Policies and Procedures

Regular Practices

Typically Tuesday afternoons in the gathering room of St. Joseph Church, Livingston Avenue, Grimsby. Practice times may be extended if the Director feels more time is required to prepare for concerts. Members will be  notified by email of any changes.

Attendance

Members should plan to attend every practice when possible to ensure the best quality for our concert and sing-out audiences.

The Membership Director is to be contacted using the email link in the Contacts section whenever a member is unable to attend practice or an event.

We welcome everyone to come enjoy the benefits of singing with a group at practices. The Choir Director has the final say of whether a member is ready to perform at concerts to ensure the best quality for our audience.

Dues and Fees

An Annual Membership fee of $10 is due in September. Monthly dues are $22, with an option of paying semi-annually ($110) or annually ($210). Members are required to pay the fee whether present or absent.

Dues are kept as low as possible to ensure members can afford to learn and enjoy all our choir has to offer. We welcome and appreciate donations to help meet our financial obligations.

Dues will be reviewed annually to ensure the Choir can maintain financial stability over the coming fiscal year, and possibly beyond, and any revision will be proposed in advance and must be approved by the membership present at the AGM or at a Special Meeting if required.

Music

Music is handed out in alphabetical order to make it simple to find quickly.

Always use pencil only to mark music as instructed by the Director.

Music for concerts and sing-outs should be returned after the final performance of each
season to ensure the Librarian can maintain accurate filing and records.

Music remains the property of the Grimsby Celebration Choir and is to be returned when
leaving the choir.

Concerts / Sing-Outs

The Choir Director has the final say of whether a member is ready for a performance.

Dress for concerts is traditionally black pants/skirts and black shirts/blouses with minimal jewellery. Scarves, ties and poofs may be distributed for seasonal concerts and must be returned immediately following the event.

Dress for Sing-outs and other special performances will be decided by the Choir Director before each performance.

Always smile when entering and leaving the stage and carry your book in your right arm.

Ensure you can see the Choir Director by shuffling into position as necessary.

Keep your book open and still until the piano has finished at the end of each song.

Members requiring assistance to enter or exit concerts will be seated first and escorted out last.

Ad Hoc Committees

The Board shall appoint at the required time, the following Ad Hoc Committees:

Sub-Committees (Non-Voting):

Executive

  • An Executive Committee comprised of three members of the Board shall be appointed and be empowered to make decisions on issues arising when the choir is in hiatus.
  • Minutes of the meeting(s) shall be maintained and actions shall be reported to the Board at the next regular meeting.
  • The members of the Executive Committee are subject to change depending on availability and shall be appointed at the last regular meeting prior to the hiatus

Financial Review

  • A Financial Review Committee shall be appointed annually to review the finances of the Choir.
  • The Financial Review Committee shall be comprised if the President, Treasurer and at least one other member.
  • The Financial Review Committee will report its findings to the membership at the AGM.
Meetings

Board meetings will be held as required.  There must be a quorum of at least 4 of 6 voting members.

Committee Members not serving in the Board positions may be required to attend occasional Board meetings, but they do not vote.

Annual General Meetings (AGM) shall be held in September.

Dates and times for meetings can be set at the discretion of the Executive.  In the event that the President is unavailable, meetings may be called and chaired by the Secretary.

A Special Meeting of the Membership may be called when an issue arises that cannot be held off until the next AGM.  Any decisions will be made by a majority vote of those present at the meeting.

Other Concerns

Members who have a concern regarding the operation of the choir are required to submit their concern in writing to any Board member:

  • The issue will be discussed at a Board meeting.
  • The member will receive a written response.
  • The Choir will be informed of any necessary changes to the operation of the Choir as a result of the concern while maintaining the member’s confidentiality.