1 NAME
The name of the choir is The Maia Singers (the Choir).
2 OBJECTS AND POWERS
2.1 The objects of the Choir are:
2.1.1 to learn and perform choral music to the highest possible standard;
2.1.2 to perform publicly for the purposes of entertainment or for financial gain;
2.1.3 to advance, improve, develop and maintain public education in, and appreciation of music by the performance of sacred and secular music;
2.1.4 to support and develop Stockport Youth Choir; and
2.1.5 to assist charitable institutions.
2.2 In furtherance of such objects but not otherwise the Choir may:
2.2.1 employ, engage the services of, and pay any person or persons to supervise, organise and carry on the work of the Choir;
2.2.2 terminate the employment or engagement of any person or persons to supervise, organise and carry on the work of the Choir;
2.2.3 raise funds and invite and receive contributions from any person or persons whatsoever by way of subscriptions and otherwise;
2.2.4 accept gifts and borrow or raise money for such objects on such terms as shall be thought fit;
2.2.5 to establish and support any charitable trusts, associations and/or institutions formed for all or any of the objects above; and
2.2.6 do all such other lawful things as are necessary for the attainment of such objects.
3 MEMBERSHIP
3.1 Membership of the Choir shall be open to individuals of 16 years and over (or younger, with the consent of the Music Director) who have paid the annual subscription as laid down from time to time by the Committee mentioned below and who are willing and able:
3.1.1 to further the objects of the Choir;
3.1.2 to pass an initial audition and, if so required at any time, to pass a re-audition by the Music Director;
3.1.3 to attend at least 75% of rehearsals, the final rehearsal before any concert in which the member intends to take part and any rehearsal on the day of any concert in which the member intends to take part;
3.1.4 to attend rehearsals punctually;
3.1.5 to take responsibility for selling at least two tickets for each concert;
3.1.6 to take part in fundraising activities for the Choir; and
3.1.7 to observe the rules of the Choir, including (but not limited to) those included in the membership pack provided to members of the Choir.
3.2 No individual shall be excluded from membership of the Choir on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation.
3.3 The Committee shall have the right for good and sufficient reason to terminate the membership of any individual, provided that the individual concerned shall have the right to be heard by the Committee before a final decision is made.
3.4 Any member wishing to resign from the Choir shall give written notice to that effect to the Chair and/or the Membership Secretary.
3.5 Any member expecting to be absent from a rehearsal shall inform the Membership Secretary or the leader of that member’s vocal section in advance of that rehearsal.
3.6 No member who is absent from more than three rehearsals in a term shall be entitled to perform in any concert during that term (or the following term, if there is no concert in that term) without the consent of the Music Director. The Membership Secretary shall notify the Chair and the Music Director of any member who has missed three rehearsals in a term.
3.7 No member of the Choir shall, unless otherwise agreed by the Committee, receive any financial reward or benefit from the Choir except in reimbursement of expenses incurred by such member on behalf of the Choir.
3.8 Unless otherwise agreed by the Committee, a section leader shall be appointed for each vocal section of the Choir.
4 COMMITTEE
4.1 The general management of the affairs of the Choir (including arrangements for concerts and other events) and control of the Choir’s finances shall be directed by a committee (the Committee), which shall include a Chair, the Music Director, a Treasurer, an Administrator, a Membership Secretary and (unless otherwise agreed by the Committee) each of the vocal section leaders. The Committee shall not consist of more than 10 people.
4.2 Subject to paragraph 4.5, only members of the Choir and the Music Director shall be eligible to serve as members of the Committee.
4.3 The members of the Committee (other than the Music Director and the Administrator) shall be elected at the Annual General Meeting of the Choir in accordance with paragraph 4.4 and will hold office for 2 years. Elections for half of the roles on the Committee shall take place at each Annual General Meeting.
4.4 Nominations for members of the Committee must be made by members of the Choir in writing and must be in the hands of the Administrator at least 14 days before the Annual General Meeting. Should nominations exceed vacancies, election shall be by vote. Any member of the Committee shall be entitled to stand for re-election to the Committee.
4.5 In addition to the members so elected the Committee may co-opt further members who shall be members of the Choir (or close family members or partners of members of the Choir) and who shall serve until the conclusion of the next Annual General Meeting after co-option provided that the number of co-opted members shall not exceed one-third of the total membership of the Committee and co-opted members shall not be entitled to vote at meetings of the Committee.
4.6 Any casual vacancy in the Committee may be filled by the Committee and any person appointed to fill such a casual vacancy shall hold office until the conclusion of the next Annual General Meeting of the Choir and shall be eligible for election at that meeting.
4.7 The proceedings of the Committee shall not be invalidated by any failure to elect, or any defect in the election, appointment, co-option or qualification of, any member.
4.8 The Committee shall be responsible for the appointment of the Music Director.
4.9 The Committee shall appoint and fix the remuneration of those employed or engaged by the Choir as and when it may in its opinion be necessary. Any such remuneration shall be determined and reviewed by the Committee, having taken appropriate advice.
4.10 The Committee may appoint one or more special committees as may be deemed necessary by the Committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special committees shall be reported back to the Committee as soon as possible.
4.11 The Committee shall have the power to make and amend rules for the general running of the Choir.
4.12 A member of the Committee shall cease to hold office if he or she:
4.12.1 ceases to be a member of the Choir (or, if applicable, the Music Director);
4.12.2 becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
4.12.3 resigns his or her office by notice in writing to the Chair; or
4.12.4 for good and sufficient reason three-quarters of the other members of the Committee pass a resolution that such Committee member shall be removed from office.
5 GENERAL AREAS OF RESPONSIBILITY
5.1 The roles and responsibilities of the Music Director and other members of the Committee are summarised below. The summaries are not intended to be an exhaustive list of all responsibilities of those individuals.
5.2 Music Director
The Music Director shall:
5.2.1 be appointed for his/her skills in music and choral production and performance;
5.2.2 oversee all choir rehearsals, as well as auditions and other choral activities;
5.2.3 determine whether individuals auditioning are of a suitable vocal standard to become members of the Choir;
5.2.4 direct all Choir concerts;
5.2.5 consult with the Committee and liaise with them in making decisions about concerts and other performances, including associated costs;
5.2.6 act as an ambassador of the Choir;
5.2.7 develop the musical ability of members of the Choir; and
5.2.8 be responsible for selecting the Choir’s repertoire.
5.3 Chair
The Chair shall (unless otherwise agreed by the Committee) be appointed from the membership of the Choir. The Chair shall:
5.3.1 be a person of good standing;
5.3.2 promote the interests of the Choir;
5.3.3 be the official spokesperson of the Choir in consultation with the Music Director;
5.3.4 preside at meetings of the Committee and sub-committees (where possible) and maintain good order in all Choir proceedings; and
5.3.5 encourage the active participation of all members of the Choir in fundraising and social activities of the Choir.
5.4 Treasurer
The Treasurer shall (unless otherwise agreed by the Committee) be appointed from the membership of the Choir. The Treasurer’s responsibilities include:
5.4.1 keeping the accounts up-to-date and in good order;
5.4.2 paying invoices promptly;
5.4.3 keeping the Committee informed of the financial position of the Choir; and
5.4.4 providing the Committee with such financial information as the Committee shall reasonably request.
5.5 Membership Secretary
The Membership Secretary shall be appointed from the membership of the Choir. The Membership Secretary’s responsibilities include:
5.5.1 taking a register of attendance at rehearsals by members;
5.5.2 collecting subscription monies from members of the Choir;
5.5.3 contacting members of the Choir who fail to attend rehearsals to establish the reason for their absence;
5.5.4 keeping the Committee informed on issues relating to members’ attendance and the payment of subscriptions;
5.5.5 keeping up-to-date records of members of the Choir, including full name, address and contact number; and
5.5.6 making members aware of uniform rules.
5.6 Administrator
The Administrator shall (unless otherwise agreed by the Committee) be appointed by the Committee from the membership of the Choir. The duties of the Administrator include:
5.6.1 being a point of contact for the public;
5.6.2 arranging the taking and recording minutes of all Choir meetings;
5.6.3 typing Choir correspondence; and
5.6.4 booking rooms for rehearsals.
5.7 Librarian
The Librarian shall (unless otherwise agreed by the Committee) be appointed from the membership of the Choir. The duties of the Librarian include:
5.7.1 ensuring that music is housed and organised;
5.7.2 maintaining the library data systems;
5.7.3 maintaining and preserving the music stock;
5.7.4 making the music required available for rehearsals;
5.7.5 collecting returned music and returning it to the library;
5.7.6 liaising with hire libraries on dates for the collection and return of music; and
5.7.7 promoting and administering music hire services to external organisations.
5.8 Accompanist
The duties of the Accompanist include:
5.8.1 overseeing choir rehearsals in the absence of the Music Director and sectional rehearsals; and
5.8.2 accompanying the Choir at Choir concerts.
6 MEETINGS OF THE COMMITTEE
6.1 The Committee shall hold at least 3 meetings in each year. Subject to paragraph 6.5, proceedings of the Committee shall be confidential.
6.2 The Chair shall act as chairman at meetings of the Committee. If the Chair is absent, the members of the Committee present shall choose one of their number to be chairman before any other business is transacted.
6.3 The quorum at any Committee meeting will be four members of the Committee, which must include at least one of the Chair, Treasurer, Administrator and Membership Secretary.
6.4 No member of the Committee may vote on any issue which directly relates to his/her own position, and the Committee shall be entitled to ask any such Committee member to leave the meeting during the discussion of that issue.
6.5 The Committee shall keep minutes of the proceedings at meetings of the Committee, and shall ensure that these are stored safely and that they are available for inspection by members of the Committee as required.
6.6 The Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this Constitution.
7 MEETINGS OF THE CHOIR
7.1 Once a year an Annual General Meeting of the Choir shall be held at such time (not being more than 6 months after the end of the financial year) and place as the Committee shall determine. At least 14 days’ notice shall be given in writing. At such Annual General Meeting the business shall include:
7.1.1 the election of members to serve on the Committee;
7.1.2 the consideration of an annual report of the work done by or under the management of the Committee and of the accounts;
7.1.3 the approval of the independent examiner referred to in paragraph 9.4; and
7.1.4 the transaction of such other matters as may from time to time be necessary.
7.2 The Chair of the Committee may at any time at his/her discretion, and the Administrator shall within 21 days of receiving a written request so to do signed by not less than 10 members of the Choir and giving reasons for the request, call a special general meeting of the Choir. No business may be conducted at a special general meeting apart from matters relating directly to those specified in the notice convening the meeting.
7.3 The quorum at a general meeting of the Choir shall be one quarter of the total membership of the Choir for the time being or such other number as the Choir may in general meeting from time to time determine.
8 VOTING AT ALL MEETINGS
8.1 Save as otherwise provided, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote.
8.2 Arrangements for proxy voting may from time to time be made by the Committee provided that no such arrangements shall be made with regard to paragraph 12.
8.3 No person shall exercise more than one vote, but in case of an equality of votes the Chair of the meeting shall have a second or casting vote.
9 FINANCE
9.1 The financial year of the Choir shall end on 31 August.
9.2 All monies received shall be banked as soon as practicable after receipt.
9.3 The Treasurer shall:
9.3.1 keep accounting records for the Choir, including a breakdown of income and expenditure for each concert; and
9.3.2 prepare annual statements of account for the Choir, such accounts to comprise an income and expenditure account and a balance sheet.
9.4 The accounts shall be reviewed on an annual basis by an independent examiner, who may be a member of the Choir or the Committee.
9.5 A statement of the accounts for the last financial year, signed off by the independent examiner referred to in paragraph 9.4, shall be submitted by the Committee to the Annual General Meeting.
9.6 One or more bank account(s) shall be maintained in the name of the Choir with National Westminster Bank plc, or with such other bank as the Committee shall from time to time decide.
9.7 Cheques shall be signed by two signatories, who shall be some or all of the following: Chair, Music Director, Treasurer or Administrator.
9.8 All monies raised by or on behalf of the Choir shall be applied to further the objects of the Choir and for no other purpose provided that nothing herein contained shall prevent the repayment to members of the Committee, or of any committee appointed under paragraph 4.10 hereof, of reasonable out-of-pocket expenses.
9.9 No expenditure over £100 shall be incurred without the cost being approved in advance by the Committee.
10 SUBSCRIPTIONS
10.1 The subscription for members of the Choir shall be such sum as may be determined by the Committee from time to time. Subject to paragraph 10.3, subscriptions shall be non-refundable, except in exceptional circumstances agreed by the Committee.
10.2 The subscription shall be paid in advance and, unless otherwise agreed by the Committee, shall be payable in one instalment and shall be due at the first rehearsal of the Choir in each September.
10.3 If any member of the Choir is required following a re-audition to leave the Choir before the end of a financial year, that member will be entitled to a refund of the following proportion of any subscription actually paid by such member for such financial year:
10.3.1 two-thirds, if the member leaves the Choir before Christmas in such financial year;
10.3.2 one-third, if the member leaves the Choir after Christmas but before Easter in such financial year; and
10.3.3 nothing if the member leaves the Choir after Easter in such financial year.
10.4 The Committee shall have the discretion to require any member of the Choir whose subscription is not paid within 28 days of its due date to leave the Choir, and shall be entitled to allow that member to rejoin on payment of all arrears.
11 ALTERATIONS TO THE CONSTITUTION
The Constitution may be altered by a resolution passed by not less than two-thirds of the Choir present and voting at a meeting.
12 DISSOLUTION
If the Committee by a simple majority decides at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Choir, it shall call a meeting of all members of the Choir of which meeting not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given. If such decision shall be confirmed by a two-thirds majority of those present and voting at such meeting the Committee shall have power to dispose of any assets held by or on behalf of the Choir. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Choir as the Committee may determine.
13 UNIFORM
13.1 The uniform to be worn by members of the Choir at concerts shall be determined by the Committee.
13.2 The Membership Secretary shall inform new members of the uniform requirements.
13.3 If any member of the Choir fails to wear the correct uniform for a concert, the Committee shall be entitled to prevent that member from participating in that concert and any member of the Committee shall be authorised to notify that member of the Choir accordingly on behalf of the Committee.
13.4 Members of the Choir will use a black folder for music during concerts, which will be provided upon the payment of a deposit. That deposit will be refunded if the folder is returned in a good condition.
14 MUSIC
14.1 Copies of the works to be performed may at the sole discretion of the Committee be loaned to members who shall return them to the Librarian in good condition when requested and members shall indemnify the Choir in respect of any expense incurred as a result of loss or damage to the music loaned to them.
14.2 Music loaned to members of the Choir shall remain the property of the Choir, and the Committee shall have a discretion to hire out or sell music belonging to the Choir which is not on loan to members of the Choir.
14.3 The Committee shall be entitled to require members of the Choir to purchase some items of music; any item of music bought by a member will remain the property of that member.
15 PATRONS
Members of the public may be invited to become patrons of the Choir, upon undertaking to make an annual donation at or above a level determined by the Committee. Patrons may be allowed such privileges as the Committee may from time to time agree.
16 NOTICES
Any notice may be served by the Administrator on any member of the Choir by sending it by email or through the post in a prepaid letter addressed to such member at his or her last known email address or address in the United Kingdom. Any email so sent shall be deemed to have been received when it is sent, and any letter so sent shall be deemed to have been received 2 working days after posting.