DCMVC Constitution 2019/2020
The Choir shall be called and represented as the Derbyshire Community Male Voice Choir. Members of the Choir shall be defined as Choristers, Musical Director and Accompanists.
The object of the Choir shall be to encourage male voice singing within the county of Derbyshire and support charitable fundraising through the provision of concerts and musical events within the community.
The funds of the Choir shall be applied to the stated object of the Choir. The treasurer shall keep proper and up-to-date records of all transactions which will be subject to examination each year by an independent third party not connected to the Choir. No member of the Choir shall receive any payment directly or indirectly for services to the Choir or for other than legitimate expenses incurred in its work. A minimum of 2/3 of the funds collected in collection buckets throughout the concert season along with a minimum of 2/3 of the proceeds of an annual charity concert will be donated to a nominated charity. An additional discretionary donation may also be decided by the Committee. In the event of the dissolution of the Choir any balance in cash remaining in hand after the realisation of assets and payment of debt shall be handed over to a charity or charities.
The administration of the Choir is through a Committee elected at the Annual General Meeting by the members.
The Committee members are the Trustees of the Charity and shall consist of:
Three other members of the Choir.
The Committee shall have the power to elect a new member on the Committee in place of one who resigns. The Committee shall manage the affairs of the Choir. A quorum shall consist of four members.
The Chairman will chair all meetings and will coordinate Choir activities
The Secretary will be the Choir’s primary point of contact for those outside the Membership of the Choir and will:
Receive correspondence addressed to the Choir
Generate correspondence on behalf of the Choir
Disseminate information to Choir Members
Be responsible for the organisation of votes and elections at General Meetings
Produce Minutes of Committee meetings.
The Treasurer will deal with the accounts of the Choir, including:
Receive subscriptions and other payments due to the Choir by Members
The payment of bills and the raising of orders
Reimburse payments to members of expenses approved by the Committee
Payment of honorarium to the Musical Team
Liaison with HMRC over matters concerning Gift Aid
Preparing accounts and financial statements as required for the Charity Commission and for presentation to the Committee and Annual General Meeting.
Preparing financial projections and budgets for consideration at the Annual General Meeting
Arranging for the Choir accounts to be examined by the person appointed by the Annual General Meeting
Recommending to Trustees the minimum financial reserve to be retained
All cheques will require two signatures. The authorised signatories are the Treasurer, Chairman and Secretary
Other members of the Choir elected as Committee members by the AGM shall represent the view of Choir members at Committee meetings.
Membership: Applications for membership shall be made to any member of the Choir either verbally or in writing. Applicants will be required to serve a trial period. Choristers will be required to pay an annual subscription fee. No fee is required from the musical team or those awarded honorary life membership of the Choir. The level of fee and method of payment will be reviewed and set at the AGM.
Production: The Committee shall be empowered to govern the work performed by the Choir.
General Meetings: The AGM shall be held on the first Monday in September. Notice of a General Meeting shall be given by the Secretary at least 21 days before the meeting. A special General Meeting may be called by the Committee. The Honorary Officers and Committee shall be elected at the AGM with the exception of the Vice Chairman and Assistant Secretary who shall be appointed by the Committee if deemed necessary. A statement of accounts and balance sheet for the previous year duly examined shall be presented to the AGM for the year ending 30th June. At a General Meeting only members of the Choir and actively participating honorary members may vote. Voting shall be by show of hands or in special circumstances by ballot paper. A Quorum at a General Meeting shall consist of fifteen members.
Alteration of Rules: shall not be made except at an AGM or a Special General Meeting. Notice of any suggested alterations must be handed to the Secretary in writing prior to the AGM or Special General Meeting.
Presentation: The Choir shall conduct itself at all times in a proper manner. Each member of the Choir shall take all responsible steps to ensure that by his conduct an act of negligence is not committed at any venue. Any such act is the sole responsibility of the Choir member. Should the behaviour of a Choir member be deemed unreasonable the Committee may invite the member to resign from the Choir.
Uniform Issue: Each member shall purchase and be responsible for their uniform and maintain it in good order. Items of uniform which have been purchased by the Choir are to be handed in immediately if membership of the Choir ceases or is terminated.
Attendance: Choir rehearsals will normally commence annually on the first Monday in September and continue weekly, exclusive of Bank Holidays, until the last Monday in June. Concerts will normally be confined to the period between the first day of October and the last day of June. Any Choir member failing to attend a minimum of two thirds of the rehearsals and concerts in any one season without a satisfactory explanation will be reviewed by the Committee and may be deemed to have forfeited Choir membership.
Open Management: The Choir’s Constitution and minutes of all Committee meetings are available on the Choir’s website in addition to being available to all Members on request.
Dissolution: The Choir shall not be dissolved except by a vote of three quarters of the whole of the Members. Such resolution may give instructions for the disposal of any assets held by or in the name of the Choir, provided that if any property remains after the satisfaction of all debts and liabilities such property shall not be paid to or distributed among the Members of the Choir but shall be given or transferred to such other charitable institution or institutions having objects similar to some or all of the objects of the Choir as the Choir may determine and if and in so far as effect cannot be given to this provision then to some other charitable purpose.
Reviewed and updated: July 2019