All new members will be issued with a written copy and will be required to adhere to the rules of the Constitution.
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Wall Heath Ladies Choir
CONSTITUTION
1 NAME
The group’s name is the WALL HEATH LADIES CHOIR
2 THE PURPOSES OF THE GROUP ARE:-
To encourage a group of ladies to come together to sing in three part harmony, thus enjoying the health benefits that singing provides, both physically and mentally, also to promote a friendly and sociable atmosphere for like minded people, in addition to promoting the friendly village of Wall Heath to the wider community.
To perform concerts in the community promoting the joy of music, and to promote mental health and wellbeing with uplifting music, encouraging the audience to participate where required, invoking a feeling of general, well being.
3 COMMITTEE
The group shall be managed by a committee which is appointed at the Annual General Meeting (AGM) of the group.
4 CARRYING OUT THE PURPOSES
In order to carry out the charitable purposes, the committee has the power to:
(1) raise funds, receive grants and donations
(2) apply funds to carry out the work of the group
(3) co-operate with and support other charities with similar purposes
(4) do anything which is lawful and necessary to achieve the purposes
5 MEMBERSHIP
The Choir shall have a membership. People who support the work of the Choir and are aged 18 or over, can apply to the committee to become a member. Any Member (Parent) who wishes to bring their child under the age of 18 years to sing in the choir can do so but will be held fully responsible for that child whilst they attend rehearsals and concerts.
Once accepted by the committee, membership lasts for as long as required and doesn’t need to be renewed. The committee will keep an up to date membership list. The committee may remove a person’s membership if they believe it is in the best interests of the group. The member has the right to be heard by the committee before the decision is made and can be accompanied by a friend.
Regular attendance at rehearsals is essential in order to attain a satisfactory performance standard and persistent absence may, at the discretion of the Musical Director, result in omission from concert performances.
Members will be responsible for maintaining in good order all copies of music issued to them. It must be understood that they hold the music on loan and, in the event of leaving the Choir, it must be returned to the Librarian along with any other materials belonging to the choir, ie, concert uniforms, etc.
Members with be expected to familiarise themselves with this Constitution and abide by its requirements.
6 CONCERT DRESS
Members must respect such rules concerning concert dress and presentation as may be applicable at any one time.
The concert dress is currently a long black skirt or smart black trousers with a plain black top. The top must not be sleeveless, and be suitable to wear with either a scarf or corsage which will be supplied by the choir.
Smart black shoes with a closed toe must be worn along with black or natural tights. No bare feet or leggings, jeggings are allowed, or canvas shoes or boots.
Jewellery may be worn but must be of a discreet nature that does not detract from the general appearance of the Choir.
7 STAGE PRESENTATION.
The presentation of the Choir in concert performances will be predominantly that of uniformity rather than individuality.
Black music folders will be used during concerts. All black folders are to be carried in the left hand when not open for singing.
Handbags must not be taken into concert performances and water bottles placed under chairs before the start of the concert.
All Choir members are to arrive for concerts at the stipulated time of the Musical Director to practice walking on and off the stage and for a vocal warm up.
All members must adhere to the directions of the Musical Director, who will place you for stage presentation. Wait, standing looking forward until asked to sit if appropriate to the venue.
There must be no talking, waving or fidgeting throughout the performance so that a professional image can be maintained. No talking when queuing to go on/come off stage.
Watch the Musical Director at all times
Stand upright with a raised folder to enable you to project your voice (the conductor does not want to see the top of your head when singing).
Leave the stage only when directed and in an orderly fashion.
REMEMBER – WATCH – SMILE-WATCH – ENJOY – WATCH (THE MUSICAL DIRECTOR)
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REHEARSAL CONDUCT
The Choir members must be responsible for their actions and behaviour during rehearsal times as the opportunity arises during the rehearsal to socialise.
Each member must utilise fully the CD’s provided to enhance their personal performance for concerts/rehearsals and the website.
New members will be requested to attend at least six rehearsals before they participate in a concert.
8 ANNUAL GENERAL MEETING - AGM
(1) The AGM must be held every year, with 14 days notice given to all members telling
them what is on the agenda. Minutes must be kept of the AGM.
(2) There must be at least [3] members present at the AGM.
(3) Every member has one vote.
(4) The committee shall present the annual report and accounts.
(5) Any member may stand for election as a committee member.
(6) Members shall elect between 3 and [5] committee members to serve for the next year. They will retire at the next AGM but may stand for re-election.
The General administration of the Choir’s activities will be affected by an elected member of the committee comprising the following Officers (with the flexibility to co-opt two other members):
· CHAIRWOMAN
· TREASURER
· SECRETARY
· LIBRARIAN - MUSIC
· BOOKING SECRETARY
Officers will be expected to fulfil the following duties:
CHAIRWOMAN
Convene and preside over all General and Committee meetings: act as spokesman when business has to be discussed with or announcements made to the Choir: act as the focal point for all general matters concerning the Choir: to send out letters/emails of introduction to new venues and visit those to ensure that the facilities are adequate.
TREASURER
Handle all financial matters covering income, expenditure, banking, etc: maintain accurate, fully itemised records of income ad expenditure: present interim reports at Committee meetings: prepare and arrange for the auditing of a Statement of Account for the presentation of the Annual General Meeting.
SECRETARY
Record minutes of all Committee meetings and other meetings and make a copy available for all members to read: prepare agenda for meetings: undertaking correspondence relating to Choir business: maintain correspondence files.
LIBRARIAN
Distribute and log copies of music to each chorister, who will, thereafter be responsible for properly maintaining the same: ensure that adequate spare copies of music are available for distribution to new members: retrieve, where possible, music sets from members that leave.
BOOKING SECRETARY
Liaise with venue to confirm dates: inspect venue with CHAIRWOMAN to ensure that facilities are large enough to accommodate the whole choir and that there is an electrical outlet close to the stage for use with the keyboard: to maintain contact with past venues to enable repeat concerts to be booked in the future.
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MUSICAL DIRECTOR
The appointment of the Musical Director/Accompanist will be the responsibility o the Committee in consultation with the membership of the Choir: the Musical Director and Accompanist will be ex-officio members of the Committee, attending at the invitation of the Chairwoman. The Musical Director may request meetings to be held where matters concerning musical activities need to be discussed.
MUSICAL ADMINISTRATION
The Musical Director will be responsible for selecting the music to be rehearsed and performed, for planning rehearsals to extend the repertoire and meet the needs of planned engagements, for selecting concert programmes and for making the appropriate arrangements with supporting artists or groups. The Committee will advise the Musical Director of those views of the membership that may influence his/her choice of music.
9 COMMITTEE MEETINGS
(1) The committee must hold at least 3 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. The committee may act by majority decision.
(2) At least 3 committee members must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.
(3) If a committee member has a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
(4) During the year, the committee may appoint up to 2 additional committee members. They will stand down at the next AGM.
(5) The committee may make reasonable additional rules to help run the Choir. These rules must not conflict with this constitution or the law.
10 MONEY AND PROPERTY
(1) Money and property must only be used for the group’s purposes.
(2) The committee must keep accounts. The most recent annual accounts can be seen by anybody on request.
(3) Committee members cannot receive any money or property from the group, except to refund reasonable out of pocket expenses.
(4) Money must be held in the group’s bank account. All cheques must be signed by 2 committee members who shall not be related or live at the same address.
The Choir is essentially an independent, self supporting organisation. The financial year will commence April 1st and end on March 31st of each year.
The Choir’s principle source of income is derived from a compulsory weekly payment from each member. This payment is to be made each week, irrespective of whether or not the member attends rehearsals. Under normal circumstances arrears must be settled upon return from temporary absence due to illness, holidays, etc, however, When the Committee are informed of a long-term illness or financial hardship, the fee may be waived. The weekly payment will be reviewed on an annual basis. Long term illness is an absence of one calendar month or more.
Grants may also be considered and applied for when necessary.
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11 GENERAL MEETINGS
If the committee considers it is necessary to change the constitution, or wind up the Choir, they must call a General Meeting so that the membership can make the decision. The committee must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.
(1) Winding up - any money or property remaining after payment of debts must be
given to a charity with similar purposes to this one.
(2) Changes to the Constitution - can be made at AGMs or General Meetings. No
change can be made that would make the organisation no longer charitable.
(3) General Meeting - called on written request from a majority of members.
(4) The committee may also call a General Meeting to consult the membership
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