Roles And Duties

Duties of the Board of Directors and Committees
  • All Committees shall have a Director to head them up. Each year at the end of May, the choir shall be asked if there is interest in getting involved in a Committee. If so, they should inquire.
  • If any Director hears of an issue, concern or complaint from a member, that member shall be informed to put their concern in writing to be addressed by the Board of Directors.
1 - President
  • Call and preside at meetings of the Choir.
  • Conduct meetings in an orderly fashion following the order of business.
  • Be an ex-officio member of all committees .
  • Cast the deciding vote in case of a tie.
  • In conjunction with the Board, may appoint choir members to handle additional responsibilities as required.
  • Appoint Constitution Review Committee as needed.
  • Perform any other duties as agreed upon by the Board.
2 - Secretary
  • Record Minutes of meetings and prepare copies for Board members.
  • Make note of important discussions at choir practices and add to the next Board meeting Agenda if necessary.
  • Mail out card(s) to choir members who are away due to illness, or other reasons.
  • Preside at meetings in the absence of the President.
3 - Treasurer
  • Keep accurate record of all receipts and disbursements throughout the fiscal year (August 1 to July 31).
  • Maintain a bank account for the choir’s funds with a co-signer(s).
  • Deposit all funds in a timely manner.
  • Confer with co-signer(s) for approval of all transactions.
  • Pay disbursements outlined in a Fund Requisition Form via cheque requiring a co-signer.
  • Members must submit a Fund Requisition Form for reimbursement of purchases.
  • A Budget must be prepared and approved by the Board of Directors.
4 - Librarian
  • Work with Music Director to submit a Budget for the upcoming year to the Treasurer by the end of the fiscal year.
  • Adhere to copyright laws.
  • Register the members’ choir number on all music & distribute.
  • Maintain files of all music in storage.
  • Keep track of music copies in circulation.
  • Appoint an Assistant Librarian.

SUB-COMMITTEE:

  • MUSIC
  • Consisting of Librarian, Choir Director, Assistant Librarian and any other appointees by the Board of Directors.
  • Peruse available music and choose songs to be performed.
  • Advise Librarian of music required from files.
  • Pieces out of publication must be approved for copying. Any copying must be completed in time for music distribution in September and January.
  • Music for the entire upcoming performance year may be selected in the previous June.
5 - Membership Director
  • Sign up new members.
  • Collect and Tally Annual Membership Fee and monthly dues and donations from members.
  • Deposit all tallied money collected and submit report to the Treasurer.
  • Prepare an up-to-date membership list each season andforward to web site manager for inclusion in members section.
  • Prepare name tags for all choir members.
  • Inform Contact Committee and Secretary of members missing two (2) or more practices.

SUB-COMMITTEES (Non-Voting):

  • SOCIAL CONVENOR
  • Assist the Treasurer in preparing a Social Events budget for the upcoming fiscal year.
  • Organize Social Committee volunteers as needed for all choir events involving refreshments.
  • ARCHIVIST
  • Shall be responsible for maintaining a file of past accomplishments of the choir, which may include newspaper clippings, photographs, concert programs, Minutes or member lists.
  • CONTACT CONVENOR
  • Call choir members regarding events of importance when required.
  • Call choir members who have missed two or more weeks of practice.
  • Relay pertinent information back to the Secretary.
  • Inform Secretary of choir members who should be sent greeting cards/cards of expression.
  • SING-OUT CONVENOR
  • Convenor to be a contact person for organizations such as nursing homes, retirement homes or other places to entertain.
  • Confirm bookings with the Choir Director and inform the choir of the booking dates.
  • Confirm that a suitable number of members will be available to perform.
  • Confirm the bookings with the organizations involved.
  • Forward any money received for singing to the Treasurer.
6 - Public Relations Director
  • Submit a budget for the upcoming year to the Treasurer by the end of the fiscal year
  • After approval of the Executive, shall;
  • Publicize upcoming events.
  • If possible, arrange to have an article/photo published in the local newspapers after the event to raise awareness of the activities of the choir.
  • Have all publicity submissions and posters proof-read and approved by the Board prior to circulation.
  • Whenever possible, submit copies of pertinent information to the Archivist for filing.
7 - Choir Director (Non-Voting)
  • Direct and teach music as approved by the Music Committee.
  • Work with the Music Committee to select the music for the upcoming fiscal year in June.
  • Assist the Librarian in developing the music budget so that it may be given to the Treasurer by the end of July.
  • Ensure any music ordered is received and given to the Librarian a minimum of two weeks before the required distribution to members.
  • Supervise musicians.
  • Create practice tracks for members of each section to practise on their own time.
  • Be answerable to the Board.
  • Other duties as may be defined from time to time and are mutually agreeable between Director and Board.