Executive Committee
Chair committee meetings

Oversight and ultimate responsibility for the running of the choir

Enable efficient management of choir

Lead spokesperson

Lead liaison with choir and external agencies

Executive Committee
Organise the AGM

Arrange committee agendas in with the Chair

Organise committee and planning meeting venues

Record minutes of Executive Committee meetings

Upload approved minutes to website and notify executive members

Upload choir records to the website

Write letters and deal with correspondence for the Committee

Facilitate the work of the committee

Executive Committee
Oversight and management of the choir's finances

Maintain accounts

Produce examined balance sheet at the AGM

Provide financial information to the Committee

Prepare the annual budget

Make annual return to Charity Commission

Make annual return to Making Music

Collect choir subscriptions

Music Selection

Selecting all music for rehearsals and concerts

Securing Executive Committee approval for music purchase expenses

Considering music suggested by choir members via the Music Advisory Committee

Music Use

Liaising with the Royalties & Copyright team to ensure copyright compliance

Approving appropriate sound files and providing resources such as notable performance recordings and pronunciation

Rehearsals & Concerts

Creating choir-based roles and responsibilities for section leadership, and rehearsal support

Creating suitable choir formations for rehearsals and performances

Scheduling choir rehearsals and ensuring that choir members attend rehearsals regularly

Providing the guidance and direction during choir rehearsals to assist choir members in achieving the correct tone, pitch, rhythm, tempo, and harmony

Directing choir members during musical rehearsals and performances to ensure that the desired sound is achieved

Deciding on appropriate musical pieces for the choir to perform based on the venue and occasion

Checking the website to tally numbers in each section prior to rehearsal to plan the session based on voice parts

Providing advance notice to the choir of works to be rehearsed

Managing Choir, Progress & Relationships

Monitoring progress of new singers

Networking with external contacts for the choir

Advising opportunities, suggestions and feedback

Proposing annual music budget and contingencies

Selection of suitable venues for the choir’s work

Developing plans for concert performances, collaboration with other groups and venues, amplification, staging and publicity opportunities

Producing and approving all public-facing information about the Music Director

Helge Kristoffersen

Ian Wood

Maintain a detailed record of cash payments and receipts

Maintain procedures for cash payment and membership fees

Maintain a register of choir members and their payments

Collect and regularly bank all cash receipts

Arrange payments for expenditures against approved receipts and invoices

Maintain an approved cash float observing personal limits of authority for petty cash payments

Maintain four authorised bank signatories

Sandra Powel

Maryrose Barlow

Denise Wilson

Welcoming new members and giving them an introductory pack with a welcome letter, new membership application form, current music and a name badge.

Informing new members that they have a 2 week complimentary trial period before they commit to membership

On receipt of membership fees, add new member details to the website and give them a login

Check in with new members to see how they are settling in and if they feel comfortable within their particular voice part. Some may prefer an alternative voice part after a few weeks

Allocating new members to a core choir member in their section to provide support as they settle in

Keep the introductory pack in the office for access by other committee members in case of absence

Put out name badges each week and collect at the end of each session

Do a head count of numbers in each session

Include new members in social coffee after rehearsals

Follow up on any choir member who is unwell or needing support

Remove details of members who have left the choir

Propose and create brand assets including corporate logo, colours, fonts and relevant styles

Propose and create promotional materials for membership drives, performances and other events

Propose and organise photography content for website and promotional materials

Lead contact HarmonySite website platform provider

Website content population and updates

Facebook and YouTube channels

Management of Google account including Gmail, YouTube, Google Drive and Google Analytics

Ian Wood (Learning aids)

Birgit Graefner (Music Librarian)

Christine Lindsay (Royalties & Copyright)

Learning Aids

Create MP3 sound files for all parts and tutti and upload to website

Upload PDF sheet music to website

Upload learning aids such as translation, pronunciation guide, recorded performance and historical background

Music Librarian

Maintain master copies of the choir’s sheet music collection, together with digital copies as a backup

Provide additional printed copies of required music at rehearsals for new members and those members without access to website

Maintain a log of the number of sheets printed for reimbursement

Royalties & Copyright

Advise on and secure usage conditions for any music requiring performing fees

Advise the committee of any fees for music used by choir (performance and copies) and secure payments through Treasurer

Investigate copyright and performing conditions for music and advise outcome to Committee

Shirl Moffat

Doreen Perkins

Ray Wright

Consider repertoire suggestions made by Members and Committee and advise the Music Director

Propose new and old repertoire to the Music Director

Respond to every suggestion received

Keep record of all musical suggestions

Seek advice regarding royalties

Nerida Harrison

Ray Wright

Ensuring logistics of rehearsals to make sure the Music Director has access to podium or stand and keyboard

Ensuring logistics of performances, coordinating with third-party presenters as necessary

Coordinating extra rehearsal space rental

Coordinating member event logistics