ADMINISTRATIVE INFORMATION    

Title
Suffolk Symphonic Orchestra and Society Papers

Collection Number
SC 269

OCLC Number
122433890

Creator 
Various; Suffolk Symphonic Orchestra and Society 

Provenance 
Donated by the Suffolk Symphonic Society, Inc. in a series of accessions between 1979 and 1981. The donations were facilitated by Dr. Karl Hartzell and Anne Hartzell.

Extent, Scope, and Content Note 
The Suffolk Symphonic Orchestra and Society Papers is comprised of 24  linear ft. of materials created by and about the organization between 1961 and 1979. The Suffolk Symphonic Orchestra (SSO) was a non-profit organization in western Suffolk County, New York. It was incorporated in 1962 to promote musical appreciation and to stimulate young artists. In 1980, it merged with the Long Island Symphony to create the Long Island Philharmonic. Clayton Westermann served as its long-time conductor. Papers include correspondence, memoranda, financial records, minutes, press releases, clippings, programs, scrapbooks, photographs, posters, advertisements, and related materials of a local symphonic society and its successor, the Long Island Philharmonic.

Arrangement and Processing Note
The papers were processed by Gisele Schierhorst, Head of the Music Library, at Stony Brook University.
Online finding aid created and published by Kristen J. Nyitray in February 2020. Updated May 2020.

The collection is arranged in 18 series.
Series 1: Organizational Documents
Series 2: Financial Records
Series 3: Young Artists’ Competition
Series 4: Publicity
Series 5: Suffolk Symphony Guild
Series 6: American Federation of Musicians, Local 802
Series 7: American Symphony Orchestra League 
Series 8: New York State Council on the Arts
Series 9: Huntington Arts Council
Series 10:  Islip Town Council on the Arts
Series 11: Saratoga Arts Festival
Series 12: Smithtown Township Arts Council 
Series 13: State University of New York at Stony Brook 
Series 14: Suffolk County Legislature Cultural Affairs Committee
Series 15: Dissolution of Suffolk Symphony
Series 16: Long Island Symphony
Series 17: Long Island Philharmonic
Series 18: Music Scores

Language
English 

Restrictions on Access
The collection is open to researchers without restriction.

Rights and Permissions 
Stony Brook University Libraries' consent to access as the physical owner of the collection does not address copyright issues that may affect publication rights. It is the sole responsibility of the user of Special Collections and University Archives materials to investigate the copyright status of any given work and to seek and obtain permission where needed prior to publication.  

Citation 
[Item], [Box], Suffolk Symphonic Orchestra and Society Papers, Special Collections and University Archives, Stony Brook University Libraries.

Historical Note
For a comprehensive history of the SSO, please consult:
Schierhorst, Gisele. The Suffolk Symphonic Orchestra and Society Papers. American Music Research Center Journal (v. 28, 2019, pp. 95-151). 

Subjects
Suffolk Symphonic Society, Inc.
Long Island Philharmonic.
Orchestra -- New York (State)
Suffolk County (N.Y.) -- Societies, etc.
Suffolk County (N.Y.) -- Intellectual life.
Intellectual life.
Orchestra.
Societies.
New York (State)
New York (State) -- Suffolk County.
Westermann, Clayton.

INVENTORY

Series 1: Organizational Documents

Box 1
Correspondence, Board of Directors

Box 2
Correspondence, Board of Directors

Box 3
Correspondence, Board of Directors

Box 4
Correspondence, Board of Directors

Box 5
Annual Meetings
Annual Reports
Charter and Bylaws
Committees
Executive Secretary Reports
Handwritten Notes
History of SSS
Organizational Charts

Box 6
Committee Applications
Development Committee
Education Committee
Executive Committee
Finance Committee

Box 7
Governing Board 
Membership 
Nominating Committee
Planning Committee
President’s Writings
Program Committee
Social Events Committee
Ticket Committee

Box 8
Board Member Applications
Committee Memberships
Conferences
Coursework
Meeting Agendas

Box 9
Meeting Minutes
Membership
Organizational Chart 

Series 2: Financial Records

Box 10
Bank Correspondence
Concert Cost Analysis
Conference Materials
Contracts
Fundraising

Box 11
Fundraising

Box 12
Fundraising
Grants

Box 13
Income Taxes
Reports

Box 14
Reports
State and Federal Funding
Unemployment Insurance
Workmen’s Compensation

Box 15
Personnel and Business Records
Conductor and Musician Biographies
Columbia Artists’ Management
Concert Preparation
Employment Applications
Events

Box 16
Insurance
Legal Counsel
Rentals
Seating
Single Ticket Sales
Soloists 
Subscriptions

Box 17
Engagement Forms
Check payment forms
Correspondence with Social Security Office
Department of Labor Correspondence
Court Summons
Directions to Hauppauge High School
Concert Guest List
Handwritten Notes
Invoices
List of Volunteers
Office Schedule
Performance Payrolls and Correspondence
Performance Payrolls via Music Performance Trust Funds
Position Description
Price Lists
Rehearsal and Concert Schedule Communication
Rehearsal Schedule and Orchestra Personnel Lists
Scale Costs For Rehearsals and Concerts
List of Soloists and Programs for Suffolk Symphony
Symphony Stationery

Series 3: Young Artists’ Competition

Box 18 
Box 19 

Series 4: Publicity

Box 20
Advertising

Box 21
Advertising
Brochures

Box 22
Concert Ads (Newspaper)
Concert Poster Ads
Flyers

Box 23
Individual Artist/Group Advertising
Invitations
Newsletters

Box 24
Press Releases
Radio Announcements
Subscriptions
Surveys

Box 25
Ticket Order Forms
Ticket Requests
Tickets

Series 5: Suffolk Symphony Guild

Box 26
Activities
Applications
Charge
Committees
Correspondence
Events
Finances
Guild Finances
Handwritten notes
Mather Memorial Hospital Auxiliary

Box 27
Meeting agendas
Meeting Minutes
Membership
Mission 
Newsletters
Press Releases
Recipe
Report

Series 6: American Federation of Musicians, Local 802

Box 28
Contract Memo and Ballot
Correspondence
Petition

Series 7: American Symphony Orchestra League 

Box 29
Suffolk Symphony ASOL Membership Materials

Box 30
ASOL Conference Materials

Series 8: New York State Council on the Arts

Box 31
NYSCA Membership List
General Information
New York State Officials and Agencies
Report of the Ad Hoc Committee for Cultural Affairs
Resolution No. 236
Suffolk Symphony Applications for NYSCA funding

Box 32
Suffolk Symphony Correspondence with NYSCA
Suffolk Symphony Reports
Suffolk Symphony Table of Organization for Operations
Suffolk County Legislators
Summary of NYSCA Funding

Series 9: Huntington Arts Council

Box 33
Organizational Materials  

Series 10:  Islip Town Council on the Arts
Correspondence
Watercolor Exhibit Brochure

Series 11: Saratoga Arts Festival

Box 34
Materials for 1974 Festival

Series 12: Smithtown Township Arts Council 

Organizational Materials

Series 13: State University of New York at Stony Brook 
Documentation

Series 14: Suffolk County Legislature Cultural Affairs Committee

Box 35
Correspondence and Documentation

Series 15: Dissolution of Suffolk Symphony

Box 36
Correspondence and Documentation

Series 16: Long Island Symphony

Correspondence and Documentation

Series 17: Long Island Philharmonic

Box 37
Organizational Materials

Series 18: Music Scores

Box 38
Regina Coeli, KV 276 / W.A. Mozart, score and parts