Constitution

March 2015

1. The Wing Singers is a community choir open to people of all ages and abilities, aimed primarily at the residents of Wing, Buckinghamshire, their relatives and friends. The choir is hereafter called ‘the choir’.

Aims
2. The choir has the following aims:
a. To learn and perform music, in a community atmosphere, to achieve the best of individual abilities;
b. To promote community activity, enjoyment and social inclusion through singing;
c. To provide educational, recreational, leisure and social activities for members through the promotion of music.
d. As the choir develops, to raise charitable funds from time to time in support of selected Wing and other charities.

Membership
3. Membership of the choir is open to anyone sharing its aims and objectives and paying the approved subscription or fee. Members will be encouraged to attend as many rehearsals as possible and are asked to be proactive in encouraging others to join and promote the Aims of the choir.

Membership Fees
4. The amount and type of membership subscription or fee is to be recommended by the Committee and approved by majority vote at the AGM.

Choir Management
5. The management of the choir is the responsibility of the Musical Director and organising Committee. The Committee will ensure that the choir is managed in a democratic way and all Committee members take collective responsibility for the decisions made at a meeting of the Committee or a sub-Committee.

6. The Committee is to consist of the following officers:
a. Musical Director (Chair)
b. Secretary
c. Treasurer
d. Committee member
e. Committee member
f. Committee member

7. Except for the Musical Director who is an ex officio member, Committee members must be proposed and seconded. In the event of more than one nomination for a post or role, an election will be held and the member with the most votes will be appointed. In the event of equal votes, the Musical Director will have the casting vote.

8. A Committee member automatically ceases to hold office if he or she:
a. is found guilty by a Court of fraud or any offence against a person;
b. becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
c. is absent without the permission of the Committee from all their meetings held within a period of three months and the Committee resolves that his or her office be vacated, or
d. notifies to the Committee a wish to resign. Resignation from the Committee must be made in writing and the Committee has the authority to fill the vacancy until the next election takes place at the AGM.

9. Choir members can be co-opted into roles such as press officer, librarian and events co-ordinator as necessary. The Committee can also appoint sub-Committees from time to time to take on specific tasks, such as the organising of performances or concerts.

10. In order to maintain continuity, all elected officers shall serve for a period of one year (until the next AGM in the case of co-opted members), but are eligible for re-election in subsequent years.

11. Responsibilities:
a. Musical Director. The Musical Director has responsibility for the musical direction of the choir, overseeing all choir tuition, stage presentation and concert management, as well as other choral activities. The Musical Director will also encourage members of the choir to contribute expertise and songs and assist the musical development of choir members. The Musical Director is to consult with the officers of the Committee, liaise with them in decision-making and chair Committee meetings, having a casting vote at the latter.
b. Secretary*. The Secretary is an honorary post and appointed from the membership of the choir. The Secretary is to be a point of contact for the public and also to take and record minutes of all Committee meetings. The Secretary will notify Committee members of meetings and (when necessary) provide them with notice of agenda. The Secretary will notify choir members of rehearsals and singing events via e-mail, unless otherwise arranged with individual members. The Secretary will also maintain a membership list and write communications on behalf of the choir.
c. Treasurer*. The Treasurer is an honorary post, appointed from the membership of the choir. It is the responsibility of the Treasurer to keep the accounts correctly, up to date and in good order, to pay invoices promptly and to form a good professional relationship with funders. The Treasurer must keep the Committee informed of the financial position of the choir.
d. Members. As required.
* If necessary, the posts of Secretary/Treasurer may be combined.

12. The Committee is to meet not less than four times per year, on a day to be agreed mutually, to discuss choir business and finance. The Musical Director or Secretary can call a meeting of the Committee at any time, but with not less than four days’ notice.

Equal Opportunities
13. All individuals will be included for membership of the choir and none will be debarred from any official capacity on the Committee on the grounds of gender, race, colour, religion, sexual orientation, disability or political affiliation.

Annual General Meeting
14. The choir AGM will normally be held in early April, with at least 14 days’ notice given in writing to members. The purpose of the AGM shall be to:
a. Elect/re-elect the honorary officers;
b. Receive a report from the Musical Director, as Chairman, on the choir’s activities in support of its Aims;
c. Receive the statement of accounts from the Treasurer;
d. Receive the report from the Secretary;
e. Consider changes to the Constitution;
f. Decide the membership subscription fee for the following year.

15. Nominations for election to the Committee must be made by members of the choir in writing and must be in the hands of the choir Secretary at least seven days before the AGM. Should nominations exceed vacancies, an election is to be held during the AGM.

16. Other matters can be discussed at the AGM if prior notice has been given in writing to the choir Secretary at least seven days prior to the meeting.

17. All adult members of the choir attending the AGM will have an equal vote and a simple majority will suffice in any matter.

Special (Extraordinary) General Meeting
18. A Special General Meeting (also known as an Extraordinary General Meeting), for which at least 14 days’ notice in writing must be given to members, may be called by the Committee or upon written request to the Secretary, signed by at least four members of the choir. The notice must state the business to be discussed.

Finance & Accounts
19. The choir financial year will run from 1 April and the Treasurer will be responsible for the preparation of the annual accounts. A banking account is to be opened in the name of the choir, into which all subscriptions, grants and other income is to be paid and from which all payments are normally to be made.

20. A minimum of two authorised signatures are to be required for all cheque payments.

21. The income and property of the choir, however derived, is to be applied solely towards promoting the Aims of the choir as set forth above. No portion thereof shall be paid or transferred either directly or indirectly to any member or members of the choir except in payment of legitimate expenses incurred on behalf of the choir.

22. In the event that the choir ceases to exist, all remaining funds are to be donated to a charity, property donated to a similar choir, both selected at that time by the Committee and which are based or meet within 10 miles of Wing.’

Music
23. Choir members are expected to purchase their own copies of music and will be told the titles and specific musical arrangements that have been chosen. Discounted group ordering arrangements will be notified from time to time. Members must be aware that the photocopying of purchased music scores/lyrics is, in most instances, an offence under copyright law.