HAAC Board – Coordinator Descriptions

 

 General Coordinator:

Duties:
1. To support and assist with any events, and tasks associated with any other specific coordinators.
2. To multitask and float between different coordinating positions.
3. To learn specific job functions within the board of directors, so that you can fill in wherever you’re
needed.

 

 Visual Arts Coordinator:

Duties:
1. To seek out and help promote and provide support for people with a talent for visual arts.
2. To be an advocate on behalf of visual artists and other visual arts resources to the Council.
3. To report on various visual arts events such as but not limited to any Gallery coordinated by the Arts
Council to the Council in general, or the public but also to specific board members such as a media
coordinator as matters pertain to adverts and a purchasing agent with regard to attaining resources if
applicable. You may also be required to keep an updated calendar of events throughout a 12 month cycle.
Including gallery receptions and provide dates, times, resources, etc. and help to invite the public.
4. To contract artists through the use of show applications designed to collect contact info and provide
guidelines to artists for various shows.
4.1. The Visual arts coordinator must keep applications current. If the owner of a gallery coordinated by the
Council wishes to stipulate a new rule the Visual Arts coordinator is responsible to update the show
application and to inform the artist of the new rule.
5. The Visual Arts coordinator will be responsible to deliver information regarding any and all visual arts
events to the Council at regular times and upon request by an officer or other board member of the Council.
6. The Visual Arts Coordinator may be required to lift heavy objects at times.
7. The Visual Arts Coordinator may be required to assign a council representative to receptions when it’s
inconvenient or impractical for the regular member to attend the event.
8. The Visual Arts Coordinator will be required to keep an index of visual artists by medium, name, and
contact info. To be shared with the council as required, or in a requested manner by an officer of the council
board. This index will be considered archival data to be maintained by the Council, so records will either
need to be periodically uploaded, or kept on a flash drive or other storage device owned by the council.
This data is not to be primarily kept at home on someone’s’ personal computer or in a series of emails.

 

Event Coordinator:

Main Duties:

1. To write plans for Arts Council events specifying all important details major and minor
and be able to articulate verbally the written concept.
2. To recruit help from board directors, members, and community and to help execute
stated plans.
As Event Coordinator you may have several events being planned simultaneously, therefore
you must advise the council as stated above when it‘s necessary to appoint an event committee leader to
handle some of the responsibilities.
If you fail to appoint an event committee leader the council may deem it necessary and appoint one
for you after a written plan has been drawn up. As event coordinator you will be responsible to delegate
tasks to the committee leader.
3. To collect historical data about the events, and generate a short written summary
detailing what resources were used, including human, monetary, signage, adverts, and
space.
If an event plan is already written the Event Coordinator is responsible to review and update the a past event
plan and bring it current with any new information and share that information with the council. For example
if in the year 2014 the event “ABC” was held at the park, and is now being held at the Museum you must
keep an achieved version of the event plan and create an updated version of the plan including the new
location and or time etc. before the plan is submitted to the other council coordinators, board members, and
the community.
4. To seek out and contact the owners of venues for events and be able explain what the
event is, and work with them to find mutually beneficial dates, times, and advertising.
5. To provide written or verbal reports to the Council during any and all phases of events
when goals are met, help is needed, or when requested by an officer or director of the
council.
6. To be able to delegate responsibilities to willing and capable board members, and
community members in a kind and thoughtful manner.

 

Media Coordinator:

Duties:
1. To seek information about the arts in the area and help promote and provide support for The Hornell
Area Arts Council.
2. To be an advocate on behalf of all local artists and provide information to the Council and to the public
regarding current and future events, talent, and the Council.
3. To report on various Performing Arts events coordinated by the Arts Council and other support groups in
the area. As media coordinator you may also be required to provide information for or keep an updated
calendar of events throughout a 12 month cycle. Including shows and provide dates, times, resources, etc.
and help to invite the public to these events.
5. The Media coordinator will be responsible to deliver information regarding any and all Arts events to the
Council at regular times and upon request by an officer or other board member of the Council.
6. The Media Coordinator may be required to assign a council representative to shows or rehearsals when
it’s inconvenient or impractical for the regular member to attend the event in order to get photos and other
useful records of the event to show the value of the event to future the participants, the Council and the
public.
7. You may also be required to perform other duties as needed, and as requested by the Council board, and
Officers.

 

Membership Coordinator:
Duties:
1. To provide information to the public, private arts organizations, and current members about the arts
Council with the goal of expanding membership.
2. Provide and keep current membership applications for perspective new members and event participants.
2. To collect information about the specific number of members and report those figures to the council at
regular times and upon request from an officer of the board.
3. To create ways to make membership more exciting and provide what members want, working closely
with the arts community, the board, and the Council Public relations coordinator.
4. To assist with events, and provide regular back up and support for coordinators and work very closely
everyone inside and outside the Council to help forge new memberships and create a thriving arts council
that members can be proud of.
5. To create a way for members to show that they belong to the Hornell Area Arts Council, could be a
button, or a pin, or a card you keep in your wallet, but something to identify that person as a member, and
be responsible to maintain the symbol and update as needed.
Note: accept for emeritus members all other symbolic membership identifiers must have at least the year
stamped on it, so that it cannot be used once it’s expired.

 

Performing Arts Coordinator:
Duties:
1. To seek out and help promote and provide support for people with a talent for performing arts.
2. To be an advocate on behalf of Performing artists and other Performing Arts resources to the Council and
to the public.
3. To report on various Performing Arts events coordinated by the Arts Council to the Council in general, or
the public but also to specific board members such as a media coordinator as matters pertain to adverts and
a purchasing agent with regard to attaining resources if applicable. You may also be required to keep an
updated calendar of events throughout a 12 month cycle. Including shows and provide dates, times,
resources, etc. and help to invite the public to these events.
4. To contract artists through the use of show applications designed to collect contact info and provide
guidelines to artists for various shows.
4.1. The Performing Arts coordinator must keep applications current. If the owner of a auditorium
coordinated by the Council wishes to stipulate a new rule the Performing Arts coordinator is responsible to
update the show application and to inform the artist of the new rule.
5. The Performing Arts coordinator will be responsible to deliver information regarding any and all
Performing Arts events to the Council at regular times and upon request by an officer or other board
member of the Council.
6. The Performing Arts Coordinator may be required to assign a council representative to shows or
rehearsals when it’s inconvenient or impractical for the regular member to attend the event.
7. The Performing Arts Coordinator will be required to keep an index of performing artists by talent name,
and contact info. To be shared with the council as required, or in a requested manner by an officer of the
council board. This index will be considered archival data to be maintained by the Council, so records will
either need to be periodically uploaded, or kept on a flash drive or other storage device owned by the
council. This data is not to be primarily kept at home on someone’s’ personal computer or in a series of
emails.
8. You may also be required to provide tickets for shows to the public, and help advertise tickets to events.

 

Public Relations Coordinator:
Duties:
1. To provide information to the Council about our presence in the community at large.
2. To foster a healthy and growing relationship with the public.
3. To collect data on people’s opinions administer poles, and surveys as requested by the Council.
4. To assist with events, and provide regular back up and support for coordinators and work very closely
everyone inside and outside the Council to help form opinions and create a thoughtful measured path
forward.

 

 

 Purchasing Coordinator:
Duties:
1. As Purchasing coordinator you will need to take requests for material and services for the operations of
the Council and its corresponding events.
2. In order to be considered for this position you must have no prior felonies on your record, or a known
history of theft or unlawful business practices.
In addition you must be able to provide the following:
 Valid Drivers license or ID card issued by the State of New York.
 Social Security Card
 List of references
3. You will need to be able to record data on expenditures in comprehensive detail showing exactly what
funds were used and where they were allocated. These records shall be kept as the board sees fit. You may
be asked to keep a thumb drive with all of the information recorded on it so that it can be downloaded
periodically to a secure data storage location.
4. You will be asked to provide reports on expenditures at regular intervals and upon request by the board
of directors.
5. You may also be asked to research items periodically and provide recommendations to the board on
material purchases in a particular format: via emails, print outs etc