
psalms, to hymns, with a final selection on music for ritual moments was followed.
After a brief introduction, the “concert” began, with occasional commentary between
pieces. After each series of pieces there was an opportunity for discussion and questions,
as well as a short theological instruction on the essence of the sacrament, and a theology
of music as integral to the rite.
In this meeting format, the Showcase and Exchange for Learning take place together.
When many visitors, such as the engaged couples that were invited to this meeting are
present, the business portion of the meeting could be shortened, or postponed to another
meeting.
This wedding workshop-concert is a great idea because it acts as a teaching tool and a
model. By having one concert like this, a music director is able to reach out to dozens of
engaged couples at once, rather than having extended visits with each of them. It also
exposes directors to new or different music.
One more benefit coming from this meeting was a video and audio record of the concert.
This recording was “checked out” by engaged couples that were not able to attend, again
eliminating much of the time spent in consultation with the couple. If a recording is
made, it is advised that you contact the publishing companies to ensure that you are not
violating any copyright laws. In this case, both GIA and OCP have verbal permission to
use their music in this situation, with no fees.
Questions about this meeting may be directed to Gabriel Pivarnik, OP at gabrielop@msn.com
Organ/Service Playing Masterclass
Scranton, Pennsylvania Chapter
Mark Ignatovich, Chapter Director
This workshop served as a basis for many of the skills required for the NPM Basic
Organist Certificate as well as the NPM/AGO Service Playing Certificate. The chapter
meeting consisted of mostly playing done by the masterclass participants with prepared
pieces as noted in the outline and lecture and coaching. Participants were guided through
the techniques in the outline by “hands on” experience as well as demonstration. The
meeting’s agenda will also be affected by the skill level of those participating in the
workshop.
The presenter of this masterclass should be a well-educated, proficient organist who has
received the NPM Organist Certificate, NPM/AGO Certificate, or their equivalent.
Chapter Meeting Outline
1. Rhythm/Tempo (eucharistic Acclamations & Hymns as examples)
*The importance of rhythm
*Setting the tempo (the basic pulse)
*Phrasing (The organ as singer)
*Keeping the Tempo (Consistency-trust, repeated notes, agogic accent)
*Registration (text, liturgical/ritual context, time of day, know your instrument, listen
away from the console, basic combinations, special combinations, crescendo or
decrescendo throughout, unaccompanied
2. Accompanying the cantor
*Who’s leading this, anyway?
*Registration
*Tempo: Setting it and keeping it
3. Advanced Accompaniment Techniques
*Passing tones
*Pedal point (or organ point)
*Soloing out the tune
*Descants
*Displaced accents
*Unison-harmony alternation
*Accompanying men’s or women’s or children’s choirs
*Free accompaniment
Questions about this meeting may be directed to Mark Ignatovich at mdiggy@epix.net
Backyard Picnic
Oklahoma City, Oklahoma
Rev. Stephen Bird, Chapter Director
Every summer all the NPM members are invited to the chapter director’s rectory for a
backyard cookout. The Office of Worship supplies the meat (chicken, fish, or steak) and
people bring another food item. The meeting begins with prayer in the chapel on a
Sunday evening at 6:00pm, and the picnic follows. Reservations are required for
shopping purposes. There is no charge for the members that come to the picnic. Those
who reserve and then don’t come receive a bill for $5.00 in the mail.
This is a great way to gather the musicians during the summer, present the agendas for
meetings through the coming year or get ideas for meetings, and get acquainted with any
newcomers to the diocese.
Questions about this meeting may be directed to Rev. Stephen Bird at Sbird@CathArchdioceseOKC.org
Unity With Variety: Embracing All Musical Forms and Styles in our Liturgies
Sioux Falls, South Dakota Chapter
Jane Rokusek, Chapter Director
The purpose of this meeting was to gather musicians from throughout the chapter for a
day of reflection on the value of various musical forms and styles in our liturgies.
Weaving together traditional and contemporary music styles was the backbone of this
half-day meeting. Following this basic topic, discussions on the role of music in the
celebration of mass, liturgical text, musical resources, and how to prepare a worship aid
were included in the presentation.
A very experienced chapter member presented this meeting, using various pieces of
music as examples, allowing the people in attendance to participate musically. Following
a morning of presentation and example, the group concluded with lunch and a time for
discussion.
If your chapter would rather have shorter meetings, each of the subjects could be done at
each meeting, and could be presented by more than one person from the chapter.
Questions about this meeting may be directed to Jane Rokusek at ROKSunrise@OSIOC.net
Choral Hymn Festival
Fort Wayne/South Bend, Indiana Chapter
Karen Hope, Chapter Director
The purpose of this meeting is to give every parish choir, large and small, a chance to
share their favorite choral selections. It also enables the choir members from all
participating parishes to join together into one group for several pieces of music.
A committee of directors sets the date and location of the festival. They then select the
music to be sung by the combined choirs. Each choir then chooses, from their own
repertoire, one or two choral pieces. We encourage at least part of the program to include
participation of the assembly. When more than 6 choirs are performing, the individual
selections are limited to one per choir.
The music directors generally take turns each year directing and accompanying the
combined choir. (In some chapters that do choir festivals, they invite a guest conductor
to come in for the festival). They schedule one joint rehearsal during the week of the
festival, with the expectation that the choirs are already familiar with the music when
they get there.
Each choir purchases their own additional music for the festival. For choirs that do not
have the financial capability to purchase music, other choirs share what they have.
A host choir is selected to provide refreshments after the concert. Each year, the host
choir changes, even if the location of the event remains static. This gives all choirs the
opportunity to provide hospitality, even if the size of the event prevents it from being
held in their parish.
Responsibilities such as publicity, program coordination, cover designs and program
publication, are distributed among the committee members. A free will offering may be
taken, if permitted according to parish policy. After any expenses are met, the remaining
funds can be divided among the participating choirs, or be placed in a fund for future
chapter events, or used as a scholarship fund or as a donation to a local charity.
Questions about this meeting may be directed to Karen Hope at HopeKA@aol.com
Evening Prayer and Awards Ceremony for Young Musicians
Philadelphia, Pennsylvania Chapter
Ginny Chiodo, Chapter Director
The purpose of this meeting is to encourage and recognize young people who serve their
worshiping communities with their time and musical talent. This meeting usually takes
place in May, concluding a full year of activities.
A letter goes out to all chapter members and parishes in the chapter. This letter invites
the parish music director to nominate any 8th or 12th grade student for an award for
outstanding participation in Parish Music Ministry. The letter states the pre-established
criteria* and includes an application for nomination. The chapter board then reviews all
the applications that are received and selects 10 students. These 10 receive a $100 bond,
free membership to the local chapter for a year, and a certificate, all of which are
presented at the Awards Ceremony. All other nominees receive a letter and an award
congratulating them on their service to their ministry.
The evening begins with a concert by the choir or choirs hosting the event. After the
prelude music, usually about 30 minutes long, evening prayer begins. The students are
involved in this liturgy as candle bearers, cantors, accompanists, etc. Part of the prayer
liturgy is a time of remembering all the membership of the chapter, living and deceased.
Immediately following evening prayer, awards are presented to the 10 selected youth.
This presentation is followed by a social.
*Criteria for nominees
1. A young person who has been involved in Parish Music Ministry, including
instrumental music, choir, cantor or leader of song.
2. A young person who has been able to inspire participation of the assembly in the
Liturgy through his/her own musical contribution.
3. A young person who has a basic understanding and appreciation of liturgical
music and its integral part in celebrating liturgy.
4. A young person whose musical presentation reflects his/her talent and time that
has been dedicated to practice.
Questions about this meeting may be directed to Ginny Chiodo at GinnyD98@aol.com
Annual Clergy/Musicians Dinner
Camden, New Jersey Chapter
Ann Harrison Evans, Chapter Director
The purpose of this meeting is to provide an opportunity for clergy and musicians to
communicate. In Camden it is also used as a scholarship fund- raiser and membership
drive event.
This dinner has become a showcase season opener for this chapter. Many parish music
ministers attend with their pastors to dine in elegance while getting a gentle lesson from
someone from outside of the diocese on “How to Maximize the Natural Tensions”
inherent within the relationship to generate an excellent, meaningful liturgical parish
worship environment.
The schedule for the evening could be evening prayer, followed by dinner, and then the
speaker could take the floor. Alter this schedule to accommodate your own needs.
The dinner can be as simple or as elaborate as your group would like. Potluck supper can
be done, or it can be catered, or you could use a local restaurant. Perhaps one
priest/musician combination would be willing to prepare a meal for everyone, if the
numbers are not too great. Cost should be a consideration if any money is to be made on
the event for the scholarship fund.
To use this event as a membership drive, it was scheduled as the first event of the year.
Those who were dues-paying members of the local chapter got a discounted rate, which
encouraged membership in the chapter.
Questions about this meeting may be directed to Ann Harrison Evans at mzanne@home.com
Choir Festival
Rapid City, SD
Jacqueline Schnittgrund
The purpose of this activity is to establish a common repertoire for diocesan
liturgies, learn new music, exhibit sung music in a performance mode with
excellence being of primary importance, and give all musicians within the diocese an
opportunity to sing music of a caliber that some may not ordinarily experience.
A well-executed Choir Festival often takes a year to plan. In our situation, we
contracted the clinician first and established a date that was satisfactory for him
and available at our rehearsal/performance location. Although many publishers
offer this service in a package, we elected to work directly with our conductor.
We established a list of thirteen selections that were agreeable to our NPM board,
the diocesan director of music, and our clinician as the musical pieces were to be
used at future diocesan liturgical celebrations. These selections were based on
criteria set forth by the board. They included Marian, ordination, Mass of Holy
Chrism, funeral (priest), Hispanic, spiritual, chant, the clinician’s compositions,
classical, and contemporary with a variety of unison, two-part, SAB, and SATB.
Orchestral accompaniment was considered as well.
A music distributor was contacted. We arranged for 130 packets of the selections to
be ordered. Through negotiations, we were charged cost.
Our quartet recorded the selections. With technology, we were able to raise the level
of each part as well as have all parts sung equally. CDs for each voice were made
hearing first the selected part and then the quartet.
Diocesan deaneries received packets and CDs. A leader from every deanery met
with singers and rehearsed. Each singer was given a packet of music and a CD for
individual rehearsal.
Rehearsals began on Friday night. Since the singers were familiar with the music,
our conductor emphasized musicality. The rehearsals continued on Saturday.
Having rehearsed earlier in the week, the orchestra came that afternoon.
The choir sang at the Saturday evening liturgy. A concert followed capped with an
ice cream social. Singers took their packets home and were encouraged to
incorporate the music into their parish’s repertoire.
Considerations: meals, registration, snacks, water, free will offering from audience,
programs, publicity, rehearsal space, key musicians to act as section leaders.
Questions may be directed to Jacqueline Schnittgrund at JSchnitt@rushmore.com
“New to You” Music Sale
Rochester, New York Chapter
Ginny Miller, Chapter Director
This meeting idea gave everyone the opportunity to meet new people, to be exposed to
new music, to purchase “new to them” music at a fraction of the cost, to purge their own
music libraries, and to make money for their chapter.
Well in advance:
Select a chairperson, helpers, collection site and organizational method.
Decide a publicity plan and publicize well in advance to Catholic churches to also
to other churches in the community.
Decide what you will accept for sale and possible pricing:
• Accompaniment books ($5)
• Music collections, organ, vocal and instrumental books ($1-2 each)
• Books on liturgy and music (.50-1.00)
• Octavos, sets and individual copies, arranged by season or voicing
(.10 a piece or pro-rated for a folder of 10 copies or more)
• CD’s, cassette tapes, music memorabilia
• We also benefited through the generosity of a local music store which
donated boxes of octavos. Consider soliciting music stores
or publishers for over-stocked inventory.
• Decide how the revenues will be used: general chapter or scholarship
fund, percentage donated to local charity, etc.
Decide how you will dispose of items that do not sell:
• Store and save for another sale.
• Donate somewhere.
• Put in the recycle bin.
Closer to the event: (perhaps at a previous meeting) or at pre-arranged times:
• Collect materials.
• Organized and label.
• Schedule sale volunteers.
• Decide to whether to incorporate refreshments or a prayer time.
At the sale:
•
•
Enjoy.
Use the opportunity to meet new people, network with others, learn about
their programs and needs, solicit volunteers for other chapter events.
At subsequent meetings:
•
Discuss possible opportunities and contacts gained from the sale.
Tell us about your best Chapter meeting!!!!
Chapter__________________________________________________
Contact Person____________________________________________
Phone number/E-mail address________________________________
Date of Meeting____________________________________________
Title of Meeting____________________________________________
Brief description of meeting___________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
_________________________________________________________
Please return this form to the Membership Services Director, NPM, 962 Wayne
Avenue, Suite 210, Silver Spring, MD 20910-4461.
Duplicate and distribute a copy of this form. The original should remain here in the manual.
APPENDIX
Contents:
Appendix 1: Constitution and Bylaws
Appendix 2: Bylaws Attachment: Chapter Officers’ Job Descriptions
Appendix 3: The Chapter Executive Committee
Appendix 4: Procedures
Appendix 5: Charter Application Forms
Appendix 6: NPM Chapter of the Year
Appendix 7: NPM Partner Program
Appendix 1
Constitution and Bylaws
Of
The National Association of Pastoral Musicians
______________ Chapter
Constitution
Article I
Name
The name of this organization shall be the National Association of Pastoral Musicians:
________________ Chapter. (Insert name of diocese)
Article II
Objectives
Guided by the principles and ideals of Christian education and culture, the objectives of
this association shall be to:
A. Deepen the spiritual life of and social interaction among pastoral musicians.
B. Provide an education resource tool for all concerning the current issues affecting
musical practice in the parish.
C. Improve the music/liturgy skills of the pastoral musician.
D. Accomplish these objectives through the implementation of the NPM Chapter
Manual, provided by the National Office of the National Association of Pastoral
Musicians.
Article III
Membership
1. The Association shall have the following types of membership:
A. Regular: Parishes or individuals directly or indirectly involved in promoting the
objectives of the Association are eligible for membership in accordance with the
Bylaws of the Association.
B. Special Memberships:
Single – Individuals directly or indirectly involved in promoting the objectives of
the Association are eligible for single membership in accordance with the Bylaws of the
Association.
Single Parish – Parishes directly or indirectly involved in promoting the
objectives of the Association are eligible for single parish membership in accordance
with the Bylaws of the Association.
Group – Three or more individuals within a parish directly or indirectly involved
in promoting the objectives of the Association are eligible for group membership in
accordance with the Bylaws of the Association.
Student – Persons enrolled in an academic institution may apply for student
membership in accordance with the Bylaws of the Association.
Sustaining – Persons interested in supporting the Association are eligible for
sustaining membership in accordance with the Bylaws of the Association.
Contributing – persons interested in supporting the Association are eligible for
contributing membership in accordance with the Bylaws of the Association.
Business – Companies interested in supporting the Association are eligible for
sustaining membership in accordance with the Bylaws of the Association.
Life – Persons who have made an outstanding contribution to the field of pastoral
music may be awarded Life membership in accordance with the Bylaws of the
Association.
Honorary – The NPM Board of Directors may name honorary members to the
Association.
C. Chapter: Parishes or individuals directly or indirectly involved in promoting the
objective of the Association and living within the diocese are eligible for Chapter
membership in accordance with the Bylaws of the Association.
2. Rights and responsibilities appropriate to the types of membership shall be
determined
in the Bylaws of the Association.
Article IV.
1.
Officers
The Chapter member shall, in accordance with the Bylaws, elect the following
officers:
A. The Director, to serve as Director for the Chapter as determined by the
Bylaws.
2.
3.
4.
5.
B. The Assistant Director for Recruiting, to officiate in the absence or
disability of the Director, and to fulfill responsibilities as determined in the
Bylaws.
C. The Coordinator for Planning, to fulfill the responsibilities as determined
in the Bylaws.
D. The Animator for Koinonia, to fulfill the responsibilities as determined in
the Bylaws.
E. The Secretary/Treasurer, to carry out the duties as determined in the
Bylaws.
The Director, Assistant Director for Recruiting, Coordinator for Planning,
Animator for Koinonia, and Secretary/Treasurer shall serve as the Executive
Committee of the Chapter.
Except as may be required by public law, or determined by resolution of the
National Association, the Executive Committee shall have power, subject to the
Constitution and Bylaws of the National Association, to direct the Chapter affairs.
Any vacancy occurring during the year, for whatever cause, among the Executive
Committee shall be filled by appointment of the Director, the appointee to
continue in the office until the next regular election.
All officers of the local chapter must hold membership in the national
organization of NPM.
Article V.
National Office
1. This Chapter exists by virtue of the charter issued to it from the National Office of
the National Association of Pastoral Musicians (NPM).
2. The National Office of NPM shall include business relating to the administration
and service functions of the Association. By this present Constitution, said
administration and service functions are extended to this Chapter of NPM.
3. The National Office shall be under the direction of the Executive Director of the
Association. Said Executive Director or his/her duly appointed delegate shall be
the Director of the NPM Chapter program and all Chapter affairs shall be subject
to his/her approbation and directives.
Article VI.
Amendments
1. This Constitution may be amended by a two-thirds vote of the members.
2. Amendments to the Constitution must first be approved by the NPM National
Board of Directors.
3. Amendments to the Constitution may be proposed by a two-thirds vote of the
Chapter membership. The proposed amendments are circulated to the National
Board of Directors by the National Office at least two months prior to the annual
meeting of the National Board of Directors, and approved in writing for the
Chapter membership.
Bylaws
Article VII.
Bylaws
Bylaws not inconsistent with the constitution of the National Association of
Pastoral Musicians or of this chapter may be adopted or amended by a two-thirds
vote of the chapter members eligible to vote. Proposed Bylaws or Amendments
must be approved by the executive committee and circulated to the chapter
members eligible to vote, at least one month prior to voting.
Annual Meeting –
1. The annual meeting of the chapter shall be held each year at a time and place
determined by the executive committee.
2. A quorum shall consist of a simple majority of the regular membership.
Meetings –
3. The membership shall meet regularly, at least three times a year, at a time and
place to be determined by the Executive Committee. The meeting shall be in four
sections: Music Showcase, Exchange for Learning, Business, and Koinonia, as
described in the NPM Chapter Manual.
Duties of Officers –
4. The duties of the officers of the Chapter are described in the job descriptions
attached hereto and in the NPM Chapter Manual.
Election of Officers –
5. Officers shall be elected at the annual meeting of the chapter.
6. Two meetings prior to the annual meeting, the Director shall appoint a
Nominating Committee.
7. The Nominating Committee shall consist of at least one person and no more than
three persons.
8. One meeting before the annual meeting, a slate of officers shall be submitted to
the chapter.
9. At the annual meeting, the nominating committee chairperson shall conduct the
last portion of the business section by placing in nomination the nominating
committee’s slate. Nominations shall be open to the floor.
10. The voting shall be done by secret written ballot.
11. A simple majority of those voting shall constitute an election.
Term of Office –
12. The term of office for the Director, the Assistant Director for Recruiting, and the
Secretary-Treasurer shall be two years. These officers may be re-elected for three
consecutive terms only.
13. The term of office for the coordinator for Planning and the Animator for Koinonia
shall be one year. These officers may be re-elected for an unlimited number of
terms.
Dues –
14. The dues for participation in the National Association of Pastoral Musicians are
prescribed by the National Office according to the following categories: regular
membership, special memberships: single, group, youth, sustaining, contributing,
contributing and business.
15. Dues for chapter membership are to be determined by the vote of the chapter
membership.
Membership –
16. All regular, single, group, youth, sustaining, contributing and business members
in the National Association of Pastoral Musicians are entitled to the general
periodical publications of the association.
17. Only regular, single, group, youth, sustaining, contributing and business members
have voting rights in the association.
Charter –
18. The chapter shall be recognized by the National Association of Pastoral
Musicians as a temporary chapter for a period of time not to exceed one year,
after a temporary chapter application shall have been submitted and approved by
the National Association of Pastoral Musicians, and the initiation fee prescribed in
the temporary charter application shall have been received by the National Office.
If one full year has past and the group has not applied for permanent status, the
Chapter Council will review progress in order to determine a future course of
action.
19. The Chapter shall be recognized by the National Association of Pastoral
Musicians as a permanent chapter when an official permanent charter application
shall have been submitted and approved by the National Association of Pastoral
Musicians, and the initiation fee as prescribed in the permanent charter
application shall have been received by the National Office.
20. The charter shall remain in existence as long as five parishes within the
boundaries of the charter diocese remain active regular members of the National
Association of Pastoral Musicians.
Ecclesiastical Approval –
21. A Chapter of the National Association of Pastoral Musicians cannot be formed
against the expressed will of the Ordinary Bishop of the (Arch) Diocese or his
delegate.
Geographical Boundaries –
22. The geographical boundaries of the Chapter shall be stated in the charter
application and shall coincide with the geographical boundaries of the Roman
Catholic Diocese within which the Chapter is located.
23. There can be only one Chapter within a Diocese.
Branches –
24. The Chapter may authorize the formation of Branches for a smaller geographical
area than a diocese, and in doing so, the original Chapter shall retain the diocese’s
name and be designated as the parent Chapter.
25. The parent Chapter shall authorize the Branches’ geographical area, including at
least twenty-five contiguous parishes, and consisting of at least five active regular
member parishes of the National Association of Pastoral Musicians.
26. A Branch shall have all the duties, privileges, and responsibilities of a Chapter
excepting the right and duty to convoke the Annual Diocesan Meeting and
diocesan liaison with the NPM National Office. These latter are reserved to the
parent Chapter.
APPENDIX 2 Bylaws Attachments:
Chapter Officers’ Job Descriptions
Chapter Director
1. The Chapter Director shall be responsible for seeing that the purposes and goals
of the NPM Chapter are carried out.
2. The Chapter Director shall be responsible for conducting the “Directions” portion
of the Business section of the Chapter Meeting.
3. The Chapter Director shall be responsible for appointing a nominating committee
for the election of Chapter Officers.
4. The Chapter Director shall authorize the formation of Branches of the Chapter
within the geographical boundaries of the Chapter.
5. The term of office shall be two years. The Chapter Director may be re-elected for
three consecutive terms only.
Assistant Director for Recruiting
1. The Assistant Director for Recruiting shall be responsible for soliciting
membership in the Chapter.
2. The Assistant Director for Recruiting shall be responsible for soliciting
membership in the Chapter.
3. The Assistant Director for Recruiting shall be responsible for starting and
maintaining a list of members, a list of potential members, and an attendance
record.
4. The Assistant Director for Recruiting shall be responsible for working with the
NPM National Office in soliciting both new and renewing members in the
National Association of Pastoral Musicians.
5. The Assistant Director for Recruiting shall serve in the capacity of the Chapter
Director when the Chapter Director is unable to perform his/her duties.
6. The term of office shall be two years. The Assistant Director for Recruiting may
be re-elected for three consecutive terms only.
Coordinator for Planning
1. The Coordinator for Planning shall be responsible for planning and coordinating
the activities of the Music Showcase and Exchange for Learning sections of the
Chapter Meeting.
2. The Coordinator for Planning shall be responsible for conducting the “Planning”
portion of the Business section of the Chapter Meeting.
3. The Coordinator for Planning shall be responsible for recruiting and assisting
personnel to conduct the Music Showcase and Exchange for Learning sections of
the Chapter Meeting.
4. The term of office shall be one year. The Coordinator for Planning may be reelected for an unlimited number of terms.
Animator for Koinonia
1. The Animator for Koinonia shall be responsible for the successful development of
the prayer and social activities of the Chapter.
2. The Animator for Koinonia shall be responsible for conducting the Koinonia
section of the Chapter Meeting.
3. The Animator for Koinonia shall be responsible for recruiting personnel necessary
for the prayer and social activities, and for coordinating their work.
4. The term of office shall be one year. The Animator for Koinonia may be
reelected for an unlimited number of terms.
Secretary/Treasurer
1. The Secretary/Treasurer shall be responsible for keeping all records of the
Chapter, both for Chapter activities and for finances.
2. The Secretary/Treasurer shall be responsible for the taking of minutes at the
Business section of the Chapter Meetings and Executive Committee meetings.
3. The Secretary/Treasurer shall be responsible for the finances of the Chapter. This
shall include the following tasks:
a. Preparing, in conjunction with the Executive Committee, a budget for the
Chapter, for the purpose of establishing chapter dues.
b. Collecting Chapter dues, as determined by the Chapter membership.
c. Disbursing the funds of the Chapter, as required by the Executive
Committee.
d. Collecting National dues, accounting for them, and forwarding them to the
National Office.
e. Preparing an annual accounting, to be presented to the Chapter
membership and to the National Office.
4. The Secretary/Treasurer shall be responsible for preparing a semi-annual report of
both Chapter activities and finances, to be presented to the National Office, after
approval by the Executive Committee.
5. The term of office shall be two years. The Secretary/Treasurer may be reelected
for three consecutive terms only.
APPENDIX 3: THE CHAPTER EXECUTIVE COMMITTEE
The Chapter Executive Committee, sometimes called the Board, is comprised of the five
regular officers of the Chapter: Chapter Director, Assistant Director for Recruiting,
Coordinator for Planning, Animator for Koinonia, and Secretary/Treasurer. If the
Chapter chooses to separate the latter into two distinct officer positions, then both of
these officers are members of the Executive Committee.
Effective functioning as an alive, enthusiastic, alert Executive Committee requires great
cooperation among the members. The same Koinonia that is needed for the entire
Chapter is also essential to this group. Only when complete trust and a sense of mutual
support have bonded the officers will they be persuasive leaders as a group and in their
separate responsibilities.
The Executive Committee shall:
1. Assist the Chapter Director in general planning for the Chapter.
2. Together plan the business section of each Meeting so that there is some
integration of topics to be addressed without overlapping.
3. Assist in diocesan-wide planning, especially when there are Branches on the
Diocesan Chapter. The Branch Executive Committee coordinates its activities
with the Chapter Executive Committee.
4. Assist in recruiting, especially in the initial stages of the Chapter. Such activity
would be in cooperation with and under the leadership of the Assistant Director
for Recruiting.
5. Assist the Chapter Director in determining
a. The feasibility of a Branch or Branches.
b. The geographic boundaries assigned to a Branch and the listing of parishes
herein.
c. The selection of an organizing leader for a Branch to be established.
6. Accept and review the semi-annual reports of Chapter activity and finances
submitted by the secretary/Treasurer.
7. Assist the Secretary/Treasurer in preparing the Chapter budget and assessing
Chapter dues.
8. Assist the Newsletter Editor in compiling information on a regular basis.
9. Assist the Chapter Director in any other way that is helpful or necessary.
APPENDIX 4: PROCEDURES
Procedures for forming an NPM Chapter and branches in a diocese
1. Definition of Terms
Chapter: Composed of all parishes, musicians and clergy within the
boundaries of the Roman Catholic (arch) diocese. Takes on leadership for
coordinating the activity among the Branches and for coordinating the
communication between the National Office of NPM and all Branches
within the diocese.
Branch: A Meeting group within a Chapter, numbering from five to
twenty-five parishes, which holds regular Meetings of the Chapter within
a designated area. The Branch all the rights, privileges, duties, and
responsibilities of a Chapter except those of coordination between and
among Branches and coordinating Chapter activity with the National
Office of NPM.
2. Plans for Forming Chapters and Branches
Step One: Forming a Chapter
1. A group holds an organizational meeting. Following the direction in the
pamphlet “How to Form an NPM Chapter,” they select two temporary
officers: Director and Coordinator for Planning. The group plans the first
chapter Meeting and requests the Chapter Manual from the National
Office.
2. The first Chapter Meeting is held and the other officers are selected. The
temporary charter application is completed.
3. Five more Chapter Meetings are held, permanent officers are elected, and
a permanent charter is obtained from the national Office of NPM.
Step Two: Forming Chapter Branches
1. At Meeting Three of the initial Chapter group, the feasibility of dividing
the Chapter into Branches is first discussed.
2. Each Chapter determines its own divisions. A Branch should be
determined by the geographic area and the number of parishes in that area.
There should be approximately 25 parishes in the geographic area, with at
least five parishes regular members of NPM, active and ready to form a
Branch.
3. The organizing Chapter group is designated the “parent” group. This is
the group that initially completed the temporary charter application, unless
otherwise determined and noted by the entire diocesan group. This
“parent” group retains the name of the diocese as its name, e.g., “Phoenix,
AZ, Chapter.”
4. The “parent” Chapter group assumes responsibility for authorizing the
establishment of Branches. Each Branch makes application to the Chapter
and obtains recognition through the Chapter. The procedure for
recognition includes three steps:
a. Branch-to-be applies to the Chapter for authorization
b. Chapter approves and forwards application to National Office
c. National Office approves application and sends NPM Chapter
Manual and accepted application to Branch Director.
The fee for establishing a branch is $20.00 and includes a copy of the
NPM Chapter Manual. Each branch has it’s own Branch name, as well as
the Chapter name, e.g., “Phoenix, AZ Chapter; Flagstaff Branch.”
5. At the time the Temporary Chapter becomes a Permanent Chapter, all
Branches that have been established during the formation of the
Temporary Chapter automatically become Permanent Branches; and any
Branches established thereafter automatically share the permanent status
of the Chapter.
6. Getting too big too quickly may be a problem for some areas and they will
tend to divide into Branches before they are ready. It is important that
proper leadership and relationships are formed to make sure that Chapter
Meetings continue beyond the first several meetings.
7. A Director for the Branch, a strong leader, should be determined before
any Branch is formed.
Procedure for forming a chapter structure within a diocese
1. Because each diocese has its own unique size and geography, each diocese will
organize itself according to its own particular needs.
2. Once Branches begin to be formed within a Chapter, it will be necessary for them
to keep in touch with one another.
3. The Chapter will have the following unique responsibilities:
a. Taking leadership in diocesan-wide activities that include the
Chapter with all its Branches.
b. Relating to the NPM National Office and acting as liaison
between the National office and all its Branches.
c. Authorizing the establishment of Branches within the diocese.
4. The following principles of Chapter formation are consistent from diocese to
diocese and should be kept in mind when developing a plan or structure for the
Chapter.
a. The Chapter with all its Branches should meet as a whole at least once per
year.
b. The Chapter is responsible for authorizing Branches within the diocese.
c. The local diocesan Office of Music/Liturgy should be included in all
diocesan-wide planning.
d. Every parish in the diocese must be included in one of the Chapter
Branches or in the original Chapter group.
APPENDIX 5: CHARTER APPLICATION FORMS
The following three pages are application forms for Temporary Charter, Permanent
Charter, and Branch Charter. These pages should be duplicated, completed, and sent to
the NPM National Office with the appropriate payment.
NATIONAL ASSOCIATION OF PASTORAL MUSICIANS
962 Wayne Avenue, Suite 210
Silver Spring, MD, 20910-4461
APPLICATION FOR CHARTER
(Temporary)
NPM CHAPTER
We hereby make application for a temporary Charter for an NPM Chapter in the
(Arch) Diocese of _________________________________________________,
Name of (Arch) Diocese and State
and we agree to the following:
1. That beginning______, 20___, and for a period of approximately one year, we
will work toward forming a
2. That we will utilize the structure of the regular Chapter Meeting; Music
Showcase, Exchange for Learning, Business, and Koinonia, and the general
norms of the NPM Chapter Manual, adapting it to our local needs whenever
appropriate.
The names, addresses, and phone numbers of the Officers designated for this Chapter are
attached. The names, addresses, and parish names of the founding members are also
attached.
Application fee of $20.00 is enclosed.
________20___
Date
_______________________________________________
Signature, Director of NPM Chapter
Approved by National Office: _____________________________________
NATIONAL ASSOCIATION OF PASTORAL MUSICIANS
962 Wayne Avenue, Suite 210
Silver Springs MD 20910-4461
APPLICATION FOR CHARTER
(Permanent)
NPM CHAPTER
We hereby make application for a Charter for an NPM Chapter in the (Arch) Diocese of:
______________________________________________ in the State of __________.
and we agree to the following:
1. That we will follow the Constitution and Bylaw for Chapters of the National
Association of Pastoral Musicians.
2. That we will follow the recommended procedure for chapter meetings found in the
general norms of the chapter manual adapted to our needs as appropriate.
The names, addresses, phone numbers and email addresses of the officers designated for
this Chapter are attached. The names, addresses and parish names of the founding
members are also attached. The names, addresses and NPM Identification numbers of
the parishes in this Chapter who are Regular Members of NPM are attached.
Application fee of $90 is enclosed.
_________________
date
_____________________________________________
signature, Director of NPM Chapter
_____________________________________________
signature, Diocesan Bishop (required)
_____________________________________________
National Office approval
NATIONAL ASSOCIATION OF PASTORAL MUSICIANS
962 Wayne Avenue, Suite 210
Silver Spring, MD 20910-4461
APPLICATION FOR CHARTER
(Permanent)
NPM CHAPTER BRANCH
We hereby make application for a Charter for the __________Branch of NPM
(Arch) Diocese of
__________________________________________________________,
Name of (Arch) Diocese and state
Chapter, and we agree to the following:
1. That we will follow the Constitution and Bylaws for Chapters of the National
Association of Pastoral Musicians.
2. That we will utilize the structure of the regular Chapter Meeting; Music
Showcase, Exchange for Learning, Business, and Koinonia, and the general
norms of the NPM Chapter Manual, adapting it to our local needs whenever
appropriate.
The names, addresses, and phone numbers of the officers designated for this Branch are
attached. The names, addresses and NPM Identification numbers of the parishes in this
Branch who are Regular Members of the National Association are attached. The specific
geographical boundaries of this Branch, and the names of the parishes located within
those boundaries are attached.
Application fee of $20.00 is enclosed.
________20___
Date
_______________________________________________
Signature, Director of NPM Chapter Branch
Authorization of the Parent Chapter:
I hereby authorize the formation of the ____________Branch within the
_____________________________________________________ Chapter of the
Name of (Arch) Diocese and State
National Association of Pastoral Musicians.
________20___
Date
_______________________________________________
Signature, Director of NPM Chapter Director
Approved by National Office: _____________________________________
Appendix VI - NPM CHAPTER OF THE YEAR
A chapter is recognized yearly as Chapter of the Year, and is awarded this honor at a
Convention. The Council of Chapters accepts nominations for Chapter of the Year, and
determines which Chapter will receive this recognition.
Here are the criteria for determining Chapter of the Year:
Substantial Programming - five or more locally produced programs in
each of the last two years with strong local participation of members.
Full slate of elected officers/board members.
An exemplary relationship with the local (arch)diocese.
High (or increasing) ratio of national members.
Exemplary communications with members (newsletter, web-site, other).
Organist and MusEd liaisons active in the chapter.
Active strategy for recruitment of local pastoral musicians.
Have met significant challenges to chapter development with success.
Chapter Director maintains an active partnership with another
chapter director.
Strong representation at regional and national conventions.
Sponsorship of conventions, schools and/or institutes.
Scholarship programs for local musicians.
Supports the mission of NPM on a local level.
At its Summer 2006 meeting the National Council of Chapters determined that
branches which have met all the criteria listed above and have demonstrated
a sufficient autonomy may also be considered separately as nominees for
Chapter of the Year.
Chapters may still be considered even if not all criteria are met.
Appendix VII - NPM PARTNER PROGRAM
NPM Chapter Directors will contact their partners monthly to discuss each other’s
chapter in the realm of 1) the past and 2) the future. Any personal sharing is a plus. You
will be reminded via E mail by the coordinator. Your contacts can be by phone, mail, E
mail,
personal visits, fax, etc. That will be determined by you and your partner. It is our hope
that through this program, our NPM chapters will be strengthened through joint
collaboration and/or sharing.
1) The NPM Chapter Partner Program was initiated in July, 2001.
2) Directors will be given t the option of choosing a partner or having one designated.
3) Partners will be given the opportunity to change partners at each national convention
(every 2 years).
4) If a partner arrangement is not working, the coordinator will attempt to make
adjustments to resolve the situation in a positive manner.
5) The coordinator will remind the partners on a monthly basis to communicate.
Communication can be done through E mail, phone, in person, letters, etc. At this point
E-mail seems to be the most successful.
6) Suggested topics for discussion will include 1) past chapter events b)
future chapter plans. Personal sharing is encouraged. Good listening skills are essential.
7) Even though we are all busy, this project requires small amounts of time and can be so
beneficial. Sometimes the information we share and receive has more of an
impact on us and the recipient than we realize.
8) The coordinator of the partners will maintain an up to date roster of current partners
along with their addresses, phone, and E-mail addresses.
9) The coordinator for the NPM Partner Program will be determined by the NPM Chapter
Council.