Office Bearers

General

• Assume the responsibilities of and act as an officer on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner

Musical direction

• Plan and manage the musical direction and strategy of the group
• Meet with the committee and advise on musical matters
• Work with the committee to plan and schedule appropriate repertoire within the allocated budget
• Source and order appropriate numbers of copies of the music for the group
• Draw up appropriate rehearsal schedules
• Take rehearsals, coach and conduct performers
• Conduct the group in performances
• Lead the Committee in planning and managing concerts
• Liaise with other choirs, including school choirs

General

• Assume the responsibilities of and act as a committee member on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner
• Work with committee to plan the strategic direction of the group
• Oversee and manage the implementation of the group’s strategy
• Take responsibility for the actions of the group

Committee

• Oversee the activities of other committee members
• Delegate duties / allocate tasks when appropriate
• Chair all committee meetings if possible, or otherwise nominate one of the other officers to do so
• Have the casting vote at committee meetings where this is required or necessary

Governance

• Chair the AGM, or otherwise nominate one of the other officers to do so
• Ensure that the constitution is upheld at all times by the group
• Ensure that the organisation acts within the limits of the law
• Advise the committee and the membership on procedure in accordance with the constitution and the law
• Be the main signatory on behalf of the group on all official documents
• Be a signatory on the bank account
• Carry out any other duties that may be deemed necessary by the Committee

Concerts

• Review and sign legal agreements on behalf of the group
• Assist in planning and managing concerts

General

• Assume the responsibilities of and act as a committee member on behalf of the group
• Work with committee to plan the financial strategy of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner

Financial planning

• Oversee and implement the financial strategy of the group
• Oversee the financial wellbeing of the group
• Present the accounts to the committee on a quarterly basis
• Present the accounts to the membership on an annual basis
• Prepare budget forecasts for scrutiny by the committee

Financial administration

• Receive subscriptions from the membership and pursue missing monies when necessary
• Prepare invoices for monies due if necessary
• Pay all invoices promptly
• Make all payments in accordance with agreed procedures
• Maintain the bank account on behalf of the group
• Record all income and expenditure for the group and maintain cash flow
• Maintain appropriate evidence such as receipts and invoices
• Process the Gift Aid claim on an annual basis
• Carry out any other duties that may be deemed necessary by the Committee

Concerts

• Assist in planning and managing concerts

General

• Assume the responsibilities of and act as an officer on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner

Committee

• Take minutes of all committee meetings and circulate them accordingly, or otherwise nominate an appropriate deputy to do so
• Arrange committee meetings as agreed by the committee and notify the committee of dates, locations, agendas
• Prepare and issue agendas for meetings in conjunction with the Chair
• Maintain a record of the minutes of all committee meetings and general meetings

Administrative

• Hold the group’s copies of the constitution
• Advise and assist the Chair on matters of procedure and governance
• Main correspondent for the organisation, including main point of contact for the Making Music Platform
• Maintain the group’s e-mail account and respond to all messages as appropriate
• Keep the membership informed of the committee’s activities and circulate relevant information accordingly
• Remind members of rehearsals and concert details as appropriate
• Arrange the renewal of Making Music insurance and PRS payments
• Carry out any other duties that may be deemed necessary by the committee

Concerts

• Assist in planning and managing concerts

General

• Assume the responsibilities of and act as an officer on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner
• Work with committee to plan the marketing strategy for the group

Marketing

• Oversee and implement any marketing plan and strategy for membership and concerts
• Generate new ideas for publicity
• Chair any publicity/marketing sub committee when necessary
• Manage the production of publicity material for performances
• Co-ordinate the distribution of publicity for performances
• Sell advertising space for concert programmes where appropriate
• Look after any banners, A-boards or other publicity materials

Promoting the group and concerts

• Maintain and co-ordinate the audience mailing list
• Publish concert listings on relevant websites
• Promote the group within the local community
• Create and issue media releases if needed
• Develop and maintain good relationships with local newspapers, radio and other media, where relevant
• Carry out any other duties that may be deemed necessary by the Committee

Website/online profile

• Be the group’s web manager, or work with whoever is undertaking this role to have oversight of the group’s website and ensure the website is kept up to date
• Maintain the group’s Facebook page and any other social media accounts the group has
• Carry out any other duties that may be deemed necessary by the Committee

Concerts

• Assist in planning and managing concert

General

• Assume the responsibilities of and act as a committee member on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner

Membership Administration

• Keep the membership records up to date and communicate these to the Chair and Treasurer on a quarterly basis
• Keep registers of attendance
• Maintain the list of players for concerts and book deputies where necessary
• Issue welcome packs to and oversee the welcoming of new members
• Assist the Treasurer in the collection of subscriptions
• Carry out any other duties that may be deemed necessary by the Committee

Concerts

• Assist in planning and managing concerts

General

• Assume the responsibilities of and act as a committee member on behalf of the group
• Attend all committee meetings if possible
• Work with other committee members and contribute to discussions and decisions to manage and advance the best interests of the group
• Represent and promote the group and its activities in a positive and appropriate manner

Librarian duties

• Assist the Musical Director in planning repertoire, sourcing and ordering appropriate numbers of copies of the music for the group
• Maintain and manage the group’s own music library
• Issue music to members at rehearsals and concerts
• Look after spare or unused music
• Co-ordinate the collection of music after a concert
• Return all music to the correct place and in a suitable condition
• Carry out any other duties that may be deemed necessary by the Committee

Concerts

• Assist in planning and managing concerts