Our Teams

The Music Director is responsible for:

• Considering the broader objectives of the ensemble and setting goals
• Running weekly choir rehearsals
  • Where unable to attend, ensure Assistant Director is informed, to either run the session or provide an alternative
  • Where choir is unable to meet (eg COVID restrictions), provide online resources
• Running occasional special rehearsals by negotiation
• Conducting performances (up to four)
• Attending special events, tours, trainings by negotiation
• Providing support to Section Leaders when needed
• Selecting and purchasing repertoire
• Preparing music and resources for rehearsal and performance, including guest accompanists
• Creating learning recordings for choir members 
• Organisational representative in wider networks and events

The Secretary is responsible for:

• Calling Committee and special choir meetings including an AGM in accordance with the Rules of Incorporation.
• Creating agenda, taking and writing up minutes of Committee meetings
• Keeping accurate records of Committee meetings both electronically and in hard copy
• Keeping the membership database current including entering new member details onto the website
• Responding to Come and Try requests and welcoming new members
• Distributing Songbooks to members and advising MD if more supplies required
• Keeping an accurate record of rehearsal attendances including Come and Try people
• Identifying 5-year and 10-year members and organising their acknowledgement
• Communicating relevant announcements at weekly rehearsals
• Sending out choir communications via email as required
• Preparing an annual report from the Secretary for presentation at the Annual General Meeting
• Facilitating the publication of the annual report (MD, Secretary and Treasurer to contribute)
• Maintaining an inventory of choir property and organising stocktakes as required
• Consulting with choir members and seeking feedback where necessary
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

The Treasurer is responsible for:

• Keeping a record of finances in accordance with the Rules of Incorporation.
• Recording membership payments
• Maintaining annual budget in conjunction with MD
• Paying bills including liaising with rehearsal venue
• Ensuring the currency and suitability of insurance cover
• Reporting to Committee meetings including the AGM in accordance with the Rules of Incorporation.
• Periodic reporting for special events
• Facilitating the publication of the annual report (MD, Secretary and Treasurer to contribute)
• Assisting Events Manager with grant acquittals process
• Assisting in training in the use of ‘Square’ card readers
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

DIRECTOR'S ASSISTANT

The Director's Assistant is responsible for:

• Maintaining and distributing uniforms eg scarves and ties
• Assisting MD with choir formation plan for performances and giving directions
• Purchasing gifts, eg volunteers, 5 years members, member sickness
• Ensuring fresh supplies of tea, coffee, sugar, milk etc for community suppers and workshops
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

The Events Coordinator is responsible for coordination of small Events team (2-3 people) to carry out the following duties:

• Overseeing annual event calendar in conjunction with MD, including performances, fundraisers, choir functions, workshops, tours, guests, etc.
• Sourcing appropriate venues, including equipment needed for each venue
• Hiring venues including organising times, hire fees, deposits, risk assessments and acting as the direct contact with venue staff prior to events
• Managing event publicity, promotional materials and ticketing
• Liaising with Secretary regarding choir communications eg dates, call times
• Performing administrative duties relating to events eg creating itineraries, booking transport, organising refreshments, appointing an MC, supplying insurance certificate of currency to venues
• Following up OHS matters or writing insurance claims relating to events as required
• Writing and submitting grant applications and acquittals, with assistance from Treasurer and ad-hoc subcommittee where required
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

• Seeking fundraising opportunities
• Seeking sponsorship and donations for fundraising events
• Preparing signage for events as required
• Organising volunteer roles for performances and events eg front of house, pack up, tea and coffee etc
• Liaising with Events Manager as required
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

The Tech Officer is responsible for:

• Overseeing the choir website and ensuring currency, functionality and brand consistency
• Providing technical support to MD, Secretary and choir members
• Acting as the ‘go to’ person for all technical matters
• Maintaining and facilitating access to the song library
• Maintaining the music library document on the Google Drive
• Assisting MD with planning and preparation of annual Songbook
• Taking ad hoc photos and videos of rehearsals
• Assisting in training in the use of ‘Square’ card readers
• Assisting with publicising events, in conjunction with Events Coordinator
• Assisting where needed in organisational tasks eg fundraising operations, setting up chairs and equipment, set up for community suppers and workshops.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.

The Section Leader is responsible for:

Role Description

• Be familiar with navigating the Vocalize website including the use of email, member contact information, rehearsal schedules and availability for events.
• Attend a briefing meeting in November each year.
• Arrive early ie around 6.50pm for rehearsals to be available for potential new members.
• Greet potential new members and buddy them up with a member from the section. Potential new members are to share their buddy’s music until they become financial. Check first who is willing to be a buddy.
• Follow up potential new members at the end of the rehearsal to get feedback on how they went and answer any general questions.
• Receive absence messages and pass on to Secretary.
• On request of the Secretary, follow up extended unexplained absences ie a phone call to see if they’re OK.
• Email section members when requested with section-specific information eg reminders to record availability for events.
• Provide any feedback from members to the Secretary eg intentions of leaving the choir.

• Section Leading Teams

  We aim to have two section leaders per section.

  This will help when one is absent, the other can take the reins and make sure the systems keep rolling smoothly. Please let each other know when you can't make rehearsal - communication is key! It also allows for the leaders to complement each other's roles with regard to people/music skills.

  Sectional Rehearsals

  Every now and then we will hold sectional rehearsals, coordinated by SLs. This doesn’t have to be led by a SL if you’re unavailable or don’t feel confident. If there’s someone else happy to do so, please rely on the resources you have available. This is a great opportunity for the group to bond and establish a unified sound across the section. It would be great if both SLs can attend these to support each other. A keyboard and mp3 player is available if you do not have your own - please ask Kerrie to supply.

  The time should be spent going over practice parts (with or without accompaniment) with a primary focus on accurate notes and rhythms. If your section is up to it, you could also look at dynamic and other expressive markings. Aim for a unified sound in the way you sing the lines.

  Process for New Members

  Below is the process for new members for your information, to know where your role fits in. The aim is to get them singing with their own music as soon as possible and for them to feel supported and valued.

• Secretary responds to enquiry from potential new member via the Website with information about the Come and Try process then greets them at their first rehearsal.
• Secretary introduces potential new member to appropriate Section Leader, who greets and organizes a buddy.
• If/ when the person indicates willingness to join, Secretary sends them Welcome email with link to registration and how to pay. Secretary then adds their details to the web and provides login details. Librarian will provide music at the next rehearsal.
• Secretary will inform Section Leaders when a member has joined.