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INTRODUCTION

As a charitable organisation, in 2016 SSS adopted a constitution* that complies with the requirements of The Charity Commission. This not only sets out what our charitable aims should be, but defines how the appointed Trustees, including those with designated roles, should oversee the smooth running and administration of the choir in order to achieve those objectives.

 (*A full copy of the constitution can be found here, if you should wish to read it in full. )

 

1. SUFFOLK SOUL SINGERS' CHARITABLE OBJECTIVES

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"To advance, develop, improve and maintain public education in, and appreciation of, the art & science of music in all its aspects by any means the Trustees see fit, including the presentation of public concerts and recitals"

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"To further such charitable purpose or purposes as the Trustees, in their absolute discretion, shall think fit, but in particular through the making of grants and donations"  

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                                                   2. ROLES & RESPONSIBILITIES 

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All members of SSS have a role to play in ensuring the continued success of the choir, so it is important for everyone to understand what these responsibilities are and how they influence decisions made about the choir.

First of all, it's important to recognise that there are two distinct elements to our choir - one is the thing that people turn up for each week -  learning great songs, making music together, the excitement of performing in a range of settings, etc. 

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The second element is more prosaic and partly governed by our charitable status but includes looking after finances, writing policies, booking rehearsal space & venues, new member recruitment, reviewing the year to ensure we are meeting our charitable objectives & providing good value for money, etc. 

 

So it is important to understand the split between the two elements - (i) all things relating to the choir's music & performances and (ii) the practical running of the choir and fulfilling our obligations as a charity

The Music side 

Andi, who is employed by us in her professional capacity as Musical Director is ultimately responsible for :

- the repertoire & performance of the choir

- overseeing all choir tuition

- stage presentation & concert management 

 N.B. Although Andi may be invited to attend Trustee meetings, she is not a member and has no voting rights.

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​The governance & day-to-day running of the group

This is shared between the  7 elected Trustees. (See list below) Jointly, they must:

• ensure the choir is carrying out its purposes for the public benefit, as set out by the Charity Commission

•  set & review the choir’s policies

• manage the choir’s resources responsibly, including reviewing members' subs & the Musical Director's salary

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The Management Team

Three Trustees who are elected to specific roles as Officers - the Chair, Secretary & Treasurer - form the Management Team to work alongside the Musical Director, to deal with the day-to-day practicalities of the running the choir and dealing with issues that crop up between Trustee meetings.

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The Chair’s responsibilities include:

-Providing leadership & direction for the trustees, to help them fulfil their responsibilities

-Ensuring the smooth running of meetings

-Acting as a figurehead or spokesperson, where required

-Encouraging the active participation of members in the choir’s  activities 

 

The Secretary’s responsibilities include:

-Overall responsibility for the organisational affairs of the choir

-Being the point of contact for the membership 

-Being the point of contact for the public, including booking rehearsal spaces, booking venues for gigs,  responding to booking enquiries and new membership enquiries

-Writing communications on behalf of the choir

-Keeping a record of the membership of the choir

-Keeping attendance records in the run-up to a major gig

-Distributing the agendas for trustee meetings and AGMs & recording & distributing minutes 

-Ensuring that SSS files all relevant statutory returns and information (e.g. annual reports, changes to

trustees’ details, etc.)

 

The Treasurer’s responsibilities include:

-Keeping the choir accounts up to date & in good order

-Banking money & cheques received

-Paying invoices promptly

-Reporting on the financial position of the choir at trustee meetings

-Ensuring that end of year accounts are inspected

-Provide a written financial report to the AGM.

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Elected Trustees 2024-2025

Karen Dodd   (Chair)              

Viv Rolph     (Secretary)          

 Mary-Rose Griffiths   (Treasurer)

Lisa Rowland              

Steve Fosdick

Lesley Eley

Judith Mason

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​                  Annual General Meeting (AGM)

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The purpose of the AGM shall be to:

- Elect (or re-elect) Trustees including a Chairperson, Secretary  and Treasurer 

- Receive a report from the Chairperson

- Receive a statement of accounts from the Treasurer

- Consider any other business.

Matters can be debated at the AGM after prior notice has been given in writing to the choir Secretary at least seven days prior to the meeting.

 

Special General Meeting (SGM)

An SGM can be called at any time provided that the request has been made in writing – proposed and seconded. At least seven days’ notice has to be given for any motion to be raised at an SGM.

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