Choir constitution, formation document, rules and regulations

February 2009

1. Name
The choir shall be known as THE CANTABILE SINGERS, hereafter called ‘the choir’ or ‘Cantabile’. The choir is to be a female choir, consisting of sopranos and contralto singers. The choir shall not be known by any other name, neither will it have an affiliation to any particular township, but rather the country of Pembrokeshire.

2. Rehearsal
The choir shall rehearse weekly on an evening decided by the Musical Director. The regular evening for rehearsal session is to be a Wednesday from 7.30pm to 9.30pm. The choir shall meet at the Albany Church hall, Hill Street in Haverfordwest. In the event of this venue being unavailable then arrangements will be made to relocate. If relocation has to be done after a choir rehearsal then the Secretary or a nominated person will contact all members by telephone to advise of any changes.

3. Rehearsal schedules
Rehearsal will commence promptly at 7.30pm and end at 9.30pm. There may be a break during the rehearsal for choir business. The choir will meet during term time and half term holidays (*) but will break for the Christmas, Easter and summer breaks. Other breaks will be at the discretion of the musical director.
(*) At the discretion of the musical director.

4. Aims and objects
The choir has been established to meet the following objectives:
- To learn and perform choral music to the highest possible standard.
- To educate members to the various styles of choral music.
- To perform publicly for the purposes of entertainment or for own financial gain. To raise money for charitable organisations as will such engage the choir the choir from time to time.
- To perform at events and functions as shall be requested.
- To promote female choral singing to the general public through concerts and other events.
- To learn choral music in a conducive atmosphere and to maintain the enjoyment of music making.

5. Membership
Members will have usually reached their 16th birthday before being eligible for membership of the choir. However the Musical Director can exercise discretion and allow younger members to join on condition their parents/guardians complete a parental consent form and that a responsible adult known to them already holds membership of the choir. Any new member is subject to a satisfactory probationary period.

Anyone wishing to join the choir must meet the criteria of the Musical Director in all cases. Such criteria are as follows:
- Be fit and able to meet the demands of performing publicly.
- Be willing to work hard as part of a dedicated team.
- Follow the instructions of the Musical Director or other nominated officer.
- Be able to attend 80% of rehearsals and concerts in any given year.
- Undertake an audition if so requested.
- Be proactive and promote the objects and aims of the choir.

Usually membership is granted to persons up to and including their 65th birthday. The musical director can exercise discretion where applicable. Members are permitted to remain with the choir as long as they are able to do so up to their 70th birthday. Disabled persons will not be discouraged from becoming members of the choir but they must be able to meet the demands of the choir both chorally and physically.

6. Membership fees
The membership fee will be £2.50 per member per week, irrespective of attendance.(*) All money is to be paid to the treasurer weekly. Members are asked to pay promptly without the need for reminders. In the event of absence a member will be expected to pay their arrears upon their return. The only time a member is not required to pay membership subscription is during choir recess (i.e. Easter, summer and Christmas breaks, and other breaks as determined by the musical director.) and when the musical director states that a particular choir section is not required to rehearse. There shall be no other exceptions.
(*) Amount of membership subscription is determined at the AGM.

7. Attendance
Members are expected to meet an 80% attendance at both rehearsal and public performance during the year. If you are unable to attend a rehearsal and/or performance then the Musical Director must be informed. If members have a regularly-occurring reason for absenteeism then the Musical Director must be informed at the earliest opportunity. Members must attend a rehearsal prior to a performance. Failure to do so may render the member liable to be unable to stage as part of the performance. If a member is absent for more than 3 consecutive weeks then the choir secretary may make contact with the member in question.

8. Choir management
The choir shall be the responsibility of the Musical Director. A committee will also exist to 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 sub committee. The committee shall regularly consist of:
- Musical Director
- Chair (Honorary officer)
- Secretary (Honorary officer)
- Treasurer (Honorary officer) and
- ONE representative from each vocal section of the choir (THREE in total)

Members can be co-opted into roles such as choir librarian, patron secretary 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.

9. Term of office
In order to maintain a sense of continuity, all officers (except Musical Director) shall serve for a period of two years in the first instance but be eligible for re-election. The officers may serve for a further term of two years (total of four years) but after such time should relinquish their office.

10. Areas of responsibility
Musical Director – The Musical Director (or MD) shall have ultimate and overall responsibility for the organisational and management affairs of the choir. The MD shall be appointed for their professionalism in music and choral production and performance. The MD shall oversee all choir tuition, stage presentation and concert management, as well as auditions and other choral activities. The MD shall consult with the honorary officers of the committee and liaise with them in decision making. The MD will also oversee press releases in the name of the choir. In addition to the chair, the MD will act as ambassador of the choir. 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 choir’s repertoire. The MD also reserves the right to appoint a stage manager as required.

Chairperson – The Chairperson (or ‘chair’) is an honorary position appointed from the membership of the choir. The chair must be a person of good standing and promote the interests of the choir. The chair shall be the official ‘spokesperson’ of the choir 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 choir proceedings. The chair is to clarify specific points, especially the names and acronyms that might be unclear within any choir document. The chair also must encourage the active participation of everyone in fundraising and social activities of the choir. Initially at the time of formation the chair shall be appointed by the MD.

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 also write communications on behalf of the choir. The Secretary must be grammatically literate and able to communicate proficiently. Initially at the time of formation the Secretary shall be appointed by the MD.

Treasurer – The Treasurer is an honorary position, appointed from the membership of the choir. The treasurer must be adept with finance and accounting procedures. 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 music and uniform suppliers. The Treasurer must keep the committee informed of the financial position of the organisation.

11. Role of the committee
The committee has the responsibility to ensure the organisation meets its aims and objects and that members observe the constitution, rules and regulations. 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 made are 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.

12. Meetings of the committee
The committee shall meet every 8 weeks to discuss choir business and finance. 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.

13. Annual General Meeting (AGM)
The AGM shall be held on the third Wednesday in September of each year. The purpose of the AGM shall be to:
- Elect a new chairperson (or to re-elect)
- Elect a new Secretary (or to re-elect)
- Elect a new Treasurer (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
- 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.

14. 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.

15. Member code of conduct and attire
15.1. Each member of the choir shall conduct herself 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 uniform policy of the choir for all choir performances. In the event of an informal uniform being required (i.e. polo shirt/trousers) then members will be informed in sufficient time. The uniform of the choir shall be thus:
- Coloured blouse (as ordered through the choir)
- Long black skirt (straight) (To the pattern adopted by the committee)
- Black trousers may be worn in lieu of skirts (MD to decide prior to each engagement)
- Black hosiery
- Black shoes (sandals  or 'crocs' are not permitted on stage) Other colour shoes are not permitted.

15.2. The choir blouse can be ordered through the choir from Simon Jersey Ltd., The black skirt is made to order. Members are asked to refrain from wearing excessive jewellery and chunky bracelets.

15.3. Members attending a public performance not correctly attired may not be permitted to stage as part of that performance. In such cases the decision of the Musical Director shall be final.

15.4. 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.

15.5. Members are not permitted to discuss any details of choir finances or policy outside the confines of the choir. Any member found to be doing so will be deemed as having brought the choir into disrepute and may be asked to resign membership of the choir.

15.6. 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 write to the choir 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 choir. Any member who officially complains to a booking agent, venue or hirer without going through the choir committee will be deemed to have brought the choir into disrepute.

16. Public performances
All members of the choir should engage in a ‘sense of occasion’ and conduct themselves in a professional manner at all times. All members will contain their music scores in a black A4 ring binder (not supplied) and will carry and hold them as directed by the musical director or authorised deputy, such as a stage marshal. Music copy will be used at all public performances as directed by the Musical Director. However, the Musical Director can exercise discretion and request that folders are not used and will specify the reason for the decision. All members will be expected to follow directions of the Musical Director at all performances. Members are not permitted to talk whilst on stage, either at the start or end of a performance or in between movements.

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

18. 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 choir 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 choir secretary and musical director. A health and safety matter must not be dealt with by a member of the choir.

19. Public engagement and fees
The choir shall perform public concerts in order to raise money for charitable causes, organisations or for own financial gain.

Requests for concert performances should be directed to the Choir Secretary who shall seek authorisation from the Musical Director. The choir will, in most cases, restrict the number of concerts to not exceed 10 concerts in any calendar year.  However this can be subject to the discretion of the Musical Director who can increase or decrease this number depending on the learning schedule and repertoire of the choir.

The minimum fee for hiring the choir shall be £25.00. This shall be payable on the evening of the performance to the choir treasurer by the organising body. The engaging body shall be responsible for all soloist fees (where applicable) unless the choir have engaged their own soloists. The fee can be waived if the concert is for charity and at the discretion of the chair and musical director.

All members are expected to attend and perform at all concerts. The Musical Director shall have the authority to prohibit a member from performing after a full explanation has been given for the reason behind the decision.

20. Patron scheme
The choir shall operate a patron scheme which will come into effect during the first formation year. Where possible a ‘patron secretary’ will be appointed to oversee the scheme and the organisation of an end-of-year patron concert in conjunction with the Musical Director. The amount of patron subscription shall be decided at the AGM and be subject to revision each year. The patronage scheme at the time of formation shall be £10.00 per annum for couples or £5.00 per year for singles.

21. Issue and use of choral music
Members will be expected to provide their own A4 ring binder (two rings) MATT BLACK FINISH to hold music copies. There shall be no designs on the folder as only plain black will be permitted.

Members will be issued music free of charge. Members are asked not to mark the copies in any way unless it is performance directions in pencil.  Members can purchase their own copies if so desired. All choir members will have their own number and this will be displayed on all music issued. In the event of a member losing music then a cost may be charged for replacement. Members are asked not to let their folders out of their possession whilst engaged in a concert performance.

The choir librarian is the nominated person responsible for the keeping of the music.

22. 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 meetings socially are to be encouraged. There will be a choir meal at Christmas and perhaps during the year. In addition, choir trips can be organised. Members will be asked to pay towards the cost of coach transportation.

23. 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 own concert diary and financial position.

24. Auditions
The Musical Director reserves the right to audition members once per annum. The audition would be on a one-to-one basis and would be designed to ensure that the musical standard of the choir remains as peak as is possible. As a result of audition, members may be asked to reposition within the choir. At all times the standard of the choir shall be paramount and members are expected to respect this.

25. 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.

26. Winding up the organisation
In the unlikely event of winding up the organisation any revenue after debtors will be distributed to organisations with the same or similar objects to The Cantabile Singers.

The Cantabile Singers
September 2006/Revised 2009