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Attendance secretary

Chris Smirthwaite

Information   Previous concerts and events   Member List     Rehearsals     Additional recordings    Safeguarding Policy

CHOIR ROLES
2025/26

JOB TITLE

NAME

JOB DESCRIPTION

Chairperson

Peter Matthews

  • Oversight and ultimate responsibility for the running of the choir, its ethos and continuing health

  • Spokesperson

  • Enable efficient management of choir

  • Liaise with MD

  • Chair committee meetings

  • Liaise with choir and external agencies, foster good relationships with such.

Secretary

Rose Lemin

  • Maintain minutes and choir records 

  • Receive and deal with correspondence

  • Have contact details on the website

  • Facilitate the work of the committee

  • Arrange committee agendas in consultation with the Chair

  • Circulate minutes and agendas to committee members

  • Organise venues for committee and planning meetings

  • Write letters as requested by the committee

  • Keep petty cash and p/c accounts

  • Arrange the AGM

  • Ensure Child Protection Policy is up to date and on website

  • Check email consent with members

Treasurer

Elizabeth Nodder

  • Oversight and management of the choir's finances 

  • Maintain accounts

  • Produce examined balance sheet at AGM

  • Provide financial information to the committee

  • Advise the committee and MD of spending plans

  • Prepare the annual budget to facilitate MD and committee with forward planning. 

  • Make annual return to Charity Commission

  • Make annual return to Making Music

  • Collect choir subscriptions

  • Submit Gift Aid claims

Attendance secretary

Chris Smirthwaite

  • Keep record of weekly attendances and let MD know of choir apologies received online.

  • Liaise with Chair and MD if more than 3 rehearsals missed without prior agreement.

Section leaders

Corinne Collinson, Soprano

Bella Tyson, Alto

Jane West, Tenor

Chris Smirthwaite, Bass

  • Welcome and mentor new members, systems of the choir (apologies, dress, folders etc.)                                        

  • Pass emails and messages to non-emailing members of this section. Keep webmaster informed of changes to membership and contact details.

Safeguarding

Peter Matthews

Elizabeth Nodder

  • Review policy annually in consultation with Chair and Committee. Respond promptly and pro-actively to any concerns expressed by minors in the choir.

Librarians

Aurea Wilks

Ruth Atkinson

  • Liaise with MD and concert manager for programme plans 

  • Arrange for hire or purchase of music

  • Keep records of the loan and return of scores

  • Return hired music 

Unlocking church hall

Chris Smirthwaite

  • Unlocking and locking up of the Salvation Army Church for rehearsals and other events, checking all lighting turned off and kitchen locked

Rehearsal refreshments

Sue Hearn

  • Organise a refreshment break during the first rehearsal of each term

  • On concert day rehearsals, ensure the choir have suitable locations and facilities to take their breaks; that may include organising an urn for cups of tea etc. or booking meals at a pub

  • Ensure refreshments for MD, visiting soloists and accompanists on concert days

Transport for MD

Mim Brigham

  • Organise someone to take Simon and his dog Timmy back to the railway station after rehearsals, and ensure he can travel to and from rehearsals

Rehearsal venue liaison

Anne Fenwick

Publicity Manager

Ruth Atkinson

  • Oversight of all matters which publicise the choir

  • Manage on-line ticketing

  • Arrange delivery of 6 tickets to foodbank local to each concert

Website and technology coordinator

Joan Love

judolady210@gmail.com

  • Liaise with Cas Smirthwaite (website creator) as required.

  • Maintain and update website information as needed, including choir members list

  • Collect information, photos and articles from other choir members for website.

  • Ensure website is engaging and informative for the public audience.

  • Provide useful information for choir members

  • Manage choir Facebook Page 

Patrons' Secretary

Nicky Walker

  • Encouraging patronage and liaising between choir and patrons 

  • Send information re concerts and events

  • Ticket-booking

  • Reserved seating

  • Liaison with programme editor

  • Organisation of occasional patrons' events

Fundraising

Ruth Atkinson

Sponsorship

Nicky Walker

  • Foster existing sponsorships and seek new opportunities for sponsorship 

Scholarships

Peter Matthews

  • Oversight and management of ECBC's scholarship scheme 

  • Raise sponsorship

  • Publicise the scheme to potential scholars

  • Arrange auditions and interviews

  • Arrange presentations

  • Liaise with publicity and programme editor 

Singing Day organiser

Gill Carey

  • Arrange Singing Day

Editor for Concert programmes and Concert Diary

Joan Love

  • Research and collect information; layout text, graphics and advertisements for the concert programmes and the concert diary

  • Arrange for printing and pick up these publications

Programme proofreader

Bryony Dorrington

Programme advertising

Ruth Atkinson

  • Seek advertising for programmes from various commercial ventures. 

  • Arrange pricing and liaise with programme editors to include advertising as sold. 

  • Send copies of programmes to advertisers. Foster existing sponsorships and seek new opportunities for sponsorship.

Concert manager and  guest performers' host

Bryony Dorrington

  • Equivalent of producer. Oversight of planning and  advance arrangements for guest soloists for concerts.

  • Engage musicians and instrumentalists in consultation with

  • conductor and treasurer.

  • Contact accommodation choir members

  • Check who the guests are, arrange changing rooms, refreshments, and overnight accommodation as required

Choir ticket sales

Corinne Collinson

  • Sell tickets to choir members, as advised by online service manager and before rehearsals 

  • Keep a record of how many tickets are sold to each member

Ticket liaison with other sales outlets

Ruth Atkinson

  • Liaise with TiC and other outlets, ensure they have sufficient tickets, update sales information with online systems, collect unsold tickets and monies

Folders for music

Karen Bloomfield

Stage manager 

Chris Smirthwaite

  • Oversight of practical arrangements for each concert 

  • Practical arrangements for hired instruments, instrumentalists and singers

  • Plan and direct team to erect staging

  • Health and Safety

Banners

Chris Smirthwaite

  • Store and maintain current banners and permanent concert signs.

Staging Crew

Chris Smirthwaite

Paul Mileham

John Featherstone

Tim Pullin

Phillip Carew​

  • Collection from storage, erecting staging, putting out seating etc. before event. Clearing away after event, returning staging to storage

Car parking & signage at St Germans

Nicky Walker

  • Check parking facilities at venue, inform choir and guests of facilities, erect signage as necessary, dismantle after event, ensure safe use of parking at all times.

Front of House Liaison

Nicky Walker, with help on  the day from Chris and Sara Woolf

  • Ensure the Front of House crew know dates and times of concerts; ticket and programme prices; reserved seating arrangements. 

  • Liaison between the crew and the choir as necessary

Bar interval drinks

Bryony Dorrington

  • Coordinate with others to apply for licence and arrange interval drinks

Gifts

Bryony Dorrington

  • Check who will need gifts presented at end of concerts, purchase inexpensive suitable gifts (flowers/wine), wrap as necessary and arrange presentation

Photographer/

audio recorder

Peter Matthews

  • Photograph concerts and events when possible.  Make occasional sound recordings.  Arrange for publication of the media on this website. 

Reviews 

Vacancy

  • Find a reviewer for each concert

  • Liaise with reviewer and welcome to concert

  • Send review to website management

  • Facilitate publishing of good reviews

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