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Communications Coordinator  -  Directors’ Coordinator  -  Education Coordinator  -  Events Coordinator  -  Finance Coordinator  -  Marketing Coordinator  -  Membership Coordinator  -  Team Coordinator

General Duties of Entire RMT

  • Develops, Manages, and Adopts

    • Annual Regional budget  

    • Regional Standing Rules revisions

    • Regional Strategic Plan

  • Prepares State of the Region (SOR) Report

  • Provides support for chorus leadership

  • Provides recommendations for member positions to the International Board of Directors

  • Provides educational programs for all members of the region.

  • Ensures that all financial resources of the region are managed in an effective and efficient manner.

  • Develops and implements plans for recruiting and training successors.

  • Utilizes educational opportunities provided by International.

  • Maintains effective communication with chapters, Members–at-Large, and Chapter-at-Large.

  • Maintains a supportive and positive working relationship among team members that develops trust and holds each other accountable.

  • Defines specific areas of responsibility for each coordinator and the areas in which coordinators have joint (shared) responsibility.

  • Uses the process of consensus to arrive at team decisions.

  • Supports the decisions made by the team.

 

Communications Coordinator

  • Receives communication from the international organization and disperses to the region.

  • Maintains internal communication among the region, chapters and individual members.

  • Develops and maintains the regional leadership database.

    • Solicitation of potential leaders falls under the Leadership Specialists (TC)

  • Is responsible for the regional website and database design, implementation and maintenance.

  • Designs, maintains, and updates regional contest website, in conjunction with Convention Steering Committee.

  • In consultation with the RMT, prepares and submits year-end State of the Region Report to the Corporate Services Department at international headquarters by established deadline.

  • In consultation with the RMT, prepares and submits the Annual Regional Evaluation to the Corporate Services Department at international headquarters by established deadline.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Directors’ Coordinator

  • Represents the interests of regional directors on the Regional Management Team.

  • Communicates with directors in her region to assess their needs.

  • Provides and facilitates a forum for directors at regional events.

  • Provides mentoring opportunities for Assistant Directors

    • Selects Assistant Director Liaison in conjunction with Education Coordinator.

  • Coordinates educational opportunities for Directors and Assistant Directors, in conjunction with Education Coordinator.

  • Communicates directors’ needs and the needs of their chapters to the Education Coordinator.

  • Maintains accurate contact information for all Region 4 Directors and relays information to the Communications Coordinator.

  • Appoints or conducts DCP process, in conjunction with the Education Coordinator.  

    • Oversees DCP coordinator process
    • Monitor DCP participant testing and advancements
  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Education Coordinator

  • Develops, coordinates and monitors regional educational programs in conjunction with the RMT.

  • Plans curriculum for educational events.

  • Works in coordination with Events and Marketing Coordinators to promote events.

  • Coordinates regional faculty visits to choruses.

  • Manages Internationally Funded Visits

  • Creates and maintains a five-year education plan document.

  • In conjunction with the Membership Coordinator, implement the chapter revitalization plan in order to maintain the integrity of the musical product.

  • Approves chapters and prospective chapters for public performance, as outlined in the Chapter Guide.

  • Auditions or Appoints a regional faculty member to approve Chapter-at-Large quartets for public performance.

  • Develops faculty or staff to assist in implementing regional educational programs.

  • Faculty Education

  • General Education

  • Quartet Education

  • Chair of the Regional Convention

  • Recommends CC to International

  • YWIH Education

  • Arranger Education

  • In coordination with the Directors’ Coordinator, appoints a Director Certification Program Coordinator who administers the program within the region.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Events Coordinator

  • Facilitates the securing of appropriate venues for RMT meetings, regional programs and events, including site inspections and negotiation of contracts.

  • Coordinates on-site arrangements for all educational regional meetings and events.

  • Works with Education Coordinator and members of the Convention Steering Committee to assist in coordinating facility details related to the Regional Convention and Competition, as outlined in the Competition Handbook.

  • Works in coordination with the Marketing and Education Coordinators on marketing events.

  • Oversees registration for all regional events.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Finance Coordinator

  • Ensures that all financial resources of the region are accounted for in an effective and efficient manner.

  • Coordinates the financial long-range plan in conjunction with other team coordinators.

  • Prepares and submits the annual budget for the region.

  • Manages bank accounts and investments and keeps accurate and current records of all financial transactions.

  • Receives all funds paid to the region and issues all payments.

  • Negotiates contracts for services and equipment required by the region.

  • Holds sole authority to sign contracts on behalf of the region.

  • Coordinates projects to raise non-dues income (ways and means).

  • Presents a report on the region’s financial condition at meetings of the Regional Management Team.

  • Provides statistical and cost analysis to the RMT, as needed.

  • Prepares an annual financial statement for submission to the Controller at international headquarters.

  • Submits accounting records for audit at the close of the fiscal year to a qualified person(s) selected by the Regional Management Team or for examination or audit at any time as directed by the team.

  • Files annual 990 tax form with the Internal Revenue Service by September 15 for the preceding year ending April 30.

  • Provides advice and training to chapter treasurers and serves as a resource to chapters with financial questions.

  • Provides financial information necessary to complete applications for corporate gifts/grants.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Marketing Coordinator

  • Develops and provides marketing and public relations programs that promote regional events, and membership growth and retention.

  • Plans and implements marketing and public relations programs to increase membership growth and retention.

  • Designs and implements plans to market events and products.

  • Works in coordination with all members of the RMT to promote their various initiatives.  

  • Post regional events and updates on social media.

  • Coordinates regional convention marketing efforts with CRC.

  • Maintains a database of media contacts.

  • Write and distributes press releases and produces media kits.

  • Invites media to regional events and serves as onsite media contact.

  • Initiates media opportunities including on-air interviews and feature stories.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Membership Coordinator

  • Represents the interest of chapter management and membership on the Regional Management Team.

  • Communicates needs and issues from presidents/team leaders and chapter to the Regional Management Team.

  • Provides and facilitates a forum for presidents/team leaders at regional events.

  • Plans and implements programs in the areas of membership growth and retention and appoints staff, as needed, to assist in these responsibilities.  

  • Member Programs: Membership growth, Membership retention, At-Large member connections, Alternate member connections (Associate, Dual, Youth, Lifetime) , Incentive Programs (Member recognition, attendance, longevity, etc.)

  • Chorus Assistance: Rehearsal strategies, Conflict management

  • Prospective Chorus Programs (e.g. Cold Starts, Steps Program)

  • Revitalization/Dissolution Processes

  • Membership database

  • Insures that Members-at-Large and Chapter-at-Large members are aware of and included in regional events, programs and publications.

  • Maintains and tracks various contest statistics.

  • Appoints a Chapter Coordinator to maintain regular contact with chapter presidents/team leaders to assess and communicate chapter needs to the Membership Coordinator.

  • Maintains contact with appropriate staff members at International headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Trains her successor.

 

Team Coordinator

  • Responsible for overall successful leadership and management of the Region

  • Participates in development and delivery of administrative training plans and materials, especially in support of leadership development  

  • Trains new RMT members on protocol (i.e. confidentiality, accountability, meeting interaction, etc)

  • Develops and maintains regional job descriptions, in conjunction with RMT members.

  • Supports all RMT members and committees in regional staff appointments and development efforts

  • Appoints, directs, and oversees the activities of a Regional Bylaws and Rules Chair, who reviews and approves all Chapter Standing rules.  

  • Appoints, directs, and oversees a Regional Secretary who:

    • Maintains a complete record of regional meetings and activities.

    • Records and prepares minutes of all meetings of the Regional Management Team.

    • Distributes copies of minutes to members of the team, regional chapters and the Corporate Services Department at international headquarters.

  • Solicitation and identification of potential regional leaders.

  • Annually appoints a three member nominating committee.

  • Facilitates the meetings of the Regional Management Team.

  • Coordinates the agenda for Regional Management Team meetings with input from other team members.

  • Maintains the region’s long-range plan document.

  • Maintains the regional calendar.

  • Develops a support staff to assist in the implementation of her responsibilities such as chapter standing rules review and regional calendar.

  • Maintains contact with appropriate staff members at international headquarters.

  • Maintains comprehensive records and forwards materials to successor.

  • Appoints staff to assist in the implementation of responsibilities as needed.

  • Trains her successor.

 

Associate RMT Member

From time to time, our Regional Management teams seeks and encourages additonal Region 4 members to become Associate RMT members to aid the RMT in a variety of duties. These Associate RMT members may serve in a variety of capacities depending upon their interest and skill level. These one year terms are renewable annually.  The purpose of this Associate membership program is to ultimately create a broader base of administrative leaders with our region.

 

Regional Secretary

  • Maintain a complete record of regional meetings and activities.

  • Records and prepares minutes of all meetings of the Regional Management Team.

  • Distributes copies of miutes to members of the team and post on secure website.  

  • Prepares and post Summary of minutes to website for general membership review.