CONSTITUTION OF THE ADDISON WOMEN'S CHOIR

Revised April 25, 2023


NAME: The name of this choir shall be the Addison Women's Choir

PURPOSE: The Addison Women's Choir is a Treble Voice choir established to make music for the pleasure and education of its members and audiences. 


EXECUTIVE STRUCTURE: The executive shall consist of these officers: 

  • President
  • Vice President
  • Past President
  • Treasurer 
  • Secretary
  • Publicity Chairperson
  • Fundraising Chairperson 
  • Music Director
  • Special Events Chairperson
  • Choir Librarian


Cohort 1 will consist of: President, Vice President, Past President and Treasurer
Cohort 2 will consist of: Secretary, Publicity Chairperson, Fundraising Chairperson, Special Events Chairperson and Choir Librarian


ELECTION OF OFFICERS:  
Officers shall be elected by the Membership, by a majority vote, every year, at a General Meeting with half the Executive elected each year.

TERM OF OFFICE:
Each officer shall serve a term of two years and may stand for election for additional terms.
If an Executive Officer is unable to complete a term of office, the immediate past Nominating Committee will find a replacement for the vacancy and if necessary hold an election within 90 (ninety) days.


GENERAL MEETING:
The date for the General Meeting is to be selected at the discretion of the Executive – but shall not be later than the end of April, without the approval of the Membership.  The General Meeting requires a quorum which is a majority (50% plus 1) of the Membership present for business to be conducted.


MEMBERS:
Members will be assessed dues as directed by the Executive. 
Music is the property of the Choir and must be returned to the Librarian when requested.  All music must be returned to the Music Librarian when a Member leaves the choir.
The Music Director will determine the standard dress code for performances. Some accessories may be the property of the choir and must be returned upon termination of choir membership. 
Members are expected to attend all performances and rehearsals.  In the event that a member is unable to do so, it is a member’s responsibility to notify the Director or the Attendance Secretary in advance whenever possible.
Weekly attendance shall be recorded and excessive absence from rehearsals or perpetual lateness without cause may result in dismissal from the Choir.  Members must be responsible for the sale of at least 2 tickets for each event of the Addison Women’s Choir.
Leaves of Absence may be granted upon written request and at the discretion of the Executive.

WEBSITE: www: addisonwomenschoir.com
This is the preferred means of communication with the public and with respect to communication regarding the constitution.


EXPENDITURE LIMITATION:
The limit on expenditures by the Executive without approval of the General Membership shall be $2,000.00. In the event of an emergency or need for an immediate expenditure beyond $2,000.00, the Executive shall have the prerogative to make the expenditure and seek the approval of the group at the earliest possible time. An annual budget must be set and approved at the AGM with budget lines for each committee.


DISPERSION OF FUNDS:
Upon a 75% majority vote of the Membership, to effect a “cessation” of this Choir, all assets will be converted to cash, as soon as possible and donated to a charitable organization or organizations, as may be directed by the majority of the Members.


AMENDMENTS TO THE CONSTITUTION:
Notice of motion, duly seconded to amend this Constitution or any of its By-laws must be given in writing to the Secretary at least one month prior to any General Membership 
meeting.  The Secretary shall forward a copy of the motion to the General Membership at least seven days prior to the meeting. Any amendment to the constitution requires a two thirds majority approval of the membership.

BY-LAWS

DUTIES OF THE EXECUTIVE:
The Executive shall appoint these committees: Librarian, Weekly Attendance Secretary, Archivist, Phone Committee and Nominating Committee, Fundraising Committee, Special Events Committee, Publicity Committee and Membership committee at its first meeting of the year and, as required, any other individuals or committees needed to serve, and to provide the necessary direction for the same.  For example: a committee to hire a new director.
The Executive shall make all decisions concerning salaries.
The Executive shall set the annual dues.
The Executive shall control all financial matters.
The Executive shall mediate all matters after any member or members have submitted a written concern to the President.
The Executive shall terminate a membership if that is the only action that is appropriate to a particular situation.
DUTIES OF INDIVIDUAL EXECUTIVE OFFICERS: Incoming officers shall meet with outgoing officers to discuss and review job description and duties

PRESIDENT:
The President shall preside at all Executive meetings and the AGM. The President is ex-officio on all Committees.  The President shall abstain from voting on all matters except in the event of a deadlock, at which time the President may cast the deciding vote.
The President shall be the main communicator between the Choir and the Director.
The President shall maintain a record of bookings and act as a booking agent for the Choir using formal contract form.
The President, along with the advice from the Director, shall confirm concert locations, dressing rooms and other concert needs.
The President or an appropriate substitute shall make speeches of welcome, introduction and appreciation at concerts.
The President shall contact the Phone Committee when necessary.

VICE PRESIDENT:
The Vice President shall perform the duties of the President in the event of the President’s absence.
The Vice President shall purchase all cards and appreciation gifts as authorized by the Executive.
The Vice President shall be the alternate signing officer.

PAST PRESIDENT:
The Past President shall call the first meeting of the New Executive and shall communicate prior to this meeting with the New President regarding the agenda for this meeting.
The Past President shall assist the Executive in its decision making by adding expertise and knowledge of the organization and its members.
The Past President shall be responsible for dealing with all concerns pertaining to the Constitution and along with the Executive, shall monitor the constitution to see that it remains current with the needs and wishes of the Choir.
The Past President shall assure that the copy of the Constitution posted on the website is up to date.

TREASURER:
The treasurer shall maintain a proper ledger (spreadsheet) of receipts and expenses and conduct all financial transactions for the choir.
The Treasurer shall deposit all receipts in an account in the name of the Addison women’s choir at the Royal Bank of Canada.
All cheques require the signature of the treasurer plus the signature of the President or Vice President.
The Treasurer, in consultation with the Executive, shall prepare a proposed annual budget and present it for approval by the membership at the Annual General Meeting (AGM).
The Treasurer shall prepare a financial report bimonthly for the Executive.
The Treasurer shall present a complete set of books and receipts for review by an accredited person once a year prior to the AGM.
The Treasurer shall prepare the annual financial statement for presentation at the AGM along with the budget.

SECRETARY:
The Secretary shall attend to all official correspondence for the Choir.
The Secretary shall record and publish minutes of all Executive and Membership meetings and maintain proper record books.
The Secretary shall retain a Membership Roll of both active and past members.
The Secretary shall retain a record of all Choir bookings.

PUBLICITY CHAIRPERSON:
Advertise choir events by email, Facebook, media outlets, ads when required (book sale).
Submit events to Cambridge Times online site.
Prepare posters, programmes, tickets for concerts. Distribute them to choir members; collect the money for them from choir members. Keep an accurate record of who has tickets with the numbers issued to them; this ensures they have turned in the proceeds of their ticket sales. 
Record all monies owed; collected from members, tabulate, give to choir treasurer.
For concerts, arrange ticket sellers and ticket takers. Put reserved tags on required seats for choirs. If requested by choir president; arrange for carols on screen (if available) and audio
recording (if available). After concert, gather up the programs and save carol sheets for next year, gather up reserved tags; save for next concert.
Maintain and keep up to date, the choir’s website: www: addisonwomenschoir.com


FUNDRAISING CHAIRPERSON:
Organize a meeting of your fundraising committee for some time over the summer.
Collectively decide what new fundraisers are going to be put forth.
Discuss the continuation of the yearly fundraisers that we have:  i.e. Mums, Poinsettias, and Pansies
Get detailed information from suppliers as to costs, delivery dates etc. in respect to any new ventures.
At the beginning of the choir year,( in Sept.)  present  all fundraising plans to the Executive for approval.
As each fundraiser comes into fruition, let choir members be aware of dates orders are to be in, costs per item, etc.  Take orders.
Arrange with the delivery venue and supplier, a time for delivery of each fundraiser.  Check on cost of rental for said date.
Collect funds from choir members for purchase of said orders.  Deliver funds to Treasurer.
Organize help for date of delivery.
Let Treasurer know invoice amount and ask for a cheque to pay the delivery person for order.
Ask Preston Mennonite and other Churches to add our fundraisers to their bulletins.

MUSIC DIRECTOR:
The Music Director is a voting member of the Executive.
The Music Director shall advise the Executive on the acceptance of new members.
The Music director shall have sole discretion over the music selection and the preparation of all productions subject to the approval of the Executive.

EXECUTIVE APPOINTMENTS AND DUTIES

MEMBERSHIP CHAIRPERSON:
Create and maintain accurate and current membership lists showing the section in which they sing, with contact information including their phone number and e-mail address.
Take attendance at weekly practices; concerts. When a member has missed two (2) consecutive rehearsals without notification, the membership chairperson shall contact the member for clarification.
Collect choir dues, tabulate; give to choir treasurer. Maintain all spreadsheets required.
Communicate all important information to choir members by email, Facebook page, website and phone when required.
Maintain emergency call-out list. Designate Call Captains and contact them by phone when required. If they are unavailable then contact the members on their list by email.
Keep the call-out list up to date.

ARCHIVIST:
The duties of the Archivist shall be to maintain all documents, paper and digital, relating to the history of the Choir.
Documents shall be stored on portable media and on the website where capacity allows.

LIBRARIAN:
The Librarian shall be responsible for cataloguing, stamping, numbering, filing, distributing and collecting all music belonging to the Addison Women’s Choir. 
The Librarian may recruit assistants as needed.
The Librarian shall hold the portable media containing the archival documents.

PHONE COMMITTEE:
The Phone Committee shall consist of as many members as necessary to cover all sections of the choir and phoning areas.  
The Phone Committee shall also inform the membership of announcements and cancellation or changes.

NOMINATING COMMITTEE:
The Nominating Committee shall consist of three (3) Members.
The Nominating Committee will only meet with the Executive when requested to do so.
The Nominating Committee shall meet to discuss requirements for the Executive, encourage and entertain nomination suggestions from the Membership by March of the second year of an Executive’s term of office.
The Nominating Committee shall then contact prospective candidates and organize a list of officers to serve on the Executive.
The Nominating Committee will submit a slate of officers to the Membership a week prior to the elections.  Further nominations from the floor for all elected offices will be entertained at the General Meeting, only if the Candidate has been approached prior to the meeting and has agreed to let her name stand.
If there is only one candidate nominated for a position, the membership must vote on approval. If more than one candidate is nominated for a position, then an election by ballot will occur. 


PRESIDENT'S CHECKLIST:
Maintain communication between the choir and the Music director.
Book and contract concert venues (Christmas, cabaret, spring).

  •     Contact person to rent venue.
  •     Contact and book sound person.
  •     Arrange for an elevator operator at the concert.
  •     Arrange to have proper equipment to be available for the concert (piano).
  •     Arrange for a secure room to place valuables in during concert.
  •     Do the welcoming and thanking speeches or delegate an appropriate substitute (emcee).

Contact phone committee when necessary.
In the event of inclement weather, the President contacts the Music Director regarding the possible cancellation of the practice.

TREASURER'S CHECKLIST:

  • Outgoing Treasurer organizes a meeting with the bank to transfer signing authority in May with all signing officers and incumbent officers present.
  • Transfer the banking card and website access from past Treasurer to present Treasurer.
  • Communicate with the Executive about paying the practice and concert venues and ensure lines of communication are clear.
  • Contact the Insurance Company regarding the Annual Premium and pay it.
  • Pay salaries to the Music Director and the Accompanist at the first rehearsal of the month and include all practices and concerts that month. 
  • Maintain Excel spreadsheet months using the banking statements. Keep records of detailed deposits including stamped deposit slips.

AWC Constitution