Bainbridge Chorale Teams  9/06

In the summer of 2003 the Chorale Board of Trustees formed a committee to finalize an organizational plan based on suggestions of Chorale members and the 2002-2003 Board of Trustees. The objectives were to find a plan to:

Ease/Distribute the workload of members; assign all tasks to appropriate “Teams”; streamline organizational structure; and expand volunteer participation to meet the increasing demands of the organization.

The “Team” plan and supporting organizational chart, which represents distribution of the many tasks essential for our successful organization, was submitted and approved.

Board of Trustees

The Board of Trustees sets policy, is responsible for producing all chorale concerts and activities, and for the promotional, legal and financial governance of the organization.  Board members often chair committees and function with the help of the general membership in the following areas:

-Elects Officers                                                 -Directs Organization
-Hires/Negotiates Contracts                              -Sets Schedules
-Sets Policy                                                       -Approves Team Assignments
-Sets All Fees & Ticket Prices                           -Approves Budgets
-Develops a Master Calendar                           -Conducts Annual Meeting
-Communications                                              -Final Approval of All Matters

Treasurer – Stephanie Harris

-Financial Records                                            -Tax Reports
-Accounts Payable                                            -Accounts Receivable

Secretary – Pat Putman

-Communication                                                -Meeting Minutes

                                                 Librarian – Becky ffitch

-Music                              -CD’s Archives are located in the Chorale office 

Education Team   Coordinator: Karen Rice

-Audience/Community Lectures ("Grace Notes")     -Memorial Fund
-Newsletters                                                             -Handbook
-Schools                                                                  -Membership Classes
-School Consortium                                                 -Scholarships and Awards
                                                        

Finance Team    Eric Fredericks  9/06

-Fundraising/Resources                                         -Fundraising Projects
-Corporate/Business Sponsorships                        -Grant Proposals
-Patron List                                                            -Develop Strategies for gift giving
-Tickets Coordinator: Kerry Daly      -Sales Accounting: Lori Rashke, Mary Cameron

Budget
Annual Budget must be prepared for Board approval

• Gather specific budget from Board and all Teams and combine into Master Budget
• Do annual review of Chorale insurance policy and submit to Board any suggestions for revision, Chorale investments, submitting to the Board any suggestions, for revision of participation fees and ticket prices and submit to the Board any suggestions for revision
• Consult with Director and Accompanist regarding any budget matters not already included in Board and Team budget
• Outline long-range planning, highlighting areas of interest or concerts

 Front of House   - Manager, George Davis

-Flowers/Gifts                                                                       -Signage
-Parking Control                                                                   -Ticket Takers
-Refreshment Table                                                              -Ushers
-Clean-up and Secure Premises

 Membership Services Teams- Chair/Coordinator, Kay Watkins 9/06 

• Vocal Assessments – Arrange dates with Director, location, advertising, piano, accompanist, greeters. Distribute Assessment forms and get assigned vocal part from Director.
• Registration- collect registration forms, fees, music purchases
• Roster – create roster from registration forms, track payments, new members
• Send Roster to Section Leaders, Folder manager, Clothing manager, Ticket manager, Treasurer, Music Manager
• Welcome New member Orientation – conduct meeting and distribute Handbooks
• Name Tags – Signup sheet, make tags, distribute tags
  

 Concert Prep Team:  Mary Rosenblatt, Manager 9/06

• Concert Cookies and Juice – Coordinate getting support items (plastic glasses, napkins, etc) and Section assignments (distribute cookie plates)
• Concert Dress – Patty Schwartz – Arrange for vests, tux shirts, bow ties, jewelry communicate to members what will be worn as soon as possible, maintain care, storage and distribute
• Concert Folder–Sign up sheet, collect money, order folders, distribute

Section Leaders:  Kay Watkins, Manager

• Attendance Rosters – prepare sign-in sheets for members to sign in weekly
• Name Tags - Distribute  (Each section leader)
• Welcome New members in Section – Introduce them at breaks, sit them next to experienced singers
• Communications – Email and call section members as needed
• Rehearsal Practice Tapes - Copy and distribute (Sopranos- Kerry Daly, Barbara Saur)  (Altos - Lori Anderson)
• Seating Chart–Section Leader coordinate for section and send to Lori Anderson for compilation
• Sectional Rehearsals–coordinate location, times, accompanist – Chris Kolbeggar

General Membership Team:  Greg Cioc, Manager

• Refreshments – Arrange for volunteers, cookies, and juice to be available at rehearsal break
• Item Sales – As initiated by Board or membership, take orders, purchase and distribute items (tote bag, sweatshirts, etc) to members
• CD Purchases – Signup sheets, collect money, distribute CDs, follow-up with singers not singing – Louise McCloskey
• Members Support – Sunshine person – Buy cards, distribute for group signatures, mail to recipient – Mary Rosenblatt and Kay Watkins

Special Projects Team   Manager, Kay Watkins

- Caroling                                                                    - On-Line Presence
- Group Photo         - Social  Chairman                       - Tours/Small Group Outreach

Operations Team   Manager, Kip Bankart

- Facilities/ Risers Equipment
- Chairs                                                          - Transportation Facilitation

Marketing/Promotion/Publicity Team

• Graphic Design
• Signs (concerts)
• Season Brochure  
• Utilize all available Resources for Promotion of Concerts, Programs, Events

Print Production - Concert Programs

- Graphic Design                                    - Develop Standardized Format & Design
- Posters Production & Printing              - Flyers

Publicity

- Print/Radio/TV Media                           - Banners  
- Poster Distribution                               - Determine publicity warranted
- Engage graphic designer

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