ROATH COMMUNITY CHORUS CONSTITUTION (version 2)
The chorus shall be known as THE ROATH COMMUNITY CHORUS, hereafter called ‘the chorus’. The chorus is to be a mixed choir, consisting of sopranos, contraltos, tenors and basses. The chorus shall not be known by any other name, neither will it have an affiliation to any particular area, but rather to the area of Roath, Cardiff.
The chorus shall rehearse weekly at times decided by the Committee. The regular rehearsal session is to be a Saturday from 10 a.m. to 12 noon. The chorus shall meet at the Minster Christian Centre, Sturminster Road, Roath, Cardiff. CF23 5AQ. In the event of this venue being unavailable then arrangements will be made to relocate. If relocation has to be done after a chorus rehearsal then the Secretary or a nominated person will contact all members by e-mail or telephone to advise any changes.
The aims of the chorus will be to:
- learn choral music in a conducive atmosphere and to maintain the enjoyment of making music.
- promote mixed choral singing to the general public through concerts and other events
Membership is open to anyone who is 16 years of age or over.
Anyone wishing to join the chorus must be proactive and promote the aims of the chorus.
- Membership fees
The membership fee is payable irrespective of attendance. The fee must be paid to the treasurer at the commencement of each nominated period. Members are expected to pay promptly without the need for reminders. The membership fee will be agreed at the AGM following the treasurer’s report.
Members are expected to attend the majority of rehearsals and to be available for public performances during the year.
- Equal Opportunities
The chorus will not discriminate on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.
- Chorus management
The administration of the chorus shall be the responsibility of the Committee. A committee will exist to ensure the chorus 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 sub-committee. The committee shall regularly consist of:-
- Chairperson (Honorary office)
- Secretary (Honorary office)
- Treasurer (Honorary office)
- Social Secretary (Honorary office)
- Marketing Co-ordinator (Honorary office)
- Librarian (Honorary office)
- One representative from each vocal section of the chorus (four in total), although these representatives will be existing committee members where appropriate.
Members can be co-opted into roles such as social activities, marketing 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. The Musical Director will be an ex officio member and will attend meetings only when required to do so to discuss musical matters.
- Term of office
In order to maintain a sense of continuity, all officers (except Musical Director) shall serve for a period of one year in the first instance but be eligible for re-election. All officers must be elected annually at the Annual General Meeting
8.2. Areas of responsibility
Chairperson – the Chairperson (or ‘chair’) is an honorary position appointed from the membership of the chorus. The chair shall be the official ‘spokesperson’ of the chorus in consultation with the MD. The chair will preside at meetings of the committee and sub committees (where possible) and direct members through the agenda and maintain good order in all chorus proceedings. The chair is to clarify specific points, especially the names and acronyms that might be unclear within any chorus document. Initially at the time of formation the chair shall be appointed by the members.
Secretary – the Secretary is an honorary position to be appointed from the membership of the chorus. The duty of the Secretary is to be a point of contact for the public and also to take and record minutes of all chorus meetings. The Secretary will notify committee members of meetings and also provide them with notice of agenda. The Secretary will also write communications on behalf of the chorus. Initially at the time of formation the Secretary shall be appointed by the members.
Treasurer – the Treasurer is an honorary position, appointed from the membership of the chorus. It is the responsibility of the treasurer to keep the accounts up to date and in good order; to pay invoices promptly. The Treasurer must keep the committee informed of the financial position of the organisation.
Catering Officer – the Catering Officer is an honorary position appointed from the membership of the chorus. The Catering Officer will be responsible for running and maintaining a rota for Saturday morning refreshments and will co-ordinate the provision of refreshments for other chorus functions.
Marketing Officer – the Marketing Officer is an honorary position, appointed from the membership of the chorus. The Marketing Officer shall be responsible for the recruitment of new members and attracting audiences by various means, including maintaining the chorus website.
Librarian – the Librarian is an honorary position, appointed from the membership of the chorus. The Librarian shall be responsible for maintaining and storing music and scores and for the distribution and collection of music to and from the members.
Musical Director – the Musical Director (or MD) shall have ultimate and overall responsibility for the musical content and teaching affairs of the chorus. The MD shall be appointed for their professionalism in music and choral production and performance. The MD shall oversee all chorus tuition, stage presentation and concert management, as well as other choral activities. The MD shall consult with the honorary officers of the committee and liaise with them in decision making. The MD will have sole discretion of stage management and has the necessary authority to prevent a member from taking part in a performance after stating the reasons for the decision being taken. The MD will also be responsible for selecting the chorus’s repertoire in collaboration with the committee. The MD also reserves the right to appoint a stage manager as required.
- Role of the committee
The committee has the responsibility to ensure the organisation meets its aims and that members observe the constitution. The committee will also receive the accounts of the chorus and decide on fundraising actions and policy. The committee will ensure that activities are carried out and decisions made are in the best interests of the chorus. 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 of power to the adverse effect of the chorus.
- Meetings of the committee
The committee shall meet every 8 weeks to discuss chorus business and finance. However the committee can meet as often as required and a meeting can be called at any time by the Secretary or Chair.
- Annual General Meeting (AGM)
The AGM shall be held at a date to be agreed and announced by the committee, but shall be as soon as possible after the year end, 31st May but no later than 15 months after the previous AGM.
The purpose of the AGM shall be to:
- to elect the committee officers for the following year
- To receive the report from the chorus chairperson
- To receive the statement of accounts from the Treasurer
- To receive the report from the Musical Director
- To decide the amount of membership subscription
Matters can be debated at the AGM after prior notice has been given in writing to the chorus Secretary at least seven days prior to the meeting.
- Extraordinary General Meetings (EGM)
A request for the committee to consider calling an EGM may be made at any time, provided the request has been made in writing – proposed and seconded. At least 7 days’ notice has to be given for any motion to be raised at an EGM.
- Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement by those present. Should it not be possible to reach a consensus, a vote will be taken and a decision will be made by a simple majority of members present. Should the number of votes cast on each side be equal, the Chair of the meeting shall have an additional casting vote.
An account will be maintained on behalf of the chorus at a bank agreed by the committee. Three cheque signatories will be nominated by the Committee (one of which will be the Treasurer). The signatories must not be related or members of the same household. All payments will be signed by two of the signatories.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting. All monies raised by or on behalf of the chorus is only to be used to further the aims of the chorus, specified in item 3 of this Constitution
- Member code of conduct and attire
Each member of the chorus shall conduct themselves in keeping with the expected standards as stated by the Committee and as laid down in the chorus Constitution
Members shall attire in accordance with the direction of the MD and committee for all public performances.
Members attending a public performance not correctly attired may not be permitted on stage as part of that performance. In such cases the decision of the Musical Director shall be final.
Members are not permitted to be under the influence of drink or drugs at a rehearsal or public performance. Any member thought to be so will not be permitted to participate.
Members are not permitted to discuss any details of chorus finances or policy outside the confines of the chorus. Any member found to be doing so will be deemed as having brought the chorus into disrepute and may be asked to resign membership of the chorus.
When engaged in chorus business no member shall take it upon themselves to make any official complaint to a third party. If a member has a concern or grievance the member should write to the chorus Secretary who will bring the matter before the committee. A decision will be taken by the committee and it will be their decision if a complaint will be forthcoming from the chorus. Any member who officially complains to a third party without going through the chorus committee will be deemed to have brought the chorus into disrepute.
In situations of conflict or difference of opinion that directly affect the operation of the chorus or its activities, ie communications or discussions, these should be relayed via the Chairperson.
- Health and safety
Members have a duty of care under health and safety law for themselves and others affected by their action. Members will always be notified of H&S issues at a performance venue. The chorus cannot take responsibility for any injury, however caused. If a member has a health and safety issue with a venue then they must speak with the chorus secretary and Musical Director. A health and safety matter must not be dealt with by a member of the chorus.
- Issue and use of choral music.
Members will be issued with music at the beginning of each term relating to the concert in that term. They should check that each item is present.
Members are asked not to mark scores from the chorus library in any way except performance directions in pencil. Scores are to be returned when requested by the Librarian. Members can purchase their own copies if so desired by sourcing themselves.
In the event of a member losing music then a cost may be charged for replacement.
The chorus librarian is the nominated person responsible for the distribution, collection and storage of the music.
- Social activity
The social aspect of the chorus is to be encouraged wherever possible. The chorus as an organisation is to nurture a friendly atmosphere and meetings socially are to be encouraged.
- Amendments to the Constitution
Amendments to the Constitution may only be made at the Annual General Meeting or a Special General Meeting. Any proposal to amend must be given to the Secretary in writing, and circulated with the notice of the meeting.
Any proposal to amend the Constitution will require a two thirds majority of those present and entitled to vote in order to be passed.
- Winding up the organisation
If a meeting, by a simple majority, decides that it is necessary to close down the chorus it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the chorus. If it is agreed to dissolve the chorus revenue after debtors will be distributed to organisations with the same or similar aims to the chorus.
This constitution was agreed and adopted by Roath Community Chorus
Chair: ………………………………… Signature ……………………………… Date
Secretary ……………………………… Signature ……………… Date
3rd officer: ………………………. .Signature………………………… …..Date