Roles and Responsibilities of One Voice In aChord
President
Advertising & Marketing Representative
Historian
- Supervise all choir functions, personnel and operations.
- Responsible for budget and financial state of the organization and its assets.
- Responsible for hiring, firing and coordinating contracts of Artistic Director, Associate Director, Accompanist, etc..
- Chair board meetings, prepare presentations and structure agendas.
- Implement board decisions in a timely manner.
- Responsible for the overall community and wellbeing of the choir
- Responsible for overall public image of the choir
- Direct Reports: Membership Representative, Information Representative, Advertising & Marketing, Artistic Director
- Fill in for president when absent
- Responsible for all donor and grant activity in coordination with Grant & Donor Rep.
- Maintain donor list and dissemination to leadership
- Responsible for all fundraising coordination and efforts to reach budget goal
- Hire/fire any necessary labor for concerts and venues.
- Coordinate contracts for services, labor and venue for performances
- Responsible for overall playbill layout, advertisers and costuming
- Responsible for rehearsal space
- Direct Reports: Grant & Donor Representative, Performance and Staging Coordinator, Volunteer Coordinator
- Record keeping and minutes of all meetings
- Produce and disseminate agenda for all meetings
- Responsible for maintaining bylaws and compliance
- Choir member list compilation and dissemination
- Responsible for official communication to the choir via email
- Maintain choir office facilities, keys, contracts and admittance
- Direct Reports: Historian
- Indirect Reports: Membership Representative
- All Accounting and bookkeeping in accordance with best practices
- All state, local and federal filings – 990 & 990N
- Delivering invoices and collecting receipts for all transactions including ticket sales, dues and donations etc..
- Responsible for reimbursement for approved expenditures
- Responsible for choir debit card
- Reports monthly and fiscal year end reports to the board
- Prepare annual budget with exec board and present to council for approval
- Reports to President
- Act as a representative on the board for their section
- Assist in planning and preparations of all choir functions
- Maintain attendance records on section members and submit to secretary
- Recommend removal or discipline of member to the President
- Plan and hold a sectional party once a season outside of rehearsals (combined or separate)
Advertising & Marketing Representative
- Sales, advertising and marketing of the choir and its events
- Graphics and photography
- Standardization of choir media & images and posts
- Work with Information Rep to make sure all platforms are current and up to date and consistent messaging.
- Promote positive public image of the choir
- Produce program layout in concert with the Vice President
- Direct and control playbill cost to approved budget
- Record each concert and post to choir YouTube channel
- Direct report to President
- Assist in advertising, marketing & communications
- Promote positive public image keeping communication consistent across media platforms
- Social media publisher including Facebook, webpage, and others.
- Work in conjunction with Advertising and Marketing rep for images and layouts and social posts.
- Control system costs to approved budget
- Maintain electronic systems used by the choir (email, donor software, document storage)
- Control access to choir systems and information
- Reports to the President
- Recruitment of new members
- Assist in maintaining accurate member records with the Secretary
- Responsible for new member orientation
- Community social interaction
- Inter-choir social interaction & choir comradery
- Supervise members at fundraising events
- Assist in collection of dues and distribution/collection of music
- Coordinate associate and non-singing members to assist with concerts and events
- Reports to President
- Supervise all donor and grant activity
- Responsible for finding new grants and filing all grant applications
- Responsible for looking for more opportunities to fundraise and presenting to the board
- Works with treasurer in making sure all funds collected are recorded correctly in fundraising events
- Assists in playbill advertising to solicit donors and advertisements
- Host and organize sponsorship recognition events
- Reports to Vice President
- Assist in staging and performance production aspects in coordination with the Artistic Director
- Responsible for program production including risers, staging, recording, pictures, scheduling etc.
- Work with the Artistic Director in placement, and staging of the choir
- Coordinate volunteers for concerts, programs and other occasions when needed
- Reports to Vice President
- Responsible for all music coordination and direction
- Responsible for all music selection and rehearsal direction
- Keep music and production costs in approved budget
- Ordering music under choir’s accounts
- Recommend budget annually for music
- Present music to the board at least one concert in advance
- Present recommended concert themes three quarters in advance
- Responsible to set the season rehearsal schedule and rehearsal standards
- Maintain a base repertoire of songs
- Works with the Associate Artistic Director/sectional leaders in developing schedule and sectional direction
- Works with Associate Artistic Director in orchestral, soloists or other musicians needed for music selected.
- Perform a minimum of two concerts a year
- Attend/Perform one sponsorship event a year
- Select music for other singing opportunities outside of concerts as decided by the board
- Reports to the President
- Fulfill obligations of Artistic Director in their absence
- Work in conjunction with the Artistic Director on theme and production of concerts
- Responsible for compilation of season schedule
- Direct at least 3 pieces in every concert or more depending on the concert
- Responsible for placing voices in correct sections
- Assisting in sectionals where the Artistic Director assigns
- Arrange for any orchestral, studio and/or band musicians at the request of the Artistic Director, within budgetary guidelines as required by the choir council
- Reports to the Artistic Director
- Supervise all choir accompaniment
- Assist in sectionals where assigned
- Recommend assistant pianist to the Artistic Director
- Reports to the Artistic Director
- Learn all choir accompaniment
- Assist in sectionals where assigned
- Reports to the Artistic Director
- Music library records & organization
- Dissemination and retrieval of rehearsal packet
- Retain information on music assignments
- Order new music and check copyright
- Reports to Artistic Director
Historian
- Maintain choir history and make available to the Board
- Reports to Secretary