Officers and administration

Chair
RESPONSIBILITIES

1. Manage the Chorus so that a range of concerts is produced which meet the aims and objectives of the Chorus and which meet the financial targets of the Chorus
2. Chair the Management Committee Meetings in accordance with the constitution
3. Chair the Annual General Meeting and any Special General Meetings
4. Coordinate the tasks and duties of the Committee
5. Ensure choir knows who is responsible for what aspects of concert management
6. Liaise with conductor and accompanist
7. Coordinate production of the Business Plan which is used for grant aid and sponsorship applications
8. Make the weekly announcements at rehearsals
9. Produce the termly letter to the Chorus and coordinate production of the Annual Report and Accounts
10. Keep in contact with Patron – request to continue as Patron, significant developments, summer letter etc

VICE CHAIR
RESPONSIBILITIES

1. Chair of the Programming Sub Committee, so that a range of concerts is designed which meet the artistic aspirations of the Music Director and Chorus

2. Deputise for the Chair and assist and support other committee roles as required

3. To have sufficient familiarity with the Constitution and Rules of RFC to ensure compliance at committee meetings and general meetings.

4. The Vice Chair has overall responsibility for the Equal Opportunities Policy, and, with the Chair, for initial handling of complaints.

July 2019
 

SECRETARY
RESPONSIBILITIES

GENERAL
1.    Act as main contact for enquiries about the Chorus, by phone and e mail
2.    Keep general files and records of constitutional and legal requirements
3.    Ensure accompanist and conductor aware of term dates, extra rehearsals etc
4.    Support Chair as required

COMMITTEE WORK
5.    Arrange monthly meetings and prepare and circulate agenda 
6.    Take minutes at committee meetings; circulate for approval and upload to Sharepoint

AGM (usually in October)
7.    Prepare necessary papers and notices as per file
8.    Take minutes at AGM; circulate for approval and 
9.    Keep Charity Commission informed of changes to Constitution 

CONCERTS
10.    Book venues for all concerts. Also staging and catering as required. Ensure payment is made via Treasurer

REHEARSALS
11.    Book regular venue and other venues if required when main rehearsal venue not available. 

ANNUAL TASK
12.    Organise Music Director and Accompanist Christmas presents

September 2022

 

TREASURER
RESPONSIBILITIES
1.    Maintain accounting records for RFC
2.    Carry out banking and pay invoices, fees, and other disbursements. Maintain list of related party transactions.
3.    Advise others as appropriate of bank transfers for eg sale of tickets
4.    Prepare floats for concerts, count and bank takings after concerts
5.    Ensure appropriate balances maintained between current account and deposit account
6.    Reconcile subscription income to membership lists and prepare subscription proposal for AGM
7.    Prepare annual report and accounts
8.    Organise independent examination of accounts in time for AGM
9.    Prepare annual budget within three-year business plan (Production of the Business Plan is listed as a responsibility of the Chair)
10.    Brief and advise committee on cash flow, results, updated forecasts and other financial issues
11.    Prepare and submit annual return to Charity Commission
12.    Organise annual membership of Making Music including PRS fees and insurance cover
13.    Maintain records of authorised signatories for current and deposit accounts and update bank mandates as necessary

REGISTRAR
RESPONSIBILITIES

1. To keep and maintain the register of singing members’ names and addresses, ensuring compliance with GDPR
2. To keep and maintain a register of singing members’ attendance
3. To arrange auditions for prospective singing members and to explain joining letter if they pass the audition
4. To arrange re-auditions of existing signing members and to ensure adequate feedback is given in a timely manner
5. To liaise with the voice reps and ensure new members receive joining information
6. To supply the subscriptions officer with new members’ details
7. To keep other committee members supplied with lists of members’ names and addresses as needed, in compliance with GDPR
8. To send a weekly e-mail after rehearsal of all notices to choir
9. To keep choir up to date of any ad hoc notices
10. To supply the Secretary with attendance returns every year

July 2019
 

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