Choir Roles & Responsibilities

JANUARY 2025

 
JOB TITLE NAME JOB DESCRIPTION MENTOR
Chair Christine Lindsay
Executive Committee
Oversight and ultimate responsibility for efficient management of the choir and choir teams
Chair executive committee and choir meetings . 
Arrange meeting agendas with Secretary
Stand in or delegate as necessary
Lead spokesperson
Lead liaison with music director  choir and external agencies, ANCA
Oversight of member & Music Director compliance with choir policies
 
Vice Chair Jenna Arnold Executive Committee
Support Chair in above role. 
Stand in as necessary
Chair & Committee
Minutes Secretary Jenna Arnold
Executive Committee
Arrange committee agendas in consultation  with the Chair
Help organise committee and planning meeting venues
Record minutes of all  meetings
Upload approved minutes to website and notify executive members
Chair & Committee
Treasurer Helge Kristoffersen
Executive Committee
Oversight and management of the choir's finances
Maintain accounts & collect member subscriptions
Process  payments,  securing  an additional Exec Comm. member approval
Produce examined balance sheet at the AGM
Provide financial information to the Committee, including a documented summary of income
and expenses.
Chair & Committee
Music Director Elizabeth W Scott
Music Selection
Selecting all music for rehearsals and concerts
Securing Executive Committee approval for music purchase expenses
Considering music suggested by choir members via Section leaders
Music Use
Liaising with the Royalties & Copyright team to ensure copyright compliance
Approving appropriate sound files, providing resources of 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,  supporting choir members’  regular  attendance &  recommending 
how to handle irregular attendance to Exec Committee.
Providing the guidance and direction during choir rehearsals to assist members in achieving
 the correct tone, pitch, rhythm, tempo, and harmony.
Deciding on appropriate music & appropriate participants for performing,   based on the venue.
Check website to tally numbers in each section prior to rehearsal to plan based on voice parts
Providing advance notice to the choir of works to be rehearsed in good time.
Managing Choir, Progress & Relationships
Monitoring progress of new singers and assigning voice parts.
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
Oversee an annual survey of choir
Choir Marketing and Communications
Reviewing for approval all public-facing information about the Choir – including website content,
Chair & Committee
Finance Team
Helge Kristoffersen
Maintain a detailed record of cash payments and receipts
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.
Treasurer
Membership Team
Sandra Powel
Maryrose Barlow
Anne Birt
Denise Wilson
Welcoming new members and giving them an introductory pack with a welcome letter,
 new membership application form, current music and  name badge.
Informing new members that they have a 2 week complimentary trial period 
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 with  their 
particular voice part.  Direct new member to raise any voice part issues with  Music  Dir.
Allocating new members  a “buddy” in their section to provide support..
Put out name badges  each week and collect at the end of each session.
Put out attendance sign on sheet and ensure attendance reflected in Harmony website onlilne..
Invite/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
Committee
Publicity Team Shelley Cartwright
Propose and create brand assets including  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
All public-facing information about the Choir – including website content with approval of Music Dir.
Music Director
Music Files Team
Ian Wood (Learning aids)
Birgit Graefner (Music Librarian)
Christine Lindsay (Royalties & Copyright)
Learning Aids
Create MP3 sound files for all parts +  tutti and upload to website
Upload approved PDF music sheets to website  
Upload any learning aids such as translation, pronunciation guide, recorded performance and
 historical background as may be requested by the Director.
Music Librarian
Maintain master copies of 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
 on “unable to print” list.
Maintain a log of the number of sheets printed for reimbursement
Royalties & Copyright
Advise on secure usage conditions for any music requiring performing fees
Advise of any fees for music used by choir (performance and copies) and secure payments 
through Treasurer for and document compliance for any music requiring printing/copying and/or
performing fees.
Committee & Music Director
Events & Operations Team
Nerida Harrison
Ray Wright
Ensuring logistics of rehearsals to make sure the Music Director has prompt access to podium
or stand and keyboard
Ensuring logistics of performances, coordinating with third-party presenters and music director
 as necessary.   Co-ordinating extra rehearsal space rental
Music Director