- The name of the choir is The Hooky Singers!, referred to as “the choir” in this constitution.
- To run a community choir in a friendly, supportive setting that is accessible to anyone over the age of 16, irrespective of musical knowledge or experience.
- To promote community cohesion, friendship and the wellbeing of participants though the enjoyment of singing.
- Membership is open to anyone aged 16 or over who supports the aims of the choir and on completion of the membership form and payment of the subscription as agreed by the Committee from time to time.
- Members should expect choir activities to be carried out without discrimination against any individual on any grounds, including race, religion, age, sexual orientation, physical or mental ability and with respect for members.
- The choir is open to members without an audition or ability to read music; singing or musical experience or skill shall not be a requirement.
- The Secretary and Treasurer will keep a full record of all members and subscriptions paid.
- Only members who have paid membership will be allowed to vote at the AGM or other general meetings.
- The Committee shall have the right, for good or sufficient reason, to terminate the membership of any individual or individuals who are deemed to be acting in a way which is considered detrimental to the choir. In the event of termination of membership, the individual or individuals concerned shall have the right to appeal to the Annual General Meeting (AGM) or at an
- Extraordinary General Meeting (EGM), whichever occurs first.
- The Committee will decide the membership fee and payment needs at the beginning of each year and then as is necessary during the year and will be concerned with keeping the cost as low as possible for members.
- The day to day management of the choir, and all its activities, shall be vested in the hands of a committee, who are also members of the choir, consisting of the following:
- Social/Hospitality secretary
- Music Director (ex officio)
- The officers and other committee members shall be elected by and out of the choir’s members, at the Annual General Meeting. They shall hold office until the next Annual General Meeting and be eligible for re-election. Nominations must be in the hands of the secretary at least 14 days before the Annual General Meeting. Should nominations exceed vacancies an election shall be held.
- Any member of the choir can volunteer to serve as a committee member, and all members will be expected to help with the running of the choir from time to time.
- The committee can co-opt any member as a full committee member to fill an officer vacancy until the next AGM.
- The Committee will agree how to function but decisions may be made by meeting, email, text, WhatsApp or other electronic means and will generally be by consensus. If no consensus can be reached each member of the committee has one vote and the Chair has a deciding vote, where necessary.
The Committee may do anything legal to further the Aims and may make all decisions to facilitate the day to day running of the choir as are not decisions specified by the Constitution as being for an AGM or EGM, including but not limited to:
- Raise funds and invite and receive contributions by any legal means.
- Organise and participate in meetings, rehearsals, training, concerts and social events.
- Co-operate with other voluntary organisations, community groups and others.
- Produce newsletters and articles as shall be deemed necessary.
- Choose, hire and remove a Music Director and accompanist.
- Book and hire premises for rehearsals or performances.
- Decide on the day, time and format for rehearsals.
- Establish working groups and sub-committees to deal with specific aspects of the running of the choir, whose proposals shall be approved by the Committee.
- Decide the membership fee and payment intervals, including having discretion to reduce or waive the fee requirements or to allow irregular payments in appropriate cases.
- All funds raised from whatever source must only be used to further the aims of the Choir unless otherwise decided by an AGM or EGM.
- The Treasurer may operate and maintain a bank/building society account in the name of the choir. At least two members of the committee from time to time will be able to sign cheques, although there is no requirement that cheques must be signed by more than one signatory. There is no requirement that such an account will be opened.
- The Treasurer shall keep an account of all financial transactions and shall present regular reports to the Committee.
- At the Annual Meeting the Treasurer shall present the annual accounts.
- The choir’s accounts shall be kept up to date and annual accounts for each year shall be independently examined or audited as required.
- No member of the Committee, except the Director of Music if it should be a paid post, shall receive payment from the choir’s funds other than for reasonable out-of-pocket expenses incurred whilst carrying out the business of the choir as approved by the Committee.
- Appropriate vouchers or receipts must be produced for any expenditure made on behalf of the choir, including any out-of-pocket expense refunds.
- Any committee member who carries out an activity agreed by the committee will not be liable for any debts and will be reimbursed from the choir funds.
- The AGM will usually be held in January or February of each calendar year. The Secretary or other members of the committee will ensure all choir members have written notice of the meeting no less than 21 days before it is due.
- The standing business of the AGM will include:
- Election of Committee members and Officers.
- Financial report
- Other Officers’ reports
- Musical Director’s report
- An Extraordinary General Meeting can be called by the Secretary at the request of the Committee or at the request of at least five members and all choir members should be given written notice of an EGM no less than 7 days before it is due.
- Matters will be put to the vote at any meeting and decided by a simple majority of those present and eligible to vote.
- The Chair will have the casting vote wherever there is a tied vote.
- The quorum for AGM’s and EGM’s is 10% or ten members, including Committee members whichever is greater.
8. Complaints or suggestions
- Any complaints or suggestions about the running or operation of the choir should be given to the Secretary, who will present the issue to the committee at the next meeting.
9. Changes to the Constitution
- Until 1 January 2020 this constitution may be altered by the Committee in the light of experience. After that date the constitution may only be altered by a majority of the members present and voting at a General Meeting, provided that notice of the proposed alteration has been sent in writing to all members at least 7 days prior to the meeting.
10. Winding up
- The choir can be wound up by a vote at an AGM or EGM unless the point is reached at which the choir can no longer be self-supporting, in which case the decision as to winding up will lie with the Committee for the time being.. The balance of the assets following the payment of any outstanding fees or bills, if any, will be given to a charity local to Hook Norton as agreed by the Committee and notified to members.
11. Data Protection Policy
- In the day to day running of the choir it is necessary to record basic personal data to enable communication with members. (Member’s name, address, telephone numbers, email address and emergency contact.)
- This information will not be shared with other parties and will be deleted within six months after a member notifies the Secretary that they wish to leave the choir.
- Should members wish to record personal information for safety reasons, such as having diabetes or epilepsy, this will be recorded separately to basic personal data and will be shared only with the committee for the time being.
- Members have the right to request that their personal details be deleted or amended.
- Members’ information and images in the public domain, such as the choir website, social media and concert programmes are not covered by this policy.
12. Child/Vulnerable Adult Safeguarding
- There should be no occasion for any adult to have unsupervised access to minors or vulnerable adults during choir rehearsals or performances. Any concerns should be reported to a Committee member.
13. Interpretation of this Constitution
- Any matter that is not covered by this constitution, or requires interpretation, will be resolved at the discretion of the committee.
- For avoidance of doubt, any notice or communication by email, text or other electronic means shall satisfy any reference to “in writing” herein.
This constitution was agreed and adopted by Hooky Singers on …5 January 2019…
Stephanie Klejdys (Chair)
Deborah Weaver (Secretary)
Judy Ormerod (Treasurer)
Annie Tullett (Social/Hospitality Secretary)
Jenny Mead (Music Director)