Office Bearers

1. Plan and conduct Management Team meetings

• Liaise with the Secretary to create an agenda for each Management Team meeting.  Use the agenda pro forma (held by the Secretary) as a guide.  For more information regarding conducting effective meetings, refer to your Chapter Guide.
• Chair the monthly Management Team meetings.
• If you will be away, advise all Team members and arrange for a replacement Team Member to chair Management Team meetings in your absence.
• Call special Management Team meetings if necessary.
• Cast the deciding vote, should it be necessary.
• Review the Management Team meeting minutes prior to the Secretary sending them out to the Management Team. The minutes’ format should be guided by the minutes pro forma (held by the Secretary).
• Set regular dates for Management Team meetings for the entire year (usually agreed to at the first meeting of the new Management Team, and based on past history).
• Liaise with chorus standing teams not otherwise represented on the Management Team to ensure chorus operations go ahead smoothly.
• Supervise the activities of any ad hoc organising committees that are formed for specific purposes (e.g. fund raising activities), and serve as their connection to the Management Team.
• Maintain with SAI the names and updates of management team members after HGC AGM

2. Budgeting

• Monitor the budget monthly and, with the Management Team, decide remedial actions as necessary.

3. Management Team/Chorus communication

• Review and approve any mass communication to be sent from anyone to all members.  This includes any email or hard copy letter, brochures or hard copy of information from anyone to be handed to members personally.  Make sure all Management Team members are aware of this format and strictly adhere to it.  
• Serve as the main link between the chorus and the Management Team.
• Enforce the rules and regulations necessary for proper maintenance, control and management of the chorus.
• Ensure the wishes/decisions of the Management Team are carried out.
• Ensure issues and concerns are resolved effectively.
• Review the content of the website regularly to ensure information is current.  Liaise with the Marketing Chair, who shares responsibility for currency on the website, and the Music Director, who may have more up-to-date information on performances.  Advise the Website Master of changes to be made.
• Maintain chorus calendar/diary dates on Dropbox and/or the Chorus website.

4. Weekly Chorus Business Session

• Collate information and ideas as they come to hand through the week.
• If necessary, liaise with performance coordinators and others to double check arrangements for upcoming gigs/events.
• Ring M.D. each week to discuss business to be covered at rehearsal.
• If you will be away for a rehearsal, advise all Management Team members and brief the Secretary about business issues to be covered in your absence.
• Offer recognition and/or extend thank-you to members who perform jobs for the good of the chorus

5. External Communication

• In consultation with M.D. act as the official spokesperson for the chorus.
• Receive and respond to correspondence from Sweet Adelines International and the Regional Management Team.
• In conjunction with the Secretary, ensure thank you letters are sent on behalf of the chorus to donors, volunteers and other people who give support to the chorus.
• In conjunction with the Marketing Chair, preview all media releases, brochures and other chorus messages that go into the public arena.

OVERVIEW:

• Supports the Team Coordinator in her role.

• Acts in the role of T.C. in her absence e.g. chairs business meetings at

  rehearsal or Management Team Meetings

• Liaises with chorus standing committees to ensure chorus operations go

  ahead smoothly i.e. point of contact for make-up, costume etc

• Attend monthly management team meetings

• Hold a chorus credit card to facilitate purchases on behalf of the chorus

• Authorize payments by Treasurer

  Music Coordinator

• Coordinate the music team in all its activities.

• As an elected, voting member of the management team, attend all

  management meetings and communicate music team business.

• Keep the chorus informed of all team goals and musical plans.

• Schedule and chair all music team meetings and planning sessions and keep

  records of those meetings.

• Aid the music team in planning the yearly musical program.

• Assist the chorus director in planning the rehearsal each week

• Be responsible for additional activities during rehearsal that could involve

  visual rehearsal, and educational elements

• Work with the music director to select all music team personnel and present

  the proposed list to the management team for approval.

• Direct and supervise the activity of the support team members. These include

  all those who are not directly involved in the teaching aspect of the musical

  program and could include: costume chair, makeup chair, librarian.

• Implement the plans and needs of the music team including all materials and

  supplies for each rehearsal.

• Ensure the Repertoire Report on the Member website is kept up to date by

  Section Leaders.

• Keep the music team informed of schools, seminars and music leadership

  training sessions offered by SAI (Int & Region)

• On a regular basis, seek performance opportunities for the chorus within the local community, e.g. Australia Day, citizenship ceremonies, International Women's Day.
• To respond to enquiries regarding performances and provide and/or seek further information. 
• To act as chorus contact for all engagements.
• To inspect venues prior to performance to gauge suitability: investigate size of venue; seating capacity; acoustics; dressing room facilities; sound and lighting; kitchen facilities, accessibility, etc.
• To present information regarding the requested performance to the Management Team for approval at least six weeks prior to performance date.
• Contact client and confirm, in writing, availability and finalise performance details.
• Inform Team Coordinator and Management Team of performance dates for inclusion in Chorus Calendar.
• Prior to a major HG concert, chair or delegate a chair and form a concert committee. The concert committee ensures accurate preparations for a successful outcome.  Chair to report back to Management Team on progress of preparations.
• Advise chorus members of date, time and venue of approved performances and ask for sign-up on the website.
• Liaise with music, choreo, costume and marketing teams as required. 
• Organise sound and lighting if required.
• Arrange for transport and assembly of risers.
• Maintain a file of all requested performances, noting action taken and reasons if rejected. Maintain a list of these contact details, including email addresses. 
• Establish a file of possible venues on the Sunshine Coast with details of seating capacity, acoustics, kitchen facilities etc.
• Prepare signup sheets for performances and monitor signup numbers, highlighting possible imbalances to the TC & MD
• No later than two weeks prior to a performance, provide HG members with information, including all the concert details such as What, When, Where, Parking, Costume, Repertoire, Cost, Meals (if applicable).

• Sometimes an inquiry comes in the form of an email; sometimes a direct inquiry from an interested party; other times an inquiry through our website; or else a past client wanting to re-book e.g. Nambour RSL, etc.
• The first thing you need to obtain from the client is the nature of the performance, a date and a time.
• Contact the Music Director, before anyone else, to clarify their availability to direct us.  If they are unavailable, you can also ask the Assistant Directors.
• Once the date is approved by MD, you can confirm the booking with the client.  Advise them of our Booking Fee and explain that this covers the costs associated with our MD fees and the cost of our music, etc. 
• You also need to ask for the best email from them for invoicing purposes.  This information should be forwarded to the Treasurer.
• You can then inform the Management Team, then Chorus, of the impending engagement.
• You do need to add the event to the website.  This isn’t difficult to do, but it is probably best explained in front of a computer screen.
• In the last few days leading up to the performance, call the venue to confirm all details.
• It is also your responsibility to add Performance Information to the website.

The webmaster maintains the website and aids members to log in and navigate.

Note that the content of the website is the responsibility of the appropriate office-bearer or member.  The webmaster can aid in training and uploading content.