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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.