Updated Constitution July 2016

Cwmdare Voices Updated Constitution July 2016

Choir constitution, formation document, rules and regulations 

  1. Name;

The choir shall be known as Cwmdare Voices Male Voice Choir and hereafter called ‘the choir’. The choir shall not be known by any other name, neither will it have an affiliation to any political organisation

 

  1. Rehearsal;

The choir shall normally rehearse weekly on a Tuesday night. The regular time for rehearsal session is to be from 7.30pm to 9.15pm. The choir shall meet at Cwmdare Miners Welfare Club situated in Cwmdare. In the event of this venue being unavailable then arrangements will be made to relocate or alter timings.

If a change has to be made then the Secretary or a nominated person will contact all members by telephone/text/email to provide an update.

  1. Equality

The choir shall be committed to equality in all its functioning, both internal and external. It will actively seek to act and campaign against discrimination on the grounds of sex, sexual orientation or gender identity, age, race, nationality, ethnic heritage or cultural origin, disability, religion or belief or any other aspect of identity which can lead to discrimination.

  1. Aims and objects;

The choir has been established to meet the following objectives: – To learn and perform music to enjoy and share with others. – To encourage participation from all members past or present. – To perform publicly for the purposes of entertainment and education. – To perform at community events and functions that support local and national charities – To promote choral singing to the general public through concerts, street singing and other events. – To learn diverse choral songs, hymns and all other music in a community atmosphere and to maintain the enjoyment of music making.

  1. Membership;

Membership is open to anyone sharing the values of the choir and members will be encouraged to attend a majority of rehearsals. Members are asked to be proactive in encouraging others to join us and in promoting the objects and aims of the choir.

 

  1. Membership fees;

The membership fee will be based on the choice of payments:

All cheque payments shall be paid to the treasurer or the vice treasurer during rehearsals.

(*) Amount of membership subscription is determined at the AGM.

 

  1. Attendance;

Members are asked to attend at both rehearsal and public performance during the year as often as they can. If you are unable to attend a rehearsal and/or performance then members are asked to let the MD or Secretary know in advance. For a new chorister to become a full member of the choir and receive our allocated clothing at a reduced rate, they must pay at least 6 months of their membership costs and keep regular rehearsal attendance for at least 3 months. This will ensure continuity within the different sections of the choir and enable the new chorister to familiarise themselves with the songs.

 

  1. Choir management

 

The choir shall be the responsibility of the Musical Director and organising committee. The committee will ensure the choir is managed in a democratic way, and all committee members shall take collective responsibility for the decisions made at a meeting of the committee or subcommittee.

 

The committee shall regularly consist of:

If any honorary officer decides to resign after their completed term of office a Co-Honorary officer should be appointed 12 months prior to their resignation enabling continuity of the standards set by the committee.

The newly elected Co-Honorary officer should fully participate in all choir duties supporting the current Honorary Officer tasks for their remaining 12 months of office.

Members can be co-opted into roles such as press officer, website co-ordinator and uniform co-ordinator as necessary. The committee can also co-opt sub committees from time to time to take on specific tasks such as the organising of fundraising ventures.

  1. Term of office;

In order to maintain a sense of continuity, all officers (except Musical Director and Pianist) shall serve for a period of two years in the first instance but be eligible for re-election in subsequent years.

  1. Areas of responsibility

Musical Director – The Musical Director (or MD) shall have responsibility for the musical direction of the choir. The MD shall be appointed for their values, professionalism in music and choral production, and performance. The MD shall oversee all choir tuition, stage presentation and concert management, as well as other choral activities. The MD will be paid £20.00 per week for his tuition, with an additional £20.00 for all arranged concerts. The MD will also encourage members of the choir to contribute expertise and songs and assist the musical development of choir members. The MD shall consult with the honorary officers of the committee and liaise with them in decision making.

Pianist – The Pianist shall liaise with the Musical Director and assist in the professionalism of music, choral production, and performance. The Pianist will be paid £20.00 per week for his work, with an additional £20.00 for all arranged concerts.

Co-Chairpersons– The role of the Co-chairs is an honorary position appointed from the membership of the choir. The co-chairs must be of good standing and promote the interests of the choir. They shall, jointly, be the official ‘spokespersons’ of the choir in consultation with the MD. The co-chairs (or one of them) will preside at meetings of the committee and sub committees (where possible) and direct members through the agenda and maintain good order in all choir proceedings. They will oversee the democratic decision-making of the choir. The co-chairs will also encourage the active participation of everyone in fundraising and social activities of the choir.

Secretary – The Secretary is an honorary position to be appointed from the membership of the choir. The duty of the Secretary is to be a point of contact for the public and also to take and record minutes of all choir meetings. The Secretary will notify committee members of meetings and also provide them with notice of agenda. The Secretary will notify choir members of rehearsals and singing events. The Secretary will also write communications on behalf of the choir. The Secretary will assist in the production and copying of sheet music and song sheets.

Treasurer – The Treasurer is an honorary position, appointed from the membership of the choir. It is the responsibility of the treasurer to keep the accounts up to date and in good order; to pay invoices promptly and to form a good professional relationship with funders. The Treasurer must keep the committee informed of the financial position of the organisation.

  1. Role of the committee;

The committee has the responsibility to ensure the organisation meets its aims and objects and that members observe the constitution. The committee will also receive the accounts of the choir and decide on fundraising actions and policy. The committee will ensure that activities are carried out and decisions are made in a democratic way and in the best interests of the choir. If necessary, the committee can organise sub-committees to take on specific tasks such as finance or fundraising or the organising of a specific event. No member of the committee shall exercise their right to power for the adverse affect of the choir.

 

 

  1. Meetings of the committee;

The committee shall meet to discuss choir business and finance every first Monday of the calendar month. However the committee can meet as often as required and a meeting can be called at any time by the Secretary, Chair or the Musical Director.

 

  1. Annual General Meeting (AGM);

The AGM shall normally be held on a Friday night in early July of each year. The purpose of the AGM shall be to:

– Elect a new honorary officers (or to re-elect) – To receive the report from the Musical Director – To receive the statement of accounts from the Treasurer – To receive the report from the choir chairperson(s) – To decide the amount of  membership subscription

Matters can be debated at the AGM after prior notice has been given in writing to the choir Secretary at least seven days prior to the meeting.

  1. Extraordinary General Meetings (EGM);

An EGM can be called at any time provided the request has been made in writing- proposed and seconded. At least seven days’ notice has to be given for any motion to be raised at an EGM.

  1. Member code of conduct and attire;

Each member of the choir shall conduct himself in keeping with the expected standards as stated by the Musical Director and as laid down in the choir constitution, rules and regulations. Members shall attire in accordance with the dress policy of the choir for choir performances. The uniform of the choir shall normally be a black dinner suit, black shoes, white shirt and black dickie bow. For casual dress code collared Cwmdare Voices shirts or t-shirts should be worn.

Members are asked not to be under the influence of drink or drugs at a rehearsal or public performance. There will be strictly a no drinking policy when preforming. Any member thought to be so may not be permitted to participate.

When engaged in choir business no member shall take it upon herself to make any official complaint to the hiring organisation. If a member has a concern or grievance with the booking agent or venue then the member will bring the issue to the attention of choir secretary who will bring the matter before the committee for consideration.

 

  1. Public performances;

All members of the choir should engage in a ‘sense of occasion’ and conduct themselves in a manner fitting to the occasion at all times.

 

  1. Medication issues;

Members required taking regular preventative medication (e.g. for epilepsy or diabetes) MUST inform the Secretary and also must ensure that this medication is up to date and taken as necessary prior to performance. Anyone on medication is expected to take sufficient care of their own welfare.

  1. Health and safety;

Members have a duty of care for themselves and others affected by their actions. Members will always be notified of H&S issues at a performance venue and advised accordingly. The choir will not be held liable for any injury, however caused arriving preforming or leaving the performance venue. If a member has a health and safety issue with a venue then they must speak with the Honorary Officer present. Health and safety matters will be dealt with by a member of the choir committee, and should not be dealt with individually by a member of the choir.

  1. Public engagement and fees

Requests for performances should be directed to the Choir Secretary who shall seek authorisation from the committee and Musical Director.

The choir may perform public concerts in order to fund raise for agreed causes, organisations or for choir funding. The minimum fee for hiring the choir shall be £200.00. If a member of the choir or close family of the choir member requests a performance by the choir they will not be charged the full hire amount, but a donation will be requested and paid into the choir fund.   The choir will attempt to support sister organisations that share our ethos by performing at events at no charge. Fees and donations should be paid to the choir treasurer by the organising body.

  1. Issue and use of choral music;

Members will be normally issued music which is paid for out of the weekly membership fees, but a contribution may be required from time to time.

  1. Social activity;

The social aspect of the choir is to be encouraged wherever possible. The choir as an organisation is to nurture a friendly atmosphere and social meetings are to be encouraged. In addition, choir trips can be organised. Members will be asked to pay towards the cost of such trips.

 

  1. Honorary Patrons and Patrons

It will be the decision of the committee members through interaction of the choir members to select Honorary Patrons and Patrons of the choir. Each person selected will be notified in writing

An Honorary Patron will be expected to promote and support the choir and will be given privileges such as free admission to concerts and invitations to an exclusive Patrons night held at least once every 12 months.

A Patron will be expected to promote and support the choir and will be given privileges such as reduced admission to concerts and invited to an exclusive Patrons night held at least once every 12 months.

 

  1. Massed choral participation;

From time to time the choir may be asked to participate in combined concerts or massed choral events. Participation at such an event is subject to the consent of the Musical Director and this decision will be taken in light of our diary and financial position.

 

  1. Fundraising;

The committee will arrange a number of fundraising events during the year and members of the choir are expected to support as many of these events as possible.

 

  1. Winding up the organisation;

In the unlikely event of winding up the organisation any revenue after debtors will be distributed to organisations in Cwmdare with the same or similar objectives as Cwmdare Voices Male Voice Choir.

On behalf of Cwmdare Voices male Voice Choir

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