Committee

 

CHAIRMAN

1. Chair Committee Meetings and ensure that all items on Agenda are discussed and
finalised to members’ satisfaction; or future action is agreed; or item is postponed to
next meeting.
2. Give feedback; announce forthcoming events, etc. at every rehearsal to all choristers.
3. Keep in touch via phone or email with Secretary, Conductor, IP Chairman and Vice
Chairman, as appropriate, regarding all business of the choir.
4. At Annual Concert be available to greet soloists at afternoon rehearsal. Have list of
Patrons who are attending and arrange reserved seating. Check Church hall is open for
orchestra and tea, biscuits, etc. are available. Arrange for bouquets/gifts to be bought
for artistes and for choristers to present after concert. Be available to greet any
dignitaries who may attend concert and to greet patrons and direct to reserved seats. (A
full list of all is available from secretary).
5. At end of year of office, prepare and give speech at AGM looking back over the year.
Chair AGM until the election of officers when the meeting is handed over to the
incoming chairman.

SECRETARY

COMMITTEE MEETINGS
1. Request agenda items from committee members and distribute when items have been
received.
2. Take minutes of the meeting.
3. Prepare minutes and distribute to committee members.

ANNUAL GENERAL MEETING
1. Liaise with Part Reps re written proposals for election of Officers; with Registrar re long
service medals; and with any members who may wish to put forward an item for
inclusion on the Agenda. Prepare Agenda and issue to members prior to meeting.
2. Request copy of Accounts from the Treasurer.
3. Prepare and distribute Minutes of last year’s AGM and the previous year’s Accounts to
all members prior to meeting.
4. Take minutes of AGM.

ANNUAL CONCERT
1. Liaising with Conductor, book artists for concert, usually through their agents, and
confirm agreed fees.
2. Request pen pictures for artistes from agents or the artistes themselves.
3. Design tickets, posters and layout of programme and send to printer.
4. Check travel details and any accommodation requirements for artistes.
5. Send complimentary tickets to patrons and ask for annual donation.

CHARITY COMMISSION
1. Complete and submit Annual Financial Return including society annual report.

COMMUNICATION AND GENERAL CORRESPONDENCE
1. Email information to choristers as required.
2. Write and send mail shots as required.
3. Write to patrons giving notice of each concert, and an invitation to the annual choir
dinner.

TREASURER

1. Collect annual subscriptions and 100-Club money after the AGM.
2. Collect any other moneys that may be payable during the year, e.g. Après, social events,
etc.
3. Pay money into relevant bank accounts.
4. Make payments to creditors as required, e.g. artistes, orchestra, church, chapel, etc.
5. Keep accounts of all transactions together with cheque stubs, receipts, etc.
6. At end of year finalise accounts and prepare statements for auditing.
7. Present details to members at the AGM.
8. Liaise with Secretary to complete financial statements for the Charity Commissioners.
9. Keep record of those in 100 Club and conduct quarterly draw.
10. Attend Committee Meetings and give feedback as necessary.

SOCIAL SECRETARY

1. Book venue for Annual Concert Après; negotiate buffet price; keep details of those
attending and notify caterers.
2. Book suitable venues following other concerts.
3. Plan social events for members of the choir throughout the year, e.g. visits to theatres,
concerts, quizzes, etc. and ask choristers for their suggestions.
4. Book suitable venue for the annual dinner; take menu details from choristers and
confirm final numbers and menu details with caterers. Work out seating plan where
necessary. Issue choristers with their menu choice. Arrange after dinner entertainment.
5. Attend Committee Meetings and give feedback as required.

PART REPRESENTATIVE

1. Collect annual subscriptions and 100 Club money usually after the AGM.
2. Collect other moneys that may be payable during the year, e.g. Après, social events, etc.
3. Maintain section list of members as directed by Registrar.
4. Contact long term absentees by phone or email in liaison with Registrar.
5. Take details of section choristers, as and when required, for social events, etc. so total
numbers can be given.
6. Attend Committee Meetings and give feedback as necessary.
7. Check that all choristers have the current choir uniform item, e.g. scarf, red t-shirts,
black shirts or other.

DEPUTY PART REPRESENTATIVE

1. Deputise for the Part Representative when they are on holiday or absent from
rehearsals
2. Assist Part Representative to collect monies for subscriptions, 100 Club and all other
collections throughout the year.
3. Attend committee meetings on behalf of the Part Representative if they cannot attend.

LIBRARIAN
1. Order choral scores as directed by Conductor
2. Issue scores to choristers, maintaining register of payment/lease as appropriate.
3. Collect scores which are on loan after concerts.
4. Keep register of music in library: works and the number of copies of each work.
5. Attend Committee Meetings and give feedback as necessary.

PUBLICITY OFFICER
1. Contact local press to advertise concerts and events.
2. Contact Radio Wales and local radio stations to advertise concerts.
3. Organise the printing of tickets and posters for concerts
4. Ensure that publicity posters are distributed throughout the area, e.g. shops, post
offices, doctors’/dentists’ surgeries, chapels and churches.
5. Attend Committee Meetings and give feedback as required.

REGISTRAR
1. Issue registration forms to all new members.
2. Enter member details from registration forms into computer data programme.
3. Issue copy of registration details to Part reps, Chairman, Secretary and Conductor after
AGM and notify any updates as required.
4. Keep weekly attendance register.
5. Prepare percentages of Sectional and individual attendance for the past year for issue
and discussion at the AGM.
6. Take note of any non- explained lengthy absence from rehearsal and notify Part Rep for
action.
7. Identify choristers who are eligible for their Long Service Medal and notify Secretary for
inclusion in the agenda for the AGM.
8. Attend Committee Meetings and give feedback as necessary.

CONCERT MANAGER

REHEARSALS
1. Make sure that there is seating for all choristers, arranged as directed by Conductor.
2. Make sure the Conductor’s music stand and piano are in place prior to rehearsal.
3. Liaise with conductor during rehearsals as required.

ANNUAL CONCERT
1. Organise erection of staging to accommodate choristers and seating for artistes.
2. Supervise removal and storage of pews and other church furniture.
3. Place choristers in seats as required by Conductor.
4. Liaise with orchestra manager for seating plan for orchestra and arrange seating for
orchestra.
5. Organise dismantling and storage of staging after the concert.

OTHER CONCERTS
1. Liaise with conductor and venue representatives, as required, prior to concert to plan
seating arrangements.
2. Place choristers in position as required by Conductor.
3. Attend Committee Meetings and give feedback as necessary.

TICKET OFFICER

ANNUAL CONCERT
1. Agree numbers of tickets and programmes required. Liaise with Publicity Officer and
Secretary to prepare for printers.
2. When tickets are available ask all choristers to sell at least 2 each.
3. (i) Manage sale of tickets and collection of money;
(ii) Pass money collected to Treasurer for banking;
(iii) Take money at the door for those who do not have a ticket, on the night of the
concert.

OTHER CONCERTS
1. Agree whether tickets are required. If yes, agree numbers required and liaise with
Publicity Officer and Secretary to prepare for the printers.
2. Ask each chorister to ask at least 2 people to come to the concert, if there are tickets ask
them to sell at least 2 each.
3. Manage sale of tickets, or collection of money at the door of venue if there are no
tickets.
4. Pass money collected to the Treasurer for banking.

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