(revised and approved by IHS Advisory Council, September, 2009)
The positions of Regional Coordinator and Area Representative were created by the IHS to facilitate recruitment of new members and communication among current and potential members in defined areas. Generally, Regional Coordinators have larger service areas and slightly different roles in recruiting and supporting IHS members. Area Representatives serve smaller areas within regions, and are supported by and report to Regional Coordinators.
Area Representatives provide information and resources about the IHS, its activities, and other horn-related events to IHS members and other interested people in their regions. They should be proactive in promoting musical education as it relates to the horn (according to the IHS By-laws). They should aid the IHS by generating enthusiasm and camaraderie among horn players in their regions, with the aim of recruiting new members and retaining existing members. Area Representatives must maintain their IHS membership and be proactive in informing Regional Coordinators when they change mailing/email addresses.
Responsibilities:
- Facilitate active communication among IHS members and other interested parties in their area. This may be accomplished in many ways, including publishing (or recruiting volunteers to publish) area newsletters. It is expected that a minimum of two newsletters or general communication be published per year, and at least one, to be distributed by email or regular mail. Copies of newsletters or other communications should always be copied to the appropriate Regional Coordinator.
- Submit an annual report to the Regional Coordinator with a summary of activities and expenses, as outlined in this job description, over the past calendar year. Recommendations to the Advisory Council for any relevant actions for improvement may also be included. Deadlines regarding these reports will be communicated to Area Representatives by the Regional Coordinator and are usually fixed by the need to include Area activity reports in the Coordinator’s Report to the Advisory Council which meets at the annual International Horn Symposium each summer.
Suggested activities for Area Representatives to encourage member participation:
- Maintain (or recruit a volunteer to maintain) a website of current events in the area and other useful information, linking this to and from the IHS website and other relevant sites such as Facebook.
- Host, help organize, or support local and regional workshops, horn choirs, holiday performances, and other horn-related events.
- Involve volunteers and students.
- Encourage members and others to attend IHS events.
- Encourage students to participate in the IHS contests and scholarship programs.
- Share news from the area with the Coordinator and The Horn Call News Editor.
- Request updated membership lists from the Executive Secretary and follow up with those who have let their membership lapse. Provide a summary of feedback received from lapsed members in the Area Representative’s annual report to the coordinator (while respecting the anonymity of the lapsed member).
Communications from Regional Coordinators:
Once confirmed in the role, Area Representatives should receive from the Coordinator:
- A copy of the IHS Executive Secretary's explanation of how to submit Expense Reports and the expenses that can be reimbursed.
- A list of the Area Representatives in the country (US and Canada) or region (Europe and Asia).
- Information regarding relevant IHS concerns, actions, and events.
- Directions on how to access member information from the IHS website.
Review of Area Representatives:
Regional Coordinators review the Area Representatives' annual reports. If Area Representatives do not meet their responsibilities, the Coordinator can offer suggestions. If problems continue, Area Representatives can be put on notice that they may be asked to step down. If, after being put on notice, the level of effort and activity does not improve, the Coordinator may ask Area Representatives to resign.