BYLAWS

 

ARTICLE I

NAME

The Name of this organization shall be the Oneida Area Civic Chorale.

 

ARTICLE II

OBJECT

Section 1.     The object of this organization shall be to offer an opportunity for vocal musicians to sing with a choral group.

Section 2.    It shall be the goal of this organization to present at least two major concerts annually and to provide for a continuing education in the field of music for both the performer and the audience.

Section 3.    Whenever possible, this organization shall undertake such projects as:

A.  Participation as a public service in secular and/or liturgical functions where choral music can enhance and benefit special programs for the people of our community.

B.  Offering opportunities for handicapped and under-privileged citizens of the community to attend our public concerts through donations of paid tickets from individual members of the Chorale.

C.  Purchasing materials and equipment to be used by the Chorale and/or area schools and organizations.

 

 

 

 

ARTICLE III

MEMBERSHIP

The membership of this organization shall be open to adults and High School students living in Oneida and surrounding communities.  Membership will be open in any music section until that section becomes full. To help defray the cost of music and other operating expenses membership fees may be established by the Board of Directors.  Membership in this organization shall imply a commitment to faithfully attend rehearsals and concerts, as well as a commitment to sell or to donate tickets for our public performances.

 

ARTICLE IV

BOARD OF DIRECTORS

Section 1.     This organization shall be governed by a Board of Directors comprised of eleven Chorale members. The term of elected and appointed Board membership shall be two years, with the terms of half the Board members expiring each year.  A member may be reelected or reappointed to serve more than one term. The term of office shall correspond with the fiscal year.  These officers shall perform the duties prescribed in Section 3.

Section 2.    Four offices of the Board of Directors shall be elective:  president, vice-president, secretary and treasurer.  The secretary and treasurer shall be two years, expiring on alternate years.  An officer may be re-elected to serve additional terms.

                  Additionally, the position of Immediate Past President exists.  This one year position is optionally filled by the outgoing President to maintain continuity on the Executive Board.

                  The following Board positions shall be appointed by the president on a yearly basis:

                           Business Manager

                           Concert Coordinator(s)

                           Publicity Chairman

Two general representatives shall be appointed by the president with terms consisting of two years, with one representative term expiring on alternate years. 

Each Presidential appointed position may be reappointed to serve additional terms.

 

                  The two remaining Board positions shall be Director and Associate Director, which are contracted by the Board of Directors

Section 3.    Duties

 

                  President

1.   Shall preside at meetings of the Chorale and the Executive Committee.

2.  Shall prepare the agenda for all Board Meetings with input from the Director and other Board Officers.

3.  Shall, with the assistance of the other officers, have general supervision of the business of the Chorale.

4.  Shall appoint Business Manager, Concert Coordinators, Publicity Chairman and representatives to the Board positions as required.

5.  Shall appoint a Nominating Committee Chairperson to present a slate of nominees to the membership at the annual meeting.

6.  Shall be responsible for seeing that all positions are filled, and appoint an Historian and Patron Program Chairman.

7.    Shall oversee the Patron Program as described in Article V. and report to the Board of Directors.

 

 

 

 

                  Vice President

1.   Shall assume the President's duties in the absence or incapacity of the President.

2.  Shall assist the President, as requested, in the performance of the President's duties.

3.  Shall oversee and report to the Board on Social functions for the Chorale.

                  Treasurer

1.   Shall keep regular books on accounts which shall be open at all times to members of the Chorale.

2.  Shall give a full financial report at each regular meeting of the Executive Committee and at the annual meeting for the entire preceding year.

3.  Shall have custody of all documents of title and value.

4.  Shall turn over all books and documents to the succeeding treasurer.

5.  Shall be responsible for collecting membership fees from all members.

                  Secretary

1.   Shall oversee the membership committee as outlined in Article V.

2.  Shall send out invitation letters as per executive board direction.

3.  Shall be responsible for compilation and distribution of names, addresses and phone numbers of current Board Members.

4.  Shall be responsible for compilation and distribution of chorale members and their phone numbers each semester.

5.  Shall take minutes at each Board meeting and prepare them for review at the next meeting.

6.  Shall write thank you notes after each performance and at the end of the year as determined by the Board of Directors.

7.  Shall oversee Sunshine Committee as described in Article V.

8.  Shall take minutes at the annual meeting.

                  Publicity Chairman

1.   Shall be responsible for publicizing relevant information about Chorale events.  This will include releases to newspapers, radio, and television.

2.  Shall arrange for photographs where necessary or available.

3.  Shall keep copies of releases and copies of published material.  

4.    Shall keep an updated list of media, including names, addresses and telephone numbers.

              Board Representative

1.   Shall act as liaison between members of the Chorale and the Board of Directors in matters that need the Board's attention.

2.  Shall elicit suggestions for improvement or change from the Chorale and present same, without bias, to the Board.

3.  Shall attend regular meetings of the Board for the purpose of input, discussion, expertise, and voting on business brought before the Board.

4.  Shall be available for special assignments as requested by the President.

5.  Shall organize Chorale functions requiring the service of food/refreshments, including registration and post concert meeting place.

5.    Shall be responsible for planning the annual Chorale banquet as well as any other planned activities for the Chorale.

 

                  Business Manager

1.   Shall apply for and follow through on any grant applications that may be available for the Chorale.

2.  Shall oversee and report to the Board on the Corporate Patron Program as described in Article V.

3. Shall plan a budget for the next fiscal year in cooperation with Budget Committee, to plan future Chorale projects.

4. Shall prepare a "State of the Chorale" Message for the membership at large at the annual meeting.

5. Shall represent the Board officially in all external business matters with the authorization of the Executive Board.

 

 

              Concert Coordinator(s)

1.   Shall coordinate activities involved in preparing a concert performance.  These activities include arranging for set up and closing procedures, plans for tickets, programs and posters.

2.  Shall arrange for ushers for each concert.

3. Shall arrange for ticket and poster disbursement, including box office sales.

4. Shall be responsible for production detail of programs.

5. Shall be cognizant of all concert details and serve as a focal point for dissemination of that knowledge.

6.    Shall oversee Concert Committee, when available, for each Chorale performance.

 

 

              Director

1.     Shall act as advisor for the Board of Directors and all committees.  In conjunction with the Associate Director, he/she shall be responsible for maintaining and improving the musical standards of the Chorale.  It shall be his/her responsibility to approve the type of musical concerts performed and recommend to the Board any changes to the composition of the Chorale to present a vocally (and musically) balanced performance.  He/she shall oversee the selection of all music, soloists, and musical personnel required to fulfill these responsibilities.

2.    Shall be responsible for all business correspondence on behalf of the Chorale, to include contracts for guest artists, concert hall rental plans and correspondence to any necessary officials.

3.  This shall be a paid position, with the amount of remuneration determined by the Board of Directors. Said amount shall be determined by the Board for the next fiscal year during the budget committee meeting of the current fiscal year, so as to allow for proper budgeting practices.

 

 

 

              Associate Director

1.   Shall act as an assistant to the Director. In conjunction with the Director, he/she shall be responsible for maintaining and improving the musical standards of the Chorale.  It shall be his/her responsibility to approve the type of musical concerts performed and recommend to the Board any changes to the composition of the chorale to present a vocally (and musically) balanced performance.  He/she shall oversee the selection of all music, soloists, and musical personnel required to fulfill these responsibilities.

2.  This shall be a paid position, with he amount of remuneration determined by the Board of Directors. Said amount shall be determined by the Board for the next fiscal year during the budget committee meeting of the current fiscal year, so as to allow for proper budgeting practices.

 

Section 4.    An annual meeting shall be held during the April time frame, as it best fits into the spring calendar.  At this meeting a Nominating Committee shall present to the general membership a slate of nominees to fill the expiring terms of the officers.  The present vice president shall be considered for the nomination of president.  Additional nominations, if any, may be made from the floor.  Officers shall be elected by a majority vote of the membership present.  Midterm vacancies shall be filled by presidential appointment.  Any such appointees shall serve the remainder of the unexpired term.

                  Procedure for selecting Board of Directors and its officers:

                  The nominating committee, consisting of the Section Leaders and a Chairperson appointed by the President of the board of directors, shall meet with the Director two weeks prior to the Annual Meeting.  The committee will review and decide on the nominees for the positions open for elections of expiring terms of the officers.

 

Section 5.    The Board of Directors shall handle all matters of business including the provision of the following:

1. Conductor,

2. Accompanist, and

3. Substitute Accompanist.

                  These shall be paid positions, with the amount of remuneration determined by the Board of Directors. Said amount shall be determined by the Board for the next fiscal year during the budget committee meeting of the current fiscal year, so as to allow for proper budgeting practices.

 

 

 

 

ARTICLE V

COMMITTEE RESPONSIBILITIES

Section 1.     All committees listed will be responsible for reporting to a specific board member.  The board member in turn will present committee reports at the Board of Directors meeting.

Section 2.    All committee appointments are for a period of one fiscal year.  Appointments to the committees are to be made by the board member responsible for that committee.  Committee members are not on the Board of Directors and consequently do not have voting privileges.

Section 3.    Duties

              Historian

1.   Shall be an appointed position.  (This is not a Board position.)

2.  Shall be responsible for collecting past records and maintaining present records in an organized fashion.

3.  Shall keep the President advised to the current situation of historical documents.

              Patron Program Chairman

1.   Shall assume the patron program activities for the fiscal year.

2.  Shall be responsible for enlisting volunteers for the purpose of soliciting patron program funds as support from the community.

3.  Shall report progress on a monthly basis to the Treasurer.

              Music Librarian

1.   Shall be an appointed position, responsible for distributing and filing all music as specified by the Director.

3.    Shall be responsible for making collection efforts on all outstanding music.

 

                  Membership Committee

1.   Shall consist of section leaders and a registration person.

2.  Shall serve as section leaders, taking weekly attendance in their sections.

4.    Shall report excessive absences (3) to secretary to ascertain members intentions and locate music if necessary.

5.    Shall on the nominating committee.

              Sunshine Committee

1.   Shall send out get wells, sympathy cards etc., to chorale members as situations arise.

2.  Shall report action taken to secretary in order to keep the board aware of occasions requiring attention.

3.  Shall immediately inform a board member of any situation requiring a board members attendance at services etc.

              Corporate Funding Committee

1.   The Business Manager will serve as chairperson.

2.  The committee shall target and make presentations to major businesses for the purpose of soliciting major concert funding.

              Concert Committee

1.   Concert Coordinator will serve as chairperson.

2.  Shall be responsible for riser setup and removal for rehearsals and concert performances.

3.  Shall assist the Concert Coordinator as needed with concert details.  This may include but not be limited to, pinning flowers, planning programs and overseeing decorations.

 

 

ARTICLE VI

FISCAL YEAR

The fiscal year shall extend from July 1 to June 30.

 

 

 

 

 

ARTICLE VII

AMENDMENTS TO BYLAWS

Section 1.     These bylaws may be amended by a two-thirds vote of those present at any meeting of the Board of Directors.

Section 2.    Suggested amendments should be submitted to the Board of Directors in writing.

 

ARTICLE VIII

PROVISIONS

 

Section 1.     Dissolution Provision

                  In the event of dissolution, all of the remaining assets and property of the organization shall after necessary expenses thereof be distributed exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 1116(a)(4) of the New Your State Sales and Use Tax Law, as the governing body of the organization shall determine.

Section 2.    Non-Inurement Provision

                  No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, officer of the organization or any private individual shall be entitled to share in the distribution of any of the assets on dissolution of the organization.

 

Section 3.    Restrictive Legislation Provision

No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation and the organization shall not participate in, or intervene in (including the publication or distribution of statements), any political campaign on behalf of any candidate for public office.

Section 4.    Restrictive Purposes and Activities Provision

Not withstanding any other provision of these articles, the organization is organized exclusively for one of more of the following purposes: religious, charitable, scientific, testing for public safety, literary, or educational purposes, or to foster national or international amateur sports competition (but only if no part of its activities involve the provision of athletic facilities  or equipment), or for the prevention of cruelty to children or animals, as specified in section 1116(a)(4) of the New York State Sales and Use Tax Law.