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Volunteer in 2012

SCYO is run by parent volunteers, but community members are welcome to join in the fun. Get to know fellow music lovers, get a great sense of accomplishment, and pick up some new skills along the way.  

The response to calls for nominations has been enthusiastic.  Nominees are listed below. There are still more opportunities available, listed here.

Contents

  1. 1 Committee positions
    1. 1.1 President
    2. 1.2 Vice President (2 positions)
    3. 1.3 Treasurer
    4. 1.4 Secretary - Minutes
    5. 1.5 Secretary - Mail
  2. 2 Events / Public relations positions
    1. 2.1 Events co-ordinators (1 or more - can be split or per event)
    2. 2.2 Public Relations officers (1 or more - can be split)
  3. 3 Group managers and librarians
    1. 3.1 Group Manager
    2. 3.2 Group Librarian
  4. 4 Regular weekly volunteer positions
    1. 4.1 Cashier
    2. 4.2 Bookkeeping
    3. 4.3 Rehearsal Venue Manager / Unlock
    4. 4.4 Rehearsal Venue Officer / Lockup
    5. 4.5 Catering co-ordinators (1 or more)
    6. 4.6 Uniform Officer
    7. 4.7 First Aid Officer
  5. 5 Non-weekly commitment
    1. 5.1 Member communications
    2. 5.2 Instrument and equipment officer
    3. 5.3 Print liaison and archive officers
    4. 5.4 Photographers/Videographers
    5. 5.5 Enrolments Officer
    6. 5.6 Storing Trailer
    7. 5.7 Driving/packing Trailer
  6. 6 Occasional jobs


Committee positions


 Executive Committee positions must be filled at the AGM or SCYO cannot operate legally. Executive committee hold monthly meeting to meet SCYO constitutional requirements and operate effectively. 

President

Responsibilities:

  • Provides leadership, advice, and long-term planning
  • Delegates tasks and assists SCYO volunteers to ensure everyone is happy, knows what their job involves and that tasks are completed on time to ensure SCYO activities run smoothly
  • Works with the Director of Music and conductors to make sure they have the resources and support to carry out their music responsibilities and acts as the initial contact with the Director of Music on all musical matters
  • Organise and attend monthly SCYO committee meetings
  • Attend MCSHS/SCYO liaison and planning meetings
  • Organising and updating the operations manual or other documents
  • Assist Vice President co-ordinators with long term planning and events
Good if you:  Like to plan, can delegate, and have good people skills
Time commitment: Steady throughout the year, depending on how much you can delegate, but it’s worth it.

Nomination: Barry Dale


Vice President (2 positions)

Responsibilities:
  • Assist the president with duties as listed above
  • May take on a specific roles, such as events coordinator, volunteer co-ordinator, membership officer
Good if you:  Like to plan, can delegate, and have good people skills
Minimum time commitment: One monthly meeting, and sometimes time during the week during terms.

Nomination: Hugh Fox, Jocelyn Walker, Cas Curchill, Natasha Wicks

Treasurer


Responsibilities:

  • Annual budget preparation, account keeping and finance reporting for regular committee meetings and auditing purposes.
Good if you:  Have experience with management accounting and can spare a few hours each week during terms
Minimum time commitment: One monthly meeting, and sometimes time during the week during terms.

Nomination: Katina Cuba 

Secretary - Minutes


Responsibilities:
  • Circulates agenda to committee before monthly meetings
  • Take the minutes for the meeting
  • Print minutes for proper record keeping
We are currently using the resources at mycommittee.com, which makes it an easy job to compile the agenda and minutes.  

Good if you: Like to keep up with what’s going on, are organised, and can write well.
Minimum time commitment: One monthly meeting, and a little time to distribute minutes.

Nominations: Fiona Towler, Dom Towler

Secretary - Mail

Responsibilities:
  • Collect mail, automatically redirected to your home address from the Post Office box. 
  • Process the mail – distributing, keeping a record of incoming mail, action required, by whom and action completed record sheet. 
  • Prepare and send written response to letters received by the committee 
Good if you: Have some time (about an hour) during the week, are organized, and can write well.
Minimum time commitment: One monthly meeting, and about an hour or less a week.

Nominations: Tui Hendry

Events / Public relations positions


Occasional commitment 

These positions are required to forward plan events and promote SCYO. A rebate of $25 is offered towards fees. 

Events co-ordinators (1 or more - can be split or per event)

Responsibilities:
  • Planning and co-ordination of events with the Director of Music
  • Organization of venue booking
  • Recruiting volunteers and delegating jobs to volunteers: supervision, setup, stage management, catering, transport, programs and advertising, Master of Ceremonies.

Good if you: like planning events and making them happen. It would suite someone who has some time during the week. You can co-ordinate one or more events, and you don’t necessarily need to attend every rehearsal.
Assisted by: The Music Director, executive committee, group managers, publicity coordinator.
Minimum time commitment: It depends. You would need to spend some time during the week. You can co-ordinate one or more events, and you don’t necessarily need to attend every rehearsal. Planning, especially venue booking, needs to be done well in advance. 
Annual events include camp, Mothers' Day Concert, Gala Concert.

Nominations: Denise Dale (more welcome)

Public Relations officers (1 or more - can be split)

Responsibilities:
  • Work with the Music Director and the Executive Committee to raise the profile of SCYO
  • Delegate people to write articles, create posters and other promotional material
  • Liaise with media to arrange coverage
  • Liaise with the radio stations and television stations and line up interviews
  • Liaise with schools and other organisations
  • Assist Enrolments Officer with publicity for auditions and open night
  • Organizing the placement of posters in music shops and other locations

Good if you: Understand what SCYO is about and have an interest in the media or PR.
Minimum time commitment: It depends. You would need to spend some time during the week for at least part of a term. You can choose an area to work in if you want a more specific role.

Nominations: Kylie Gretener (more welcome)

Group managers and librarians


Weekly full time attendance commitment 

These positions require attendance at rehearsals and events, and possibly other times. A rebate of $25 is offered towards fees. 

Group Manager

4-5 Positions (depending on final groups)
  
Responsibilities:

  • Take the weekly roll
  • General duty of care – looking after members, and supervising at rehearsal and events
  • First point of contact for parents
  • Conductor's "right-hand" person
  • Liaison between parents, conductors, and committee
  • Gather program information prior to events.
  • Assist the Group Librarian
Good if you: are a good verbal communicator and like to get to know people
Minimum time commitment: Mostly during rehearsals and at events. Occasionally some other times. Option to attend committee or planning meetings.

Youth Symphony:    Nomination: Katusha Smith
Symphony Strings:  Nomination: Denise Dale
Sinfonia Strings:     Nomination: Andre Boland
Amati Strings:    Nomination: Nicole Juric
Wind Ensemble:     Nomination: Ann Pagomenus

Group Librarian

4 Positions
  
Responsibilities:

  • Assist the conductor with placement of new music in the group’s folders for rehearsals
  • Organise practise music
  • Ordering and purchasing new music on conductors request, as approved by executive committee. Adding music to database and filing.
  • Organise the set up of rehearsal space
  • Set up music and assist the stage manager at events
  • Assist the Group Manager
Good if you: like to be involved with music and are well organised.
Minimum time commitment: Mostly during rehearsals and at events. Occasionally some other times. Option to attend committee or planning meetings.

Youth Symphony:    Nomination: Jocelyn Walker
Symphony Strings:  Nomination: Jocelyn Walker
Sinfonia Strings:     Nomination: Jayne Carrington
Amati Strings:    Nomination:  Cecily Rose
Wind Ensemble:     Nomination: Suzanne Sholten

Regular weekly volunteer positions


Weekly full time attendance commitment

These positions require attendance at rehearsals and events, and possibly other times.  A rebate of $25 is offered towards fees.

Cashier

 
Responsibilities:
  • Accepting payments from members and issuing of receipts
  • Banking (Suncorp)
  • Providing the treasurer with a summarised list of banking.
  • Overseeing sales counter at events
  • Assisting the Treasurer
Good if you: can attend most SCYO rehearsal nights, at least in first term, because there are often some receipts taken and some payments to be made.
Minimum time commitment: Some time during rehearsal, mostly at the start of the year when fees are being collected.

Nominations: Terry Lever

Bookkeeping

  
Responsibilities:
  • Processing Invoices, Credits
  • Entering bills
  • Debtors & Creditors
  • Working with the Cashier, and assisting the Treasurer
Good if you: have QuickBooks Enterprise Online experience, and a very good understanding of bookkeeping using chart of accounts and items. 

Nominations: Cecily Rose
 

Rehearsal Venue Manager / Unlock

  
Responsibilities:

  • Unlocking buildings at least 15 minutes before the earliest rehearsal start time. Keeping an eye on any musicians that arrive before their group manager or music librarian. 
  • Collect 2 sets of keys from MCSHS at the beginning of the year and return them at the end of the year. 
  • Attend MCSHS/SCYO liaison and planning meetings. Negotiate and sort out any relocations of rehearsals when school use of Performing Arts occurs and use of extra spaces for tutorials, group photos. Ensure annual lease agreement is completed, a copy of the Public liability policy is provided to MCSHS and be the liaison contact between the school and committee should any issues arise. 
  • Reports any issues to the president/committee. 
Good if you: Can be at rehearsals early. Ideally you live within 5-10 minutes drive of MCSHS.
Minimum time commitment: About 15 minutes before rehearsal.

Nominations:

Rehearsal Venue Officer / Lockup

  
Responsibilities:
  • At the end of rehearsals checking that all windows, louvres and doors are correctly locked and that fans, lights and jug are turned off, storage cupboard is locked, all rubbish has been removed and any lost property returned or stored in the storage cupboard for collection the following week. Setting the building alarms and locking the front gates of the school on departure. If needed, waiting with children until their parents arrive (group managers and librarians also assist with this)
  • Reports any issues to the Rehearsal Venue Manager.
Good if you: Can be at rehearsals and be onsite at the end of rehearsals. Ideally you live within 5-10 minutes drive of MCSHS.
Minimum time commitment: About 15 minutes after rehearsal.

Nominations: Alex Cree

Catering co-ordinators (1 or more)

Responsibilities can include:

  • Organise food/drink options for rehearsal nights 
  • Organise food options for events
  • Organise tea / coffee supplies made available for parents in music block kitchenette on rehearsal nights 
  • Check area is being kept clean and all equipment is packed away in the cupboard at the end of the evening

Note: You will be refunded any supplies purchased. This could be shared by several parents.
Good if you: Like to socialise.
Minimum time commitment: Time during rehearsals or events, depending on how many volunteers join in. Some time outside of rehearsals to organise supplies if necessary.

Nominations:

Uniform Officer

  
Responsibilities:
  • Selling uniforms - Most work is done at the start of the year. Small numbers of uniforms are also bought just before a concert.
  • Keep track of stock levels and organising replacement stock (we have a uniform supplier, so this is not a big job and its usually only done once a year).
  • Ensuring there are spare uniforms at concerts (just in case ties/pins are forgotten or the wrong shirt is worn).  Lending and returning spares to SCYO.
Good if you: Have some time at the beginning of the year, and can be available at other times.
Minimum time commitment: During rehearsals, mostly at the start, and mostly at the beginning of the year.

Nominations: Katina Cuba, Dina Stavrou
 

First Aid Officer

  
Responsibilities:
  • Available at all rehearsals and events to administer first aid (must be trained)
  • Ensure everyone knows you are the first aid officer and where to find you
  • Take first aid kit to events
Good if you:  Are trained, or would like to be trained, in first aid and attend rehearsals
Note: It is possible that we could have one officer for each group.
Minimum time commitment: Apart from being available at rehearsals and events, hopefully none.

Nominations: Katusha Smith, Terry Lever


Non-weekly commitment

These positions requires commitment at events or at other times through the year. You do not necessarily need to be at every rehearsal.  The duties are negotiable and can be shared.

Resources and help is always available. These positions offer a great learning opportunity. A rebate of $25 is offered towards fees. 

 

Member communications

  
Responsibilities:
  • Keep members informed by composing and sending e-mail updates, text messages, social media, carrier pigeons, or other forms of communication
  • Print out handouts if necessary
  • Liaise with Music Director, committee and Group Managers to get information 
Good if you: are a social butterfly and are not afraid of technology.
Minimum time commitment: About an hour a week during terms.

Nominations:

Instrument and equipment officer

 
Responsibilities:
  • Maintain a database from existing SCYO records of all SCYO instruments and equipment.
  • Do a stock-take and ensure all SCYO items are suitably labelled.
  • Manage the instrument loan record keeping
  • Ensure instruments are serviced by the user at an SCYO approved outlet.
  • Organise and keep track of SCYO property and archives
Good if you: like to work on projects
Minimum time commitment: Some time getting organised at the start of the year, then keeping track of items.

Nominations:

Print liaison and archive officers

 
Responsibilities can include:
  • Archive concert programs, tickets, newspaper articles, photos
  • Sort and retrieve archived material
  • Assist in sourcing material for promotions or record keeping
  • Once a month, read the counter on the photocopier and email or phone the information to Berwick’s. Berwicks sends an email reminder between 15th -20th of each month
  • Keep a check on A4 paper use and restock when low
  • Assist with concert programs
  • Obtain quotes and deliver material to printers (Snap Printing), then collect when finished
Good if you: like to work on projects.
Minimum time commitment: Some time getting organised at the start of the year, then occasionally.

Nominations:

Photographers/Videographers

  
Responsibilities:
  • Take photographs or video at SCYO events
  • Manage image files and select for publishing or archival
  • Upload photographs or video to website, Picassa (online storage) or social media.
Good if you: Have a flair for photography and love to see your work appreciated.
Minimum time commitment: Some time during events and processing/uploading afterwards.

Nominations: Julianne Kershaw




Enrolments Officer

  
Responsibilities:
  • Handles enrolment enquiries
  • Send out audition packages to schools
  • Assist Director of Music in organising auditions
  • Send out acceptance letters and enrolment packages
  • Set up online registration form and maintain enrolment records on database using system already in place and generate attendance rolls for librarians
Good if you: Like to work with people and a well-developed system.
Minimum time commitment : Some time (it varies) at the start and end of the year,  with not much to do in between.

Nominations:

Storing Trailer

  
Responsibilities:
  • Make sure SCYO trailer is registered, roadworthy and available at any time.
  • Trailer is kept clean, tidy and dry inside.
  • Be there when trailer is picked up and dropped off.
Good if you: live close to Mountain Creek State High School, and have the space for a large double axle trailer. 
Minimum time commitment: Just the time it takes to do the above tasks

Nominations:

Driving/packing Trailer

Rebate $50.00/per event within the Sunshine Coast to cover costs.
  
Responsibilities:
  • Pick up the SCYO trailer and take it to the MCSHS to load instruments and gear
  • Drive the trailer to an event on the Sunshine Coast
  • Be there at the end of the event to return gear to MCSHS and then return trailer.
We are looking for a list of people to call on.
Good if you: have got a v6 vehicle with a tow bar. 
Minimum time commitment: Half an hour to an hour before and after events.

Nominations:



Occasional jobs

Help is always required and welcome. The time depends on your availability. There’s no minimum time commitment so we cannot offer rebates for these. Jobs can include:
  • Publicity
    • Write articles for local newspapers
    • Contact local newspapers
    • Liaise with radio stations
    • Radio / TV interviews
    • Liaise with schools or other organisations
    • Place notices in newsletters
    • Distribute newsletters or posters
    • Write/edit/design newsletter to promote SCYO
  • Assist with archives, printing, instruments or equipment
  • Concert Programs
    • Design programs, posters and flyers for concerts.
  • Uniform shop assistants
    • Assist with uniform sales at busy times and checking uniforms are worn correctly at performances
  • Event volunteers
    • Assist with general setup or catering or sales or ushering at events
    • Stage managers
  • Rehearsal volunteers
    • Help with setup and take down of rehearsal space
    • Other assistance as required from time to time
  • Catering volunteers
    • Help catering co-ordinators
Nominations: Margaret Coglan, Katina Cuba, Cas Churchill, Natasha Wicks

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