BYLAWS of the BUFFALO VALLEY SINGERS
These bylaws will be available on the Buffalo Valley Singers blog. Printed copies will be available by request from the secretary.
Article I. This organization shall be known as the Buffalo Valley Singers.
Article II. Purpose and function –
A. To advance the appreciation of all types of vocal music in both chorus members and the community
B. To provide fellowship for members with music appreciation as a common goal
C. To provide music enthusiasts an opportunity to perform in public
D. To perform one benefit concert annually
Article III. Membership –
A. Membership in the Buffalo Valley Singers shall be open to area residents expressing an interest in performing vocal music.
B. There shall be an annual nonrefundable membership fee of $10.
C. Membership for a concert performance will be accepted until and including the third rehearsal for that concert. Exceptions to acceptance of new members after the third rehearsal will be at the discretion of the director.
D. Members who miss more than 2 rehearsals for a concert may not expect to sing in that concert if not adequately prepared as determined by the director.
E. Members who are not singing in a concert will not be permitted to sing at the rehearsals for that concert.
F. Members who drop out before the end of a concert season must return their folders to the librarian as soon as possible after quitting. All members are required to return their folders and music by the end of the season. Members who lose or do not return their folders and music at the required time for whatever reason who have been contacted by the librarian twice to do so will be billed for the value of the folder and music.
G. Members are encouraged to participate actively in all projects and to offer input to the Board of Directors.
Article IV. Administration –
A. Overall administrative direction of BVS shall be provided by a Board of Directors.
B. The Board of Directors shall be comprised of the following voting members: President, Vice President/President Elect, Past President, Secretary, Treasurer, Publicity Coordinator, Stage Manager, Members-at-Large, Directors, Librarian, and Accompanists.
C. Officers elected annually shall include Vice President/President Elect, Secretary, Publicity Coordinator, Stage Manager, and Members-at-Large.
D. The Vice President/President Elect shall serve as Vice President for one year and shall automatically become President the following year, serving one year in that office.
E. The Treasurer shall be elected for a term of two years.
F. The Directors, Accompanists, Membership Secretary, Patron Secretary, Directory Editor, Program and Poster Editor and Librarian shall be appointed by the Board of Directors.
G. The Board shall appoint officers as needed to complete unexpired terms of office.
H. The Board shall appoint non-voting assistant(s) to a position if needed.
I. The Board shall be responsible for the scheduling of concerts, setting of fees, and approval of expenditures.
Article V. Meetings –
A. The Board of Directors shall hold meetings as necessary to conduct business of the BVS.
B. A membership meeting for the election of officers shall be held annually at a rehearsal at the end of the spring season.
Article VI. Amendments –
A. These bylaws may be amended by a majority vote of members present at a general meeting.
Article VII. Dissolution –
A. Upon dissolution of the Buffalo Valley Singers, after payment of all liabilities, the chorus shall transfer or dispose of all assets to qualifying tax exempt organizations as deemed appropriate by the Board of Directors.
JOB DESCRIPTIONS
The information which follows is intended to provide guidelines for the directors of the group and to inform the general membership about the workings of the Buffalo Valley Singers. More detailed job descriptions are available from the Secretary.
GENERAL MEMBERSHIP
General Responsibility
A. Carry out the purpose and function of the BVS, as defined in the bylaws
Property
A. Help to keep BVS music and folders in good condition and return them promptly when requested
Membership
A. Help to recruit new members
Concerts and Rehearsals
A. Attend regularly and inform the directors in advance of absences when possible
B. Conform to concert dress requirements
C. Assist in setting up sites for concerts and rehearsals and restoring them afterward
Promotion
A. Assist with promotional activities, such as distribution of posters
Patrons
A. Help to solicit contributors
BOARD OF DIRECTORS
General Responsibility
A. Provide overall administrative direction to BVS activities
Administration
A. Prepare a calendar of meetings, project deadlines, concert dates for 12-month period
B. Propose items to the President for Board meeting agenda, giving at least 24 hours notice
C. Set dates and times for performances for next season
D. Approve concert location choices for next season
E. Approve annual budget for operating expenses and major capital expenditures
F. Review and update descriptions of officers’ duties; procedures for special projects
G. Approve appointments as necessary to fill positions and unexpired terms of office
H. Review compliance with bylaws or revise them, if appropriate
I. Research compliance with applicable municipal, state, federal laws
Property
A. Review music purchases and expenditures
B. Arrange insurance coverage for BVS properties
Patrons
A. Set goal for Patron Program; determine levels for donation categories
PRESIDENT
General Responsibility
A. Call and preside over business meetings
Administration
A. Hold meetings as needed to carry out the programs outlined in the schedule for the current concert year
B. Conduct annual election of officers
C. Work with established committees and appointees and communicate with them on a regular basis
D. Obtain contract signatures from the director and accompanist(s).
Membership
A. Preside over business meetings with the membership
Concerts
A. Speak to audience on behalf of BVS; explain policy of donations; thank host for providing concert site
Rehearsals
A. At the first rehearsal of each season, welcome the singers and introduce new members and Board members
VICE PRESIDENT / PRESIDENT ELECT
General Responsibility
A. Prepare for office of President by acting in his/her absence and assisting various committees
Administration
A. Chair Finance Committee (including Treasurer and Past President) to prepare annual budget in March for fiscal year July 1 – June 30
PAST PRESIDENT
General Responsibility
A. Assist in transition between Presidents and act with various committees
Administration
A. Serve on Finance Committee with Treasurer and President Elect to prepare annual budget in March for fiscal year July 1 – June 30
SECRETARY
General Responsibility
A. Maintain written records of BVS administrative activities
Administration
A. Record minutes of meetings, maintain them on file and distribute them by email or hand delivery to Board members
B. Handle written correspondence
C. Maintain file of BVS business documents, detailed officer job descriptions updated annually, and budget reports
D. Request permission to perform and rehearse at concert locations
E. Request permission to use rehearsal site and to schedule Board meetings
F. File paperwork to maintain current corporate status if necessary
Membership
A. Notify members of rehearsal cancellation or rescheduling by email, website, or phone calls.
B. Prepare and send pre-season mailing to members active during the last three years for notification of first rehearsal date and concert dates for the season by email, phone calls, or postcards, obtaining contact information from the membership secretary.
C. Send cards to members who are ill or hospitalized or who have lost a family member or to the families of members who died.
Rehearsals
A. Prepare printed schedule of concert and rehearsal times and places, concert dress and present board members
TREASURER
General Responsibility
A. Maintain financial records and process income and expenditures of the BVS
Administration
A. Receive and deposit all contributions and donations
B. Write checks to pay bills, extend honoraria and donations
C. Present honoraria checks to directors, accompanists and others
D. Record account transactions and generate reports to the Board with computer software obtained by BVS for that purpose
E. Serve on Finance Committee with Vice President/President Elect and Past President to prepare annual budget in March for fiscal year July 1 – June 30
Concerts
A. Retrieve and count receipts
B. Send donation (if applicable) for use of concert site, including cover letter
C. Send payment and cover letter to guest performers and to host for use of concert site if applicable
D. Provide change at the admission tables for ticket takers
Patrons
A. Receive incoming patron forms; record names and contributions; maintain file of forms for the last four years
B. Send acknowledgments to patrons, allowing members to deliver personally as many as possible and mailing the rest
C. Work with Program and Poster Editor and Patron Secretary to share patron information as needed
PUBLICITY COORDINATOR
General Responsibility
A. Coordinate and direct efforts to notify the public of BVS concerts and activities
Promotion
A. Prepare and distribute news releases to media
B. Organize poster distribution by members
C. Arrange for publicity photos of BVS
D. Maintain BVS master file of news releases and media contacts
E. Coordinate publicity for the annual benefit concert including initial contact with chosen benefit organization
F. Send preseason emails and postcards to area churches to recruit members.
G. Maintain a database of and send emails and postcards to concert CD drawing entrants who wanted to be notified about upcoming concerts
H. Coordinate with the Susquehanna River Valley Visitors Bureau for concert publicity in the display case, annual planning guide and website
I. Contact area nursing home social coordinators to generate interest in bringing a group to concerts
History
A. Maintain scrapbooks of clippings, awards, photos, and other mementos
STAGE MANAGER
General Responsibility
A. Be responsible for the physical arrangements at concert sites
Administration
A. Survey layout of proposed concert locations for next season to plan for riser layout, number of risers, amount of rearrangements required, electrical outlets, etc. This is only required for new sites and should be done with the Director.
B. Arrange for Sound and Lighting Technicians to be present as needed for performances and rehearsals
Property
A. Arrange for storage and transportation of musical instruments in association with the accompanists
B. If necessary, direct the construction of mini-platforms, extensions, riser supports, steps, etc., to accommodate the group at a concert site.
Membership
A. Enlist assistants to help with the erection of risers and staging equipment
Concerts
A. Arrange for risers, and for their storage and transportation during the concert season
B. Arrange for unlocking and locking the concert site
C. Arrange to have a supplemental podium for the Director, depending on the concert site
D. Set up/remove risers and keyboard; this includes rearrangements of the host location when required
E. See that other supplies are provided as needed, including electrical extensions, etc.
F. Assist Sound Technician in carrying and installing equipment
Rehearsals
A. Arrange for locking and unlocking the rehearsal site
MEMBERS-AT-LARGE
General Responsibility
A. Provide additional representation of membership and assist committees
Administration
A. Prepare a slate of nominees for election of officers
Membership
A. Organize social events, such as refreshments at the first rehearsal of each season and gatherings at the end of each season
Concerts
A. Recruit and instruct ushers and ticket personnel before each concert
B. Plan and produce stage decorations
LIBRARIAN
General Responsibility
A. Maintain BVS music library and folders
Property
A. Place order for supplies as requested by the Board of Directors or the Director
B. Stamp and number all new music to prepare for distribution or for filing
C. File music alphabetically with individual copies in numerical order; folders are filed and distributed in numerical order
D. Monitor condition of folders: make minor repairs when possible; discard unusable folders; alert the Board when new folders need to be ordered
E. Keep a record of all music borrowed from BVS music library; make sure that all music is returned
F. Alert Board when new filing cabinets need to be ordered
G. Maintain a list of current folder assignments: name, address, phone for each folder number. Provide the assigned folder number list to the membership secretary.
H. Trace any folders not returned at end of season
I. Empty all folders at the end of the concert season; sort and file all music and folders
J. Inform members at the beginning of each season of the policies regarding returning folders and using pencils only to mark music directions
Rehearsals
A. Prepare folders for distribution to members; include numbered set of music for the season and the information sheet prepared by the secretary
Ensemble
A. Prepare folders for performers
B. Collect folders after performance and file music
DIRECTOR
General Responsibility
A. Direct the singers and accompanists at rehearsals and performances and provide overall musical direction for BVS
B. Appoint section leaders to assist at rehearsals or at performances in absence of directors
C. Select and order music for performances
Administration
A. Survey layout of proposed concert locations for next season with the Stage Manager if necessary
B. With the Accompanists, assess instruments (organ, piano) available at sites for next season
Concerts
A. Determine singers’ positions on risers
B. Determine performance sequence of the program and give that information to the Program and Poster Editor at least two weeks before the program
C. Select soloists by audition
D. Arrange for the recording of concerts
Ensemble (a small group of 4-24 singers selected by the director)
A. Receive requests for BVS engagements and confirm arrangements
B. Select music for performance
C. Determine number of singers needed for performance and select by audition
ASSISTANT DIRECTOR
This position will be filled at the discretion of the director with Board approval.
General Responsibility
A. Direct the singers and accompanists at rehearsals and performances in the absence of or upon request from the Director
B. Help the Director with music selection for performances or other duties as needed
ACCOMPANISTS
General Responsibility
A. Provide instrumental accompaniment for rehearsals and performances
Administration
A. With Director, assess instruments available (organ, piano) at sites for next season
Property
A. Notify the Board of need for maintenance and repairs to musical instruments
Concerts
A. Recruit page turners for concerts, as well as rehearsals, if needed
Ensemble
A. Transport keyboard to/from concert site, if necessary, in association with Stage Manager
ADDITIONAL PERSONNEL
The Board of Directors shall appoint additional personnel to fill these positions. Those holding these positions are not members of the Board, but report to and consult with the Board as needed.
MEMBERSHIP SECRETARY
A. Gather and maintain information on past and current members (name, address, email address, phone, voice part)
B. Remove from the membership list persons who have died, moved from the area, or not been active during the past three years
C. Provide the secretary with needed information for preseason notification of rehearsal and performance dates
D. Prepare and manage a “sign out” notebook for the use of members
DIRECTORY EDITOR
A. At the beginning of each season prepare an updated directory of members including current photograph, name, address, email address, phone number
B. Provide an opportunity for each member to proofread his or her copy for the directory
C. Arrange for the publication and distribution of the directory
PATRON SECRETARY
A. Organize patron program, recruiting assistants as necessary
B. Draft letter soliciting support from patrons; make copies for distribution at rehearsals or concerts or for mailing
C. Acquire patron donation list with contact information from the Treasurer; send renewal requests annually
D. Encourage members to solicit patron donations; provide current donation list to the members
PROGRAM AND POSTER EDITOR
A. Design and produce posters to advertise concerts
B. Design and produce printed concert programs, to include the names of current BVS members and patrons for the past year preceding the concert
C. Provide singers with working copy of program order
F. Print program tickets as needed
