Office Bearers

Management Team

Team Coordinator:

Christine Smith

Email:

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.

KEY ACTIVITIES:

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

Budgeting

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

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.

OTHER DUTIES:

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:

Standing Rules.
Pro forma for Management Team meeting agendas and minutes (held by Secretary)
Team Coordinator’s files
“Director & Chorus Contract” document
Chapter Guide
Educational/operational material available from International Headquarters
Past reports
Past appointments

More details about this position

Music Director:

Kirsten Bowman

Email:

Deputy Team Coordinator:

Nora English

Email:

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)

More details about this position

Events Coordinator:

Carlee Hay

Email:

OVERVIEW:

To liaise with community organisations regarding enquiries for performances.

KEY RESPONSIBILITIES:

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).

Apart from above information, here is a brief summary or How To from Narelle Greentree:

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.

More details about this position

Marketing Chair:

Kirsten Bowman

Email:

Kas Sommers

Email:

Overview:
To enhance the chorus’s public image through advertising and promotional activities in order to attract paid performances and new members.

Key Responsibilities:

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.

More details about this position

Governance Officer:

Genevieve Kingston

Music Team

Music Director:

Kirsten Bowman

Email:

Assistant Director:

Kas Sommers

Jane White

Music Librarian:

Nicky Livingstone

Chorus Administration

Webmaster:

Kas Sommers

Email:

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.

More details about this position