OVERVIEW: The position of Team Coordinator of Hot Ginger Chorus is a positive and rewarding challenge. Along with the Director, this role is one of the main ingredients that makes Hot Ginger Chorus successful.
The Team Coordinator's activities will generally fall into the four categories of management (planning, organising, leading and monitoring), though these efforts are not always visible to others. The Team Coordinator (T.C.) herself may be the only one who will know all the time, effort and expertise it takes to make things run smoothly.
However, the T.C.’s leadership in promoting an efficient and effective approach to the administrative portion of our chorus is critical. These efforts will be amply rewarded through pride in our chorus’s musical and organisational successes.
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
Monitor the budget monthly and, with the Management Team, decide remedial actions as necessary.
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.
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
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.
Support Music Director.
Be a signatory to the chorus bank account.
Contact Music Director prior to next rehearsal to discuss business items for Wednesday rehearsal night, and any other chorus issues that have come up.
Initiate discussions with the Music Director about her/his contract conditions so her/his views can be represented to the Management Team at their May meeting when the contract is reviewed, as scheduled in the Management Team Admin Calendar. Once the contract is agreed for another year, update the document and make it available to all chorus members for viewing. (Refer “Director & Chorus Contract” document.)
Ensure sub committees provide regular reports for the consideration of the Management Team
Plan an orientation/hand-over when new members join the Management Team.
Keep up- to-date the Chorus Performance Scale of Charges.
WHEN YOU START:
Suggested: at the beginning of your term, write down your own goals for yourself as the new chorus Team Coordinator.
At the first meeting following the election of the new management team ensure that SAI has been advised of the new management team names. (Log onto SA Intl and Regional web sites to advise names of new Team Coordinator, Treasurer and Membership chair. If all three ladies are new to the Management Team you will need to ask one of the previous position holders to attend to this matter. SA Intl: Log in > More Member Options > Chapter Member Reports and follow the prompts. SA Australian Region: Log into Members > click on Regional Directory and edit the contact details).
SUPPORT MATERIALS AVAILABLE:
Pro forma for Management Team meeting agendas and minutes (held by Secretary)
Team Coordinator’s files
“Director & Chorus Contract” document
Educational/operational material available from International Headquarters
To liaise with community organisations regarding enquiries for performances.
On a regular basis, seek performance opportunities for the chorus within the local community, eg Australia Day, citizenship ceremonies.
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 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 to ensure 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 display sign-up sheets.
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 a Concert Information Sheet including all the concert details such as What, When, Where, Parking, Costume, Repertoire, Cost, Meals (if applicable). See Harmony Concert Information Sheet.docx as a sample.
To enhance the chorus’s public image through advertising and promotional activities in order to attract paid performances and new members.
Establish and implement a yearly marketing plan to support chorus goals including member recruitment, performances and fundraising activities.
Coordinate and delegate (with Management Team approval) contact with media.
Produce media releases, brochures and other written materials to support chorus activities, and liaise with the Management Team Coordinator and/or Musical Director to ensure clear communication and accuracy of information prior to release.
Write and place advertisements for the chorus as directed by the Management Team and/or Musical Director.
Draft Hot Ginger related articles for Oz Chords, Oz-E Notes etc
Maintain media kit material in up-to-date condition.
Research, source and organise photographs for chorus public relations.
Coordinate or delegate design and production of chorus public relations and identity materials such as letterheads, business cards, brochures, CD covers and badges.
Ensure the chorus website is maintained and updated in accordance with Management Team requirements.
Keep chorus Facebook and any directory listing updated.
Prepare monthly report and attend Management Team meetings.