SSS Constitution Governance & Management

Suffolk Soul Singers - 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)

GOVERNANCE OF THE CHOIR

This is the responsibility of the 6 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.

Three of the Trustees are elected as Officers - the Chair, Secretary & Treasurer - and they, along with Musical Director, form the Management Committee 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 2023-2024

Karen Dodd (Chair)

Viv Rolph (Secretary)

Mary-Rose Griffiths (Treasurer)

Lisa Godfrey

Steve Fosdick

Lesley Eley

Winnie Tilley

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 & the public

-Writing communications on behalf of the choir

-Keeping a record of the memberhsip 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.

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Protocol for Rehearsals & Gigs

Rehearsals

Please try to arrive for a 6 .30 pm start. Offers of help to transport and/or set up equipment enable us to begin promptly.
If you are unable to make a rehearsal for any reason, please let the Secretary (currently Viv) know as soon as possible. (viv.rolph@yahoo.com)
Members are asked not to chat when Andi is teaching, or when other sections are singing. As each rehearsal is recorded, background chatter can spoil these recordings.
For the same reason, it is not helpful to sing your part when Andi is focusing on rehearsing another section’s part.
As a way of encouraging and recognising the efforts of any member who offers to sing lead vocals, it is usual to applaud all soloists at the end of a song.
There is an expectation that members will practise songs at home, outside of the weekly rehearsals, using the recordings that are emailed to them or made available on Google Drive. .
SSS is proud of being an inclusive organisation that attracts a diverse group of members and supporters from across all ages, backgrounds and communities. We want all members to feel welcomed and included, so we need to be mindful of the language used in the group. Swearing or negative behaviour that involves sexism, ageism, racism or homophobic comments aren't what we want to experience at SSS; we're all about celebrating the good stuff!

Gigs

Members will be given notice about the dates and venues of gigs in a variety of ways: at rehearsals, (via 'Parish Notices'), by email and on the 'upcoming gigs' section of this website. Please endeavour to make a note of these in your diaries.
By far the quickest and simplest way to find out about members' availability for gigs is by using Doodle Polls. Please try to respond to any poll requests as promptly and as fully as possible. If you unsure about a particular date, you can always use the 'Yes, if need be' option, i.e. a double tick, to show that you cannot, as yet, commit to a that gig.
Newer members will be given guidance as to which gigs will be suitable for them in the early stages of membership – busking-type gigs are great for first-timers, for example.
For major gigs, (i.e. gigs like The Wolsey, St. Peter's, Dance East, etc. where SSS hire the performance venue and sell tickets for the gig), the expectation is that members will have attended around 75%-80% of rehearsals that term in order to qualify to take part. This must include the final rehearsal with musicians, which usually takes place a few days before the actual gig. If attendance has been significantly less than this, Andi will have the final say about inclusion.
Formal kit , for gigs like concerts, weddings, etc. comprises SSS T-shirts, black formal trousers and black formal shoes.
Informal kit for busking-type & outdoor gigs, etc. - SSS T-shirts, blue jeans, black shoes or trainers & SSS hoodies in cold weather. In hot weather, cropped jeans may be worn, (but not shorts) along with black sandals.
An SSS T-shirt is given to each new member. (This remains the property of SSS and should be returned if a member subsequently leave the choir.) Hoodies can be purchased (current price, around £20). Both can be ordered from Kat (sops)

Informal Kit

Formal Kit

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