Voices Unite Calgary

Executive Planning Council

 

We are currently looking for individuals willing to donate their time and skills to form an Executive Planning Council to help bid for the rights to host this world class event in Calgary.

 

If you or someone you know is interested in stepping forward to assist us please contact us at voicesunitecalgary@shaw.ca today.

 

Executive Director

The Executive Director presides over meetings, proposes policies and practices

Chairs meetings according to accepted rules of order for the purposes of encouraging all members to participate in discussion and are arriving at decisions in an orderly, timely and democratic manner

Acts as the main point of contact with Interkultur

Until Government Representatives are appointed acts as main point of contact to government groups

Acts as a signatory on all financial matters

Sits as an ex-officio member on committees.

In this role the Executive Director is to serve as a voting member of the committee; negotiate reporting schedules; identify problems and assist the committee chairperson to resolve them, and if necessary, to bring them to the attention of the Executive Council.

Serves as a tie breaker vote for Executive votes

Spearheads the movement and encourages the council.

 

-Position Held-

 

Assistance Director

Working closely with the executive director in coordinating organization activities.

Presiding over team meetings and business during the president's absence.

Assuming all duties of the Executive director in the event the president cannot

Sits as a ex-Officio member on committees

Watch over the committee system and assist committee members with grievances

Collect all of the monthly reports of the committees and submit them to the Executive administrative Assistant.

 

Administrative Assistant

Maintains detail records of all Council meetings

Responsible for obtaining and keeping copies of all committee records and documents.

Mails out minutes to all council members

Proofs all documentation before it is submitted to the public.

 

Treasurer

Bank account maintenance – Selecting a bank, signing checks, and investing excess funds wisely

Financial transaction oversight – Being knowledgeable about who has access to the organization’s funds, and any outstanding bills or debts owed, as well as developing systems for keeping cash flow manageable

Budgets – Developing the annual budget as well as comparing the actual revenues and expenses incurred against the budget

Financial Policies – Overseeing the development and observation of the organization's financial policies

Reports – Keeping the board regularly informed of key financial events, trends, concerns, and assessment of fiscal health in addition to completing required financial reporting forms in a timely fashion and making these forms available to the board

Acts as a signatory on all financial matters

Finance Committee – Serving as Chair of the Finance Committee

Works in tandem with the Fundraising Coordinator

 

Community Liaison

Communicates with community associations and groups

Responsible for raising awareness of the World Choir Games to the public

Chairs the Community Outreach group

 

Choral Liaison

Communicates with Coral and other musical associations

Responsible for raising awareness of the World Choir Games to these groups

Chairs the Choral Outreach group

 

Corporate Liaison

Communicates with Corporate Identities

Responsible for raising awareness of the World Choir Games to these groups

Chairs the Corporate Outreach group

 

Communication Liaison

Responsible for all Media Communications

Oversees the Social Media and Website Presence

Oversees any advertising and print media

 

Volunteer Coordinator

They may coordinate and schedule volunteers on an ongoing basis or organize single events.

They must also keep existing volunteers informed via newsletters or other communications.

They may reach out to established volunteers or seek new help using various marketing tools, including volunteer databases, e-mail letters, and outreach events.

Develops partnerships with multiple agencies from different sectors to establish a good working relationship with them

Keeping the Executive aware of the volunteers’ functions and roles

Chairs the Volunteer Committee

 

Fundraising Coordinator

Manage fundraising events by coordinating with several key people and third party organizations to participate in the actual event.

Helps in obtaining the necessary funds that will be used to fund the Calgary World Choir Game Bid.

Manage resources that were obtained from participants and other clients.

Works in tandem with the Treasurer

Chairs the Fundraising Committee

 

Logistics Coordinator

Locates event facilities and ensure they meet World Choir Game needs and standards

Keeps detail records of facilities and suppliers both for promotional uses (ie Fundraising events) and World Choir Game Event Use

Is responsible for negotiating the contracts for World Choir Game and related event use

 

Government Representatives

Federal Rep

Provincial Rep

City Rep

Tourism Calgary Rep

 

Committees

Volunteer Committee

Corporate Outreach Committee

Fundraising Committees

Community Outreach Committee

Logistics Committee

Choral Outreach Committee

 

Details on each of these committees will be finalized by the Executive Planning Council.