Office Bearers

The Team Coordinator takes ultimate responsibility for all Chorus matters.

The Team Coordinator:

• Receives all correspondence from International and New Zealand Area, redirecting and sharing with Members as appropriate.
• Is responsible for all Chorus business and administration, ensuring organisational ‘flow’ where relevant. 
• Receives and acts upon reports of meetings from all teams as required to maintain communication network within the organisational structure of the Chorus.
• May attend ex officio any team meetings other than that of the Management Team.
• Works closely with the Communications Coordinator to ensure Chorus Members are kept well informed.
• Coordinates announcements and other business to be shared with Members when the weekly rehearsal is turned over to her.
• Liaises closely with the Musical Director for the overall wellbeing of the Chorus.
• Appoints chairpersons of Standing and Special Committees.

• Banks all money received and pays accounts promptly.
• Keeps an accurate set of financial accounts.
• Presents an up-to-date financial statement at each Management meeting. 
• Prepares fees accounts for Members, collect payments and issue receipts for all monies received.
• Writes notices to Members in default in payment of fees.
• Completes the annual Chapter charter renewal and Membership forms, sending them to International Headquarters in good time.
• Obtains relevant information from both Music Team and the Management Team to prepare a budget for the year and for any special project as necessary.
• Prepares books for the annual financial review.
• Appoints a suitable Financial reviewer with the prior approval of the Management Team.
• Makes all necessary returns and reports.
• Keeps a record of Chapter property.

• Records minutes of meetings of the Management Team and the Chapter.
• Attends to correspondence.
• Receives reports of all team meetings, maintaining files.
• Identifies information that should be communicated to the Chorus.
• Works closely with the Team Coordinator to ensure Members are kept well informed.
• Forwards acceptance or rejection letter to prospective Members. 
• Advises Members of the date of the AGM and any SGMs.
• Is responsible for the custody of the Common Seal.
• Has joint responsibility with the PR & Marketing Coordinator for the Chapter’s website, social media, newsletter and other communications so that content:
  • is accurate and ethically acceptable,
  • meets copyright and publishing permissions requirements,
  • correctly uses logos, graphics, fonts, colours, etc. for both SouthCity Soundz, New Zealand Sweet Adelines and Sweet Adelines International in accordance with published style guides,
  • enhances the Chapter’s reputation.

• Coordinates ‘Application for Membership’ process from the first visit through to the final audition.
• Provides a support system for prospective and new Members. iv. Keeps accurate records of attendance of Members.
• Receives apologies from Members for absence from rehearsals.
• Keeps Chapter file copy of ‘Application for Membership’ forms.
• Advises the Communications Coordinator of any changes in name, address or status of Members in order that appropriate personnel are advised, including International Headquarters, using relevant forms.
• Maintains an up-to-date and accurate membership contact list to be use by Members only for Chapter business.
• Send messages or cards to Members where appropriate.

• Plans and coordinate fundraising activities for Chorus requirements.
• Acts as Chapter’s contact point for all fundraising activities and performances.
• Liaises with the Music Director to gain approval for fundraising performances.
• Submits quarterly fundraising plans to the Management Team for approval.
• Makes, tracks and report son grant applications.
• Reports back any accountabilities to grant makers.
• Liaises with the Financial Coordinator as appropriate.

• Chairs the Music Team meetings
• Is responsible for all aspects of the musical performance of the Chorus.
• Liaises closely with the Team Coordinator for the overall well-being of the Chorus.
• Teaches and trains the Chapter in singing four-part harmony, barbershop style
• Attends all regularly scheduled Chorus rehearsals, except when absence is necessary. As much notice as possible to be given to the Team Coordinator.
• Appoints Assistant Director(s) and Music Team Members in consultation with the Team Coordinator and provides musical direction and support to them.
• Coordinates all Chorus music and the rehearsal programme
• Accepts or declines Chorus performance engagements in consultation with the Team Coordinator.
• Determines the musical qualifications of prospective Members and musical eligibility of Members for singing performances in Chorus or Quartet arrangements.
• Promotes quartets and provide assistance and advice on readiness for public performance.
• Schedules regular audio taping and occasional videotaping of the Chorus to be used as a learning tool.