Choir Constitution
Updated: February 2024
Approved by: AGM March 2024
Relationship of the Choir with Overgate Hospice
Overgate Hospice Choir was formed in 1991 with the purpose of raising money in support of Overgate Hospice, Hullen Edge, Elland, West Yorkshire. The Choir is one of the Hospice’s affiliated ‘friends groups’ and its activity is validated by the Constitution of Overgate Hospice, Registered Charity Number 511619. These Rules detail the operating procedures of the Choir within the Constitution of Overgate Hospice. All the assets and liabilities of the Choir are included in Overgate Hospice’s accounts and its powers are circumscribed by what Overgate Hospice can and cannot do. In the event of the Choir being dissolved, any assets remaining after liabilities have been covered would be donated to Overgate Hospice and not distributed among the members.
Objects
- To raise funds in support of Overgate Hospice by public performance of Choral music.
- To raise the profile of Overgate Hospice through public performance.
- To study and practise Choral music to achieve a high standard of public performance.
- To promote the enjoyment of the members in the shared experience of singing together.
- To work voluntarily and collectively in pursuit of these objects.
Membership
Membership of the Choir is open to any person interested in, and committed to, the furtherance of the objects of the Choir and who pays the annual subscription at the determined rate and has the ability to follow a musical score.
Equal Opportunities
No individual is excluded from membership of the Choir or de-barred from any official capacity on the Committee on the grounds of gender, ethnic origin, age, religion, sexual orientation, disability or political affiliation.
Officers & Committee
The management of the Choir is by a Committee comprising Officers: the Chairman, the Secretary, and Treasurer, together with the Librarian and representatives elected from each of the voice sections (soprano, alto, tenor, bass). Roles can be shared with two places on the committee. The Music Director is an ex-officio member of the Committee. The Officers and other members are elected annually by, and from, the Choir’s membership at the Annual General Meeting; the individuals elected hold office until the next Annual General Meeting and are eligible for re-election. The Committee has the power to co-opt members such as a Chorus Master and a representative from the Hospice. Co-opted members are appointed on an annual basis at the first Committee Meeting following the Annual General Meeting. The Committee has the power to co-opt a President for a period of time determined by the Committee.
Meetings & Proceedings of the Committee
All arrangements for concerts and other events, including contracting the services of professional musicians, together with control of finance and budgets, are managed by the Committee. Committee Meetings are held once a month or at other times when business warrants. Elected members of the Committee are eligible to vote on motions. Minutes of the meetings are stored safely and are available for inspection as required. Decisions on matters of music and interpretation are in the hands of the Music Director, with the agreement of the committee.
Annual General Meeting
The Annual General Meeting is held in February (or March in special circumstances) with a notice period of 28 days. Nominations for office, submitted to the Secretary, close 7 days before the Meeting. There is a quorum when at least 60% of the members are present. Each member of the Choir has one vote in any election of Officers or motion to the Meeting. The Secretary or other person appointed by the Committee keeps a full record of proceedings at every general meeting.
Special (Extraordinary General Meeting)
A Special General Meeting may be called with 21 days notice at the request of the Committee or at the written request to the Secretary by at least 25% of the members of the Choir. The notice of the meeting must state the business to be discussed. There is a quorum when at least 60% of the members are present.
Finance
The Choir’s financial year ends in December and the accounts are presented to the membership at the Annual General Meeting. The Membership Subscription is determined at the Annual General Meeting by a proposal from the Treasurer, after prior consultation with the Committee. There is a bank account in the name of Overgate Hospice Choir and cheques are signed by two (from three) nominated Officers. Online payments require dual person authorisation by two of the three nominated officers. All assets and liabilities of the Choir are included in Overgate Hospice’s accounts and the Choir’s accounts are audited within the accounts of the Hospice. The financial position of the Choir is reviewed at Committee Meetings where decisions are made as to the transfer of funds to Overgate Hospice from funds raised by the Choir. Money raised by the Choir is used solely for the Objects of the Choir and no money is paid to any member of the Choir except in payment of legitimate expenses incurred on behalf of the Choir or in payment for occasional deputies for the conductor or accompanist.
Rules
Each member of the Choir shall have a copy of the Rules. The Rules of the Choir shall only be altered at the Annual General Meeting or by a Special General Meeting convened for such a purpose. Any change in the Rules shall require the votes of [60%] of those present and voting at the meeting.