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SUFFOLK SOUL SINGERS _-ROLES & RESPONSIBILITIES

Constitution, Governance & Management of the Choir

 

 OBJECTIVES of the choir known as Suffolk Soul Singers 

 (as set by the Charity Commission)

-- 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

- 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    

Click here  to see a copy of the full constitution (adopted 28.04.2016)

 

 

ROLES & RESPONSIBILITIES of the TRUSTEES, (INCLUDING THE MANAGEMENT TEAM) 

Governance of the choir is the responsibility of the elected Trustees. They must act in the best interests of the choir & have collective responsibility for:

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

  •  setting & reviewing the choir’s policies

  • managing the choir’s resources responsibly

 

(The Musical Director is invited to attend Trustee meetings, but has no voting rights.) 

Term of Office

All elected Trustees shall serve for a period of one year in the first instance, but be eligible for

re-election. Trustees are free to resign from their position at any time. Should a Trustee resign from

their position, a replacement can be co-opted onto the board, pending the next AGM.

The appointment of the Musical Director will be reviewed by the Trustees on an annual basis.

Meetings of the Trustees

The Trustees shall meet at least once a term and as required to discuss business and finance. A meeting can

be called at any time by the Secretary, Chair or Musical Director. To be quorate there must be at least 4 Trustee members present.

The Management Team of Trustees

The three Trustees who are elected as Officers - the Chair, Secretary & Treasurer - along with Musical Director, form the Management Team that deals with the day-to-day practicalities of the running the choir. However, it is

the Musical Director who has ultimate responsibility in matters relating to the repertoire and performance of the choir.

 

Elected Trustees 2024-2025

Karen Dodd   (Chair)              

Viv Rolph     (Secretary)          

 Mary-Rose Griffiths   (Treasurer)

Lisa Godfrey               

Steve Fosdick

Lesley Eley

Judith Mason

 

 

Officers' Areas of Responsibility

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

-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.

The Musical Director 's responsibilities include:

- ​the repertoire & performance of the choir

- overseeing all choir tuition

- stage presentation and concert management

​​

​                  Annual General Meeting (AGM)

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.

MEMBERS' RESPONSIBILITIES

Suffolk Soul Singers is proud to be an inclusive organisation where everyone is respected, regardless of their race, age, gender, religion or beliefs, sexual orientation, disability, or social and economic status. In order to achieve a safe and supportive environment for all, we ask that members follow our Code of Conduct. We trust that everyone will understand the importance of these guidelines and will adhere to them to ensure everyone can enjoy being part of the choir.

 

Suffolk Soul Singers -  Members' Code of Conduct 

(Reviewed & updated at the Trustees meeting , Spring 2024)

 

  • Members are expected to behave with civility and consideration towards others. Using negative, discriminatory or abusive language or behaviour that may cause anyone discomfort at any time is not acceptable. 

 

  • Members are asked to respect and adhere to decisions made by the Musical Director and the elected Officers of the Management Team. Any concerns or grievances regarding these decisions should be not aired publicly, other than during a designated Open Forum meeting; rather, they should be discussed calmly and respectfully with one of the Management Team. Where appropriate, the issue of concern will be passed on to other members of the Team. 

 

  • Members are encouraged to maintain good attendance at rehearsals to ensure continuity for themselves and the choir. If unable to attend, members should promptly notify the Secretary. Using archive recordings can help members learn any songs that were rehearsed during their absence

 

  • Members should follow the Musical Director's guidance throughout rehearsals. They should refrain from talking when instructions are being given or when other sections are singing, as this can be very distracting. 


 

  • All members are given permission to access the choir’s archive of recordings with the   expectation that they will practise songs between rehearsals.  Please be aware that the choir’s music & the musical arrangements are the intellectual property of the Musical Director and recordings must not be sold or passed on to those who are not members of the choir. 

 

  • Similarly, members should not share videos and/or photos from the SSS Archive without first seeking permission from the Secretary, as some members may not have given consent for their images to be used outside the choir.

 

  • To participate in major concerts - typically those for which tickets are sold - members are expected to have attended 75% - 80% of rehearsals in the term, (as recorded in the weekly register of attendance). This must include participating in the final rehearsal before the performance. Not meeting this requirement may result in the member being ineligible to take part in the concert. The Musical Director has the final say about members’ inclusion at any gig.

 

  • When engaged in choir business, no individual member shall take it upon themselves to make any official complaint to the hiring organisation. If a member has a concern or grievance with a booking agent or venue, then they should inform the choir Secretary who will bring the matter before the Management Team to decide if a formal complaint should be made.

 

  • Members are expected to prioritise safety at all times during rehearsals, performances, and other choir events, and to follow any safety guidelines or instructions provided by the Musical Director.

Please note: 

Incidents of failure to adhere to the choir's agreed Code of Conduct will be reviewed by the Management Team, and appropriate action will be taken promptly, according to the following procedures:

 

1. In cases where a member is not complying with the agreed Code of Conduct, the Musical Director or one of the Management Team Officers may schedule a meeting to discuss the issue with the member, in order to explain the inappropriateness of their conduct, and to offer support to help them make changes.

 

2. If, after this meeting and the support offered, the member fails to address the issue, then the Management Team has the authority to ask the member to leave the choir. The reason for taking this course of action must be fully explained to the member.

3. If the member is unhappy with the decision made by the Management Team, they have the right to ask an Appeals Committee to review the decision. Three Trustees, who have not previously had any involvement in the case, will sit on the Appeals Committee.  If the original decision is upheld by this committee, there is no further right to appeal as this decision is final

Informal Kit

Informal kit
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