Section 1
1. Preamble
2. Overview of the Choirs
3. What, When & How
Section 2
2. Board of Directors—positions & roles
A) Chair
B) Vice-Chair
C) Secretary
D) Treasurer
E) Executive Committee
F) Registrar
G) Librarian
H) Section Leaders
I) Choir Communication Representatives
J) Editor—program, tickets, Power Point
K) Webmaster
L) Social Convener—advisor to the board
M) Public Relations and Social Media
N) Concert Production Manager
Section 3
3. Policies
A) Financial
B) Health and Safety
C) Registration
D) Term Fees, Assistance, Refunds and Donations
E) Attendance
F) Privacy
G) Conflict of Interest
Section 1—Preamble
The Celebration Singers Community Choirs are three non-auditioned community choirs who sing and perform songs from a variety of music genres that honour our diversity and touch the spirit.
Along with enjoying the fellowship of singing, one of our main goals is to keep our dues structure affordable to all community members while operating a balanced budget.
The purpose of the policy manual is to provide guidance and assistance in the administrative duties of the organization. It is updated and approved by the Celebration Singers Board of Directors periodically.
Edits are approved by the Executive Committee and facilitated by the Board Chair & Editor.
2. Overview of the Choirs
We strive to develop musical excellence and foster a sense of joy, sharing and community. Our wide-ranging repertoire includes classical, ballads, folk, gospel, multi-cultural and multi-lingual, and contemporary music.
We offer a fun, safe, warm & uplifting environment where singers of all skill levels are welcome. Our choirs develop a sense of community while focusing on teamwork, active learning, listening, and singing.
Our three choirs are:
⦁ Celebration Singers—mixed voices SATB or SAB. All levels of musical ability welcome.
⦁ Grace Notes—treble voice choir. Intentional focus on improving musical skills and abilities with increased emphasis on technique.
⦁ Men of Notes—TTBB lower voice chorus focusing on the joy of singing and learning together. All levels of musical ability welcome.
3. What We Do
⦁ Weekly choir practices develop a sense of singing together to create a unified sound while learning & understanding the music and the feeling and technique of each piece.
⦁ Sectional practices are offered and organized by Section Leaders. These offer an excellent opportunity for learning the individual parts of each piece of music.
⦁ Our set lists, repertoire examples and practice tracks are posted on the website early in each term.
⦁ Workshops: there is generally one intensive workshop per choir per term. Dates determined by Music Director(s) and organized by board.
⦁ Performances—two concerts at end of fall term and one or two concerts at end of spring term.
4. When – Our Schedule
We follow the school calendar year, rehearsing for 13 or 14 weeks in the fall and up to 15 weeks in the spring term. Start and end dates are coordinated with the Music Team with the fall term starting the second week in September and the spring term the second week in January.
We do not observe all stat holidays as Mondays are rehearsal nights for Celebration Singers. Grace Notes and Men of Notes rehearse on Thursday nights. Schedule is posted prior to the start of the term. Christmas break is observed, as is one week at spring break.
5. How We’re Organized
The Celebration Singers Community Choirs operate as a non-registered non-profit organization, managed by a volunteer Board of Directors. The board is responsible for financial decisions & budgeting including setting term fees and establishing and overseeing financial and other policies. The board recruits and hires Musical Directors and Accompanists, develops and maintains a relationship with the musical team and sets the remuneration package. Board decisions are generally reached through discussion and consensus. The board communicates with choir members regularly and provides opportunities for choir member feedback.
Section 2 Board of Directors
Role
The Board facilitates the DAY-TO-DAY operation of the choirs and includes the Executive Committee, General Membership and Music Directors. One of our main Goals is to provide support for our Music Team. The whole board generally meets in person three or four times per year. Budgets are approved by the whole board prior to the start of each term. Additional meetings may occur as issues arise.
A. Chair – updated June 2025
The role of the chair is to provide leadership and direction for the successful operation of the choirs and ensure the mission statement is upheld. As well, the role of the chair is to support the artistic team and the rest of the board members. The chair works in close collaboration with the executive committee and is an ex-officio member on all choir committees.
Responsibilities:
1. Ensure the focus of the Board is on strategically important issues:
⦁ Research and monitor best practices and make recommendations to Executive Committee and Board on a regular basis
⦁ Lead the Board, ensuring effective governance and representation of the organization's interests
⦁ Act as direct liaison between the board and the music team
⦁ Represent the board and choir internally and externally to the broader community
⦁ Maintain regular communication with choir members
2. Leadership:
⦁ Serve as point of contact for all board members on choir issues
⦁ Ensure each choir is represented on the Board
⦁ Keep track of annual calendar and ensure completion of all tasks
⦁ Provide support for Section Leaders and other board members
⦁ Mentor vice-chair
3. Organize and chair meetings:
⦁ Email board members requesting agenda items for next meeting; set meeting date, time & location
⦁ Review minutes of previous meeting for action items, finalize agenda and email to board
4. Annual Tasks:
⦁ Determine term start date {generally, 14 week fall term & up to 15 week spring term} & ensure facilities are booked
⦁ Determine workshop and concert dates & book facilities
⦁ Communicate with Music Director(s) & Accompanist(s) regarding schedule, duties and expectations
⦁ Work with Treasurer to set budget, including fees, and update polices
⦁ Work with registrar and webmaster to ensure registration process is set and website updated
⦁ Develop general membership communication for term start, term schedule, including health and safety issues
⦁ Ensure all Board positions are filled for the next year
⦁ Review the policy manual at the end of the spring term and call for revisions
⦁ Monitor weebly.com, G-mail & bank accounts
⦁ Ensure public relations & events are organized; coordinate photography of the choir
⦁ Concert details—ticket sales, poster, programs, and emcees
3. General:
⦁ Maintain a written record of procedures for the next incumbent in the position
B. Vice-Chair
The Vice-Chair shares the leadership of the board, provides support for the Chair and assumes the role of Board Chair when the Chair is absent. They are also the first member considered to succeed the Chair when departures occur. As such, they cooperate with the Chair and make every effort to learn the Chair’s role. The Vice-Chair is a member of the Executive Committee.
The Chair and Vice-Chair review the various duties that need to be completed, determine how the tasks will be divided and then communicate the outcome to the rest of the board.
Responsibilities:
1. Primarily supports the chair
⦁ Willing to research best practices and make recommendations to Executive Committee and Board
⦁ Collaborate with Chair, share responsibility, and provide leadership support
⦁ Act as a sounding board, assist with meeting management
⦁ Take on specific duties as determined in consultation with the Chair
2. Step in when the Chair is absent, and be ready to assume the role of Chair when the position is vacated
3. Help ensure the smooth functioning of the choir or committee by making suggestions and participating in decision making
4. Become familiar with all duties and responsibilities of the Chair
5. Maintain a written record of procedures for the next incumbent in the position
Tips for Chair:
Weekly rehearsal facility booking for future terms needs to occur prior to the end of the current term.
Current facilities being used:
Comox Valley Presbyterian Church – 725 Aspen Road, Comox, V9M 4E9; [email protected]; 250-339-2882
St. George’s United Church – 505 6th Street, Courtenay, V9N 1M5; [email protected]; 250-334-4961
When all three choirs rehearse on the same night, two rehearsal spaces are necessary. St. George’s can easily accommodate this; CV Presbyterian cannot.
If SD 71 facilities are available, we request the band room and music room on Thursdays (5:15-8:30) at Mark Isfeld School. Download the ‘APPLICATION FOR USE OF SCHOOL FACILITIES’ form from the School District 71 website (https://www.comoxvalleyschools.ca/apps/pages/index.jsp?uREC_ID=1064589&type=d&pREC_ID=1357813).
Weebly.com (communications via website) Administrative chair receives all external communication that is sent to our Weebly.com address on the website. Emails are either answered by the chair or forwarded to the appropriate Board member or Music Director. Choir board members are informed about “weebly.com” messages relevant to their section.
Publicity and Promotion—the publicity role is to create interest in the choirs prior to term start up (press releases scheduled mid to late August) and the lead-up to concerts. Webmaster will post on the CSCC Facebook page and website.
Registration Opening Date—establish choir registration date with board. Ensure date is posted on website and determine process for communicating registration details with past and present choir members. Generally, section leaders create a standard message to send out to their membership lists.
Concerts—the concert organizers coordinate logistics of the fall and spring concerts. Early in each term, determine if live streaming will be available. Determine ticket sales locations.
Concert venue—determine dates and book facility at least 1 year prior to performances.
Winter concerts historically take place at St. George’s United Church in mid December—evening and matinee. Prior to the COVID pandemic, we hosted a social/snack time with guests after the concerts. At some date, we may resume this practice.
Spring concert—mid April to mid May depending on venue availability and music team schedules.
Stay in touch with the venue as necessary throughout the term to ensure good communication and coordination.
Ensure that insurance requirements of the venues are met and documented as necessary.
On concert day, ensure that the facility is accessible as needed and be available to problem solve as issues arise.
Ensure that the venue is cleaned and secured as necessary after concerts.
Debrief with the venue after the concert if appropriate.
Budget—develop a concert budget with the executive committee early in term. Inform Music Director(s) of guest musician budget, determine ticket prices and communicate with board.
Maintain a record of concert expenses with receipts and submit to treasurer.
Ongoing monitoring of ticket sales—communicate to board and members.
Book Services and Supplies—determine what services will be used (e.g. photographer, sound technician) and book if needed. Work with editor on Power Point presentation or slides for concert program.
Rent risers from Comox Valley Children’s Choir—contact Mike Day (250) 218-3332. Organize pick-up, delivery and return of risers.
Publicity—work with local organizations—newspaper, PACV, CV Arts Council, social media – to advertise concerts, term start up and membership recruitment.
Determine how many comp tickets are needed (e.g. ticket outlets, CYMC if sponsoring Sid rental, music team)
Concert call times & other details—communicate with Music Director(s) and determine call times for dress rehearsals and performances. Communicate call times to choir members and music team including guest musicians. Ensure props like stools and music stands are in place. Appoint stage manager for flow on & off stage.
C. Secretary – reviewed July 2025
ROLE
There are three key roles of the Secretary:
⦁ Create a written record of Board and Executive Committee decisions
⦁ Communicate with choir members as requested by the Board
⦁ Organize and manage performance ticket sales and front of house volunteers
RESPONSIBILITIES
⦁ Attend Executive Committee and Board meetings – record minutes and participate in decisions
⦁ Annually review Secretarial Roles and Responsibilities and suggest revisions to the manual
⦁ Liaise with Registrar to ensure all membership contact lists are updated
⦁ Collaborate regularly with registrar and section leaders to ensure membership lists remain current throughout the full term
⦁ Maintain group email membership lists for communicating with members
⦁ Send emails as requested by Chair or Musical Directors
⦁ Keep copies of previous minutes for reference on flash drive
⦁ Organize front of house volunteers for concerts as necessary
⦁ Organize hard copy ticket sales to choir members and retail outlets if applicable; collaborate with Treasurer and Webmaster for online ticket sales
Procedures for Ticket Selling and Front of House Volunteers
The Ticket Manager determines the method of ticket sale—retail outlets, electronic, or a combination of electronic & retail in collaboration with the board.
Retail outlets and direct member sales:
Locate two retail outlets for ticket sales—one in Courtenay (Laughing Oyster or House of Color) and one in Comox (Eby’s Business Services). It is important to establish who the main contact person will be at each retail outlet.
Once tickets are produced, deliver set amount for both concerts to retail outlets 5 weeks prior to concert date. Include $50.00 cash float with each set of tickets.
A ticket tally form is left at each store to keep track of ticket sales. Store personnel are shown the form and asked to write down sales. A choir contact number (Ticket Manager) is written on the form as well as ticket prices. Ticket sales are checked with the retail outlets weekly and the money is collected and deposited in the community account at CCCU. Receipts for all deposits at the bank are to be emailed to Chair, Treasurer and Ticket Manager. Final pick-up of money and any remaining tickets occurs the Wednesday prior to the concert.
Complimentary tickets:
Canvass Music Director(s) and accompanist(s) and Chair for up to two complimentary concert tickets. Retail outlets are each offered two tickets to one of the performances. Public Relations Coordinator may request additional complimentary tickets.
Ticket sales to choir members at rehearsal space:
Ticket sales for choir members will be organized at rehearsal space 5 weeks prior to concert date. Two people
(Ticket Manager and Secretary) are needed to disperse the tickets, and three people (Ticket Manager, Secretary and a choir member) to collect the money and remaining tickets, and to reconcile and record this information on the forms.
⦁ distribute tickets to choir members and record numbers on the master ticket selling form
⦁ place tickets in an envelope with the choir member’s name and the ticket numbers recorded on the front of the envelope
⦁ choir members are given 3 weeks to sell tickets; members are asked to bring money and any remaining tickets back to choir in the envelope, noting on the envelope the number of tickets sold, cash total and number of tickets returned.
⦁ Ticket Manager and Secretary reconcile the envelope totals with the master ticket selling form. The Treasurer approves the totals and deposits the money into the choir account.
⦁ if not sold out, tickets are made available at the door
⦁ a final report on ticket sales is sent to the Chair following the concert
Tips for Front of House Volunteers:
Recruit 8 or 9 front of house volunteers when performing at venues other than Sid Williams Theatre. Contact and confirm at least 1 month prior to performance day. Set call time for volunteers.
⦁ 1 or 2 volunteers outside directing flow and advising location of accessible entrance
⦁ 2 ticket scanners at front door
⦁ 1 ticket taker at front door
⦁ 1 ticket seller or ticket pick-up inside at a table
⦁ 2 or 3 ushers seating audience throughout facility
⦁ 1 volunteer at accessible entrance for ticket taking & ushering
⦁ provide comp tickets to all volunteers
D. Treasurer—reviewed July 2022
ROLE
The Treasurer manages and accounts for the Celebration Singers Community Choirs finances. The treasurer sits on the Executive Committee and the Choir Board and works with the co-chairs to develop the budget and financial policies.
RESPONSIBILITIES
⦁ Attend meetings and present a treasurer’s report
⦁ Ensure expenditures are approved, including guest performers and musicians
⦁ Annually review Roles and Responsibilities and suggest revisions
⦁ Maintain a record of financial policies
⦁ Prepare a budget showing current bank balance, projected expenses and actual expenses
⦁ Regularly provide a hard copy or email of the financial report with budget-to-actual variances to the executive committee
⦁ Maintain the bookkeeping records so that they are current at any given time
⦁ Prepare a year end (July 31) financial statement to the board
Monthly responsibilities
⦁ Create monthly statements of all incoming and outgoing amounts—provide copy to executive committee
⦁ Pay music team at end of month for regular rehearsals, concerts, workshops, or other functions
⦁ Maintain cheque book, ensuring that two signatures are on each outgoing cheque
⦁ Manage and monitor registration fees both in-person and via e-transfer and ensure member payment is recorded on the registration lists
⦁ When funds are being collected—term fees or ticket sales – the treasurer reports weekly deposits to the executive committee
⦁ Receive and pay invoices and record all expenses as they occur, keeping a copy of all invoices paid, with cheque number. This includes insurances, BCCF membership, storage rental, venues, music orders and all other invoices. All payments out require an invoice or receipt and must be for approved expenditures. All payments are made by cheque.
⦁ Keep Executive Committee and board informed on financial picture
E. Executive Committee—reviewed July 2022
ROLE
The Executive Committee consists of the Chair, Secretary, Treasurer, and a member-at-large. The executive committee meets regularly and has the ability to make normal operational decisions. The committee will consult with or make recommendations to the whole board on any extra-ordinary decisions. The executive committee responds to and deals with emerging issues.
This committee was created after the strategic planning session in June 2019 and is responsible to the board. Music Directors or other board members are frequently asked to participate in executive committee meetings to help with decisions such as a Music Director search or the budgeting process.
F. Registrar
ROLE
The Registrar’s role is to receive all registrations and keep information about Choir members organized and up to date. The registrar works closely with the chair and treasurer to track and collate payment of term fees. Accurate registration records are an integral part of our safe singing plan.
RESPONSIBILITIES
1. Registration: Organize spreadsheets for registration of choir members for each term.
⦁ Three weeks prior to registration opening, work with chair on registration details
⦁ As registrations occur on the website, update information from the weebly.com form to spreadsheets. Communicate weekly with co-chairs & section leaders on progression of registration for each section.
⦁ Create a separate list for each choir—Celebration Singers, Grace Notes and Men of Notes – alphabetically by section and including voice placement (i.e. soprano, alto, tenor, bass). This is the record of registrants for each choir grouped within sections. These lists are emailed to section leaders.
⦁ Create a master membership list alphabetically by choir and email list to secretary and co-chairs
⦁ Provide a hard copy list by section for each section leader’s weekly attendance record
Tips for the registrar:
⦁ After the first practice, check in with each section leader to verify accuracy of their attendance list (quite often, there will be no-shows)
⦁ For the second practice, create and print an updated spreadsheet for each section
⦁ Over the first month, amend registrant lists as people get added or removed
⦁ Remind section leaders to keep you informed of changes in their sections
⦁ Maintain spreadsheets of members of each section during the whole term
2. Registration support: Develop materials that facilitate an efficient registration process prior to registration opening date.
3. Board meetings: Attend board meetings and/or Executive Committee meetings as required.
4. General:
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual.
Maintain a written record of procedures for the next incumbent in the position.
G. Librarian – updated May 2024
ROLE
The Music Librarian is responsible for, oversees, and accounts for all Celebration Singers Choirs’ music. The Librarian’s role is to organize the music for use by choir members each term and to maintain the library of music files. The Music Librarian attends board meetings.
RESPONSIBILITIES
1. Prepare for the term: communicate with music director(s) re: term set list 6 weeks prior to beginning of term. Music Director provides the Librarian with a copy of the set list for each choir.
⦁ The Librarian works closely with the Music Director(s), who order new music directly from the publisher, generally in an electronic PDF format. If hard copies of music are ordered, the Music Director(s) arrange(s) delivery and pick up with the Music Librarian.
⦁ When a hard copy is received, convert/have it converted into PDF format and store the hard copy in the filing cabinets at the storage locker.
⦁ When the Music Librarian receives music invoices from the Director(s), they are forwarded to the Treasurer for payment.
⦁ When Music Directors email set list to Librarian, the Librarian formats term set lists on a USB key. The files are then given to the print companies. Bulk printing of PDFs is done by Terry Penney at CLT. Eby’s is used by individual choir members who prefer to arrange to print their own paper copies. Music Librarian sends instructions to both print companies outlining which PDFs (set lists) belong in which choir folder.
⦁ When hard copies of music are pulled from the library, the Librarian makes arrangements to have music converted into PDF format. These PDF files are added to the USB key.
⦁ Once all the PDF files are produced, the set lists are sent to the Webmaster, who posts them on the website. When registering for choir, members may opt in to the bulk print order, download and print their own copies, or contact Eby’s to produce a set for a fee.
⦁ Pulls hard copies for choir members as requested by Director(s). Distributes to members and collects at end of term.
2. Maintain Library Files
The library files exist in print form in filing cabinets in the choir’s storage space and in digital form on a database which is maintained on a portable USB memory stick and the music library EXCEL spreadsheet.
⦁ Maintain music files and update as new music is added each term
⦁ Each term, the Librarian creates and updates a record of set lists for each choir. Music which has been borrowed or loaned out is updated on spreadsheet for tracking purposes.
⦁ Add new music titles to the database, update the database spreadsheet, and update to memory stick
⦁ Add one copy of each new score to the print files in the filing cabinets
⦁ Arrange and maintain the storage space
⦁ Track lending and borrowing of music to and from other choirs on spread sheet
3. General:
⦁ Annually review Roles and Responsibilities and suggest revisions
⦁ Maintain a written record of procedures for the next incumbent in the position
⦁ Maintain additional supplies as needed (file folders, etc.)
⦁ Chair may request that Librarian arranges to print welcome letters at the start of each term
H. Section Leaders – revised July 2025
ROLE
The Section Leader is the most important choir/Board contact for the members in each section and works closely with the Music Director to ensure singers are performance ready.
RESPONSIBILITIES
MUSICAL DUTIES
⦁ Lead by example – e.g. learn the parts early in the season
⦁ Encourage regular rehearsal attendance and request that members inform Section Leader about extended absences. Discuss extended absences with Musical Director.
⦁ Assess musical abilities, vocal range, experience and needs of individual section members, particularly new ones
⦁ Take notes during rehearsals for later use in sectionals or communications to members
⦁ Organize, promote, and lead regular sectionals:
⦁ Identify and secure venues and accompanists (if not yourself)
⦁ Target and work on difficult musical passages, review upcoming rehearsal pieces
⦁ Review score markings and phrasings
⦁ Foster a positive sectional identity and sound
ADMINISTRATIVE DUTIES
⦁ Introduce yourself & provide an overview to new members and verify registration information
⦁ Promote the buddy concept with new & returning members
⦁ Ensure members are familiar with weekly health screening & attendance policy
⦁ Hand out music packages, which may include Celebration Singers library music. Library music is numbered – note the number of the music each choir member receives on the attendance checklist.
⦁ Send “welcome” communication to section via email within first two weeks
⦁ If affordability of the term fee is an issue for any member, discuss with the Treasurer to determine a solution
⦁ Collaborate with other Section Leaders in blocking out space for section seating at rehearsals
THROUGHOUT THE SEASON
⦁ Track attendance at rehearsals (including sectionals), and contact absentees as needed
⦁ When a singer drops out mid-season, advise musical director, choir board executive, and registrar
⦁ Ensure musical director or choir board executive are apprised of issues or ideas raised by section members
⦁ Work with singers to assign section seating and voicing within the section as needed (and with other Section Leaders to block out space within the choir)
⦁ Try to place less experienced singers beside more experienced and confident ones
⦁ Try to ensure everyone has a clear view of the conductor
⦁ Designate an alternate person from the section to carry out duties during absences
⦁ Communicate information from the Board &/or Director to section members (using BCC for emails)
⦁ Attend meetings pertinent to choir issues
SEASON END
⦁ Encourage singers to return next season
⦁ If requested, communicate with members during the off-season
⦁ Assist music librarian with the collection of hard copies of music
I. Choir Communication Representatives – revised July 2025
ROLE
The choir communication representative is responsible for sending weekly communications from the Music Director and/or Board to the choir members (using BCC for emails).
RESPONSIBILITIES
ADMINISTRATIVE DUTIES
⦁ Introduce yourself & provide an overview to new members and verify registration information
⦁ Promote the buddy concept with new & returning members
⦁ Ensure any new registrants fill in the registration form; submit information to choir registrar
⦁ Hand out music packages, which may include Celebration Singers library music. Library music is numbered – note the number of the music each choir member receives on the attendance checklist.
⦁ Send “welcome” communication within first two weeks (include links to health protocol and welcome letter pages on website)
⦁ If affordability of the term fee is an issue for any member, discuss with the Treasurer or Board Chair to determine a solution
THROUGHOUT THE SEASON
⦁ Track attendance at rehearsals, and contact absentees as needed
⦁ When a singer drops out mid-season, advise musical director, choir executive, and registrar
⦁ Ensure musical director or choir board executive are apprised of issues or ideas raised by members
⦁ Notify an alternate communication rep to carry out duties if absent
⦁ Attend board meetings and any other meetings pertinent to choir issues
SEASON END
⦁ Encourage singers to return next season
⦁ If requested, communicate with members during the off-season
⦁ Assist music librarian with the collection of hard copies of music
OTHER DUTIES
⦁ Lead by example
⦁ Encourage regular rehearsal attendance and request that members inform you about extended absences. Discuss extended absences with Musical Director.
⦁ Help organize sectionals as needed, e.g.
⦁ Find members willing to:
⦁ host and lead sectionals
⦁ ensure members are working on specific areas as identified by the Musical Director
⦁ review upcoming rehearsal pieces, review score markings and phrasings
⦁ foster a positive sectional identity and sound
J. Editor—Programs, Tickets, Power Point—revised July 2022
ROLE
The Editor is responsible for proofing, editing and formatting choir documents including programs, tickets, Power Point presentation and choir policies and procedures. The Editor is a Member-at-Large on the Executive Committee and Board of Directors, attends meetings and participates in decisions.
1. RESPONSIBILITIES
⦁ Assists in the writing of choir communications, publicity, policies and posters
⦁ Edits documents for grammar, spelling and punctuation
⦁ Creates and formats concert programs and Power Point presentations
⦁ Collaborates with website administrator on content, formatting, and protection of privacy
2. CONCERT MATERIALS
⦁ Edit and proof concert materials for printing, ensuring timelines are met.
⦁ tickets for concerts at St. George’s United Church
⦁ programs or Power Point presentation
⦁ ensure Music Directors meet timelines for concert order
3. GENERAL
⦁ Attend board meetings
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual
⦁ Maintain a written record of procedures for the next incumbent in the position
K. Webmaster – revised June 2025
ROLE
The Webmaster is responsible for the development of the website, is the site administrator and is responsible for all content including our protection of information privacy policy. This includes working with the Chair to ensure all information on the website is updated. The Webmaster works closely with the Musical Director(s) to post term music, weekly practice plans, and practice tracks.
1. RESPONSIBILITIES
⦁ Make changes to the website as requested by the Music Director(s) or Chair.
⦁ Post set lists, term music samples and practice tracks on the website each term.
⦁ Make suggestions to the board for ways to improve the website.
⦁ Ensure the website is easy for choir members to navigate.
Manage the on-line ticket site.
⦁ Design performance posters for events and arrange for printing.
⦁ Assist with Power Point or slide presentations, videos, and photographer as needed.
2. Facebook page: Monitor the CSCC Facebook page to ensure that it is a good reflection of the choirs and is user friendly.
⦁ Monitor the Facebook page frequently to ensure that there is no inappropriate material, either in content generated by the Choirs or in comments.
⦁ Post events and updates on request from the board and Music Director(s).
⦁ Inform the Chair if issues arise with the Facebook page.
3. Publicity for concerts:
Liaise with the Public Relations Team and the Concert Manager to generate publicity for end of term concerts. Post updates on our website and social media sites.
4. General
⦁ Attend board meetings.
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual.
⦁ Maintain a written record of procedures for the next incumbent in the position.
L. Social Convener – reviewed July 2025
ROLE
The Social Convener helps create supportive, positive experiences for choir members and/or audiences by suggesting and organizing opportunities for socializing.
RESPONSIBILITIES
1. Hosting audience after concerts (if applicable)
⦁ Plan and organize after-parties for the concerts including decorating, outlining section pot-luck responsibilities, recruiting volunteers for set-up and clean-up, etc.
2. Social and fundraising activities
⦁ Suggest social activities for choir member participation
⦁ Organize approved activities including venue rental (activities have included meals, parties, hosting meetings)
3. Gift purchasing
⦁ Organize and purchase end of term gifts for music team and others within an approved budget
⦁ Provide receipts to Treasurer for reimbursement
4. Stage design and performance attire
⦁ Design, plan, and organize stage props for performances
⦁ Recommend concert attire and colour combinations for performances
5. General
⦁ Communicate with board as needed
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual after the spring concert
⦁ Maintain a written record of procedures for the next incumbent in the position
M. Public Relations and Social Media – revised June 2024
ROLE
The Public Relations and Social Media spokesperson promotes a positive public image for Celebration Singers Community Choirs. They create interest in the choirs through news releases, articles and social media postings. The Public Relations spokesperson works closely with the choir chair and executive committee. All media releases are vetted through the choir editor.
RESPONSIBILITIES
1. Publicity and Promotion—the publicity role is to create interest in the choirs prior to term start up (press releases scheduled mid- to late-August) and in the lead-up to concerts. Work with local organizations—newspaper, radio, PACV, CV Arts Council, social media – to advertise concerts, term start up and membership recruitment.
2. Press Releases: submit pre-season and pre-concert press releases to the Comox Valley Record 4 weeks prior to the date of the event. May or may not be published. A paid ad helps get press releases published.
Example of fall term timelines:
Aug, 8 – 12 Fall membership pic & press release
Nov. 13 Concert pic & press release
Dec. 18 Spring membership press release
(April 7 Spring 2025 Concert)
On occasion. may create press releases when the CSCC hosts choral workshops open to the community at large.
3. Advertising: collaborate with the executive by recommending, writing and purchasing paid newspaper and radio ads as needed. Each term, collaborate with the PACV liaison regarding a group performing arts newspaper ad and PACV website publicity.
4. Communicate with members: promote choir activities to members, including fundraising, membership, social activities, external workshops. The CSCC secretary and, as appropriate, the choir Webmaster, will post the information via email and on the CSCC Facebook page and website.
5. Performance Details—work closely with the choir editor and webmaster on production of tickets, posters, programs, and Power Point. Work closely with the choir secretary to facilitate concert ticket sales. Coordinate concert emcees. Determine how many comp tickets are needed (e.g. ticket outlets, CYMC if sponsoring Sid rental, music team). Book services and supplies—determine what services will be used (e.g. photographer, sound technician) and book if needed. Work with editor on Power Point presentation or slides for concert program, if needed.
6. Photography—coordinate photography of the choir(s) in conjunction with the music directors (to facilitate scheduling).
7. Fund raising activities – lead and/or recommend viable fundraising initiatives.
8. Board meetings—attend board meetings and/or Executive Committee meetings as required.
9. General—review Roles and Responsibilities annually and suggest revisions to the policy manual. Maintain a written record of procedures for the next incumbent in the position.
N. Concert Production Manager – revised June 2025
ROLE
The Concert Production Manager oversees, coordinates and facilitates the planning and execution of the technical and support activities for concerts. The Concert Production Manager serves as the single point of contact between the Technical Team, the Artistic Team (Directors and Accompanists), and the board chair.
RESPONSIBILITIES (specific deliverables noted in bold)
1. Develop the concert plan (typically occurs prior to concert week)
⦁ Book sound and recording technicians, as required (budgetary approval necessary)
⦁ Book risers
⦁ Determine and/or confirm Green Room location (usually included in facility booking)
⦁ Coordinate with the Program Editor to ensure the Power Point is finalized
⦁ Develop the Concert Plan including the flow of choirs on and off stage, musical interludes, call times, and concert order in consultation with the Artistic Team and the choir Chair
⦁ Develop Concert Flow Chart and distribute to Artistic Directors for their agreement
⦁ Develop Stage Management Plan including riser location, backlighting and house plans, mic positions and special seating requirements on and off stage for each choir
⦁ Liaise with Emcee regarding when Emcee comments occur in the program
⦁ Consult with the Artistic Directors regarding the concert program
⦁ Prepare the Tech Sheet for use by the technical team and accompanist
⦁ Liaise with the choir PR and Artistic Team regarding photography, if applicable
⦁ Liaise with the Front of House Coordinator
2. Execution of responsibilities (Typically occurs during concert week)
⦁ Liaise with venue hosts and choir Chair, as needed
⦁ Assist Artistic Team with movement of choirs during the dress rehearsal
⦁ Post Concert Flow Chart and notify choir members of its location
⦁ Take photos of venue prior to load-in to facilitate resetting the venue
⦁ Supervise load-in of risers and equipment
⦁ Ensure that reserved seating is in place, if required
⦁ Assist sound and recording technicians with set-up
⦁ Assist Front of House Team with set-up
⦁ Brief stagehands and supervise implementation of the Stage Management Plan
⦁ Provide 15-, 10- and 5-minute concert warnings to choirs
⦁ Make housekeeping announcements prior to concert start, as required
⦁ Direct movement of choirs between stage and green room during concerts
⦁ Supervise tear down and load-out activities
⦁ Ensure venue is returned to its original layout as per photos
3. Other duties
⦁ Attend Board Meetings and/or Executive Committee Meetings, as required
⦁ Review Roles and Responsibilities of the Concert Production Manager annually and recommend updates or amendments as required
⦁ Prepare and maintain a procedure checklist for Concert Production Management
Section 3—Policies—revised JANUARY 2024
A. Financial
Our main objective as a community choir is to enjoy the fellowship of singing. We endeavour to keep our dues structure affordable to all community members while operating a balanced budget.
Prior to the beginning of each term, the Celebration Singers Choir Board will set the membership fee.
A budget will be developed by the Executive Committee prior to the setting of the fees.
The Treasurer will present the budget including the term fee to the choir board for approval.
Once the term fee is set, it will be posted on the website under the Join tab—Membership Details-- thereby notifying members of the current term fee prior to the start of the term.
The Choir Board is responsible for all income & expenses including decisions around donations or
grants.
As a non-profit organization, our goal is to maintain a cushion of $10,000.00 in the bank at year end.
Income
⦁ Our main objective is for term revenue to cover operating costs plus generate a small surplus to cover ongoing administrative expenses.
⦁ As income is dependent on membership numbers and concert revenues, fundraising may be necessary to ensure our main objective is fulfilled.
Expenses
⦁ All expenses should be clear and documented. The Treasurer provides monthly updates to the Executive Committee on budget to actual variances and account balances.
⦁ Unexpected expenses must be reviewed and approved by the Executive Committee prior to outlay.
Budget
⦁ Revenues are based on membership fees and concert ticket sales.
⦁ Expenses based on administrative costs include insurance, music library storage, rehearsal venue rent, bank charges, professional membership fees, website, and production of concert(s).
⦁ Music team expenses include payment of contractors, purchase of music, and production of practice tracks for each voice part.
Banking
⦁ The Choirs have a Community Partners account and a Special Project account at Coastal Community Credit Union in Comox. Authorized signatories are confirmed annually and recorded in the minutes at the first executive meeting of the calendar year. All invoices are paid via cheque and require two signatures. In the event that funds are required to be transferred from the Special Project account to the Community Partners account to cover a Board approved payment made from the latter account, two authorized signing officers are required to approve this transfer via the online banking system. The account maintains an automatic e-transfer option for deposits only.
⦁ The Community Partners account is the general account for ongoing operational income and expenses.
⦁ The Special Project account was gifted by long time Music Director, Jenn Forsland, for the purpose of choir(s) participation in extra-ordinary events. Use of this account is determined by the full Choir Board of Directors.
Concert Budget
⦁ Concert expenses are budgeted each term—Chair oversees concert production.
⦁ Expenses generally include facility rental, ticket production, posters & programs, riser rental, technical support, and gifts.
⦁ Concerts should bring in enough income to cover their costs.
B. Health and Safety
Our main objective as a community choir is to provide a safe and respectful environment which allows singers to participate fully. As the organizers of a community event, the Choir Board will uphold current recommendations of the Public Health Office.
Prior to the start of each term, a Communicable Disease Plan and weekly health screening questions
will be posted on our website. Each week, all attendees including the music team will answer the health screening questions.
Prior to attending in person, all singers must be registered on the website. If a singer is not on the registration list, they will be asked to go home, to register online and come back the following week.
C. Registration—two step process
Step One
⦁ The choir board will set a preferred number of singers for each choir prior to opening registration. Retention and recruitment are both priorities coming out of the COVID pandemic. Venue capacity limits and public health guidelines will be respected.
⦁ Registration opening will be posted on the website and communicated to members by section leaders via email. Notice is provided to past members in advance of general registration.
⦁ Interested members complete the jot form under the Join tab of the website. An automatic response is sent to the registrant to indicate that their registration was successful. This email may also include the welcome letter.
⦁ Registrar collates registrations by section for each choir. Registrar will keep the chair updated on progress. If a registration cap is reached in one of the choirs, singers waiting to register will be given the choice to join one of our other choirs.
Step Two
⦁ Choir members will complete the registration process with payment of term fees via e-transfer, cheque or cash within the “paid by date” set by the choir board.
⦁ The registration process will stay open until the third practice into the term or as deemed acceptable by the individual Music Director(s). The Music Director(s) may recruit or set capacity limits on sections for balance of sound.
Wait List
⦁ If all choirs reach capacity, the Board will determine if a wait list is required. If required, the registrar will maintain a wait list and carry it over to the following term only.
D. Term Fees, Assistance, Refunds and Donations
As a community choir, we endeavour to keep our fee structure affordable to all community members while maintaining a balanced budget. Fees are determined by the Choir Board. The objective of the fees is to cover the cost of the practices, materials, rehearsals and other costs related to the activities of the choir. The fees are set at a level to ensure that the choir is financially viable, including maintaining a surplus of $10,000.00.
Payment of Fees
⦁ Choir members are requested to pay fees in full at the start of each term or at the latest by the 2nd rehearsal of each term.
⦁ Preferred method of payment is via e-transfer to ⦁ [email protected]. Cheques and cash are valid and will be collected by section leaders or designate no later than the 2nd rehearsal of each term.
⦁ Newcomers may attend the first rehearsal to determine if they would like to join the choir. If they continue to attend, they are expected to pay fees for the full term.
Donations
⦁ At times, Celebration Singers Community Choirs receive offers of donations. Generally, the offer comes directly to the Board Chair or Treasurer. Donations can be applied towards a specific expense or directed into general funds.
⦁ If the offer is for fee assistance, it may be discreetly and directly applied towards any late fees of a fellow member as outlined in the policy below.
⦁ When a donation is received, the donor may request for the funds to be directed towards a specific goal or project. When such a request is received, it will be followed if possible (if the request cannot be honoured, this will be communicated to the donor with an explanation and an alternate suggestion for their donation). If there is no specific request, the donation will go into the general fund.
⦁ Receipt of donations or fee assistance will be acknowledged by letter or card by the board chair indicating how the funds were applied. Donations may also be announced by the emcee and/or on the PowerPoint presentation at concerts, unless the donor wishes to remain anonymous.
Fee Assistance
⦁ If a choir member has not paid registration fees by the first night, the Section Leader or Communication Rep will check in with the person and remind them that the term fee is due. If the member is unable to pay the full term fee, the section leader or communication rep will speak to the Board Chair or Treasurer to discuss other payment options. The privacy of those who may need assistance is maintained at all times.
⦁ In the past, several choir members have opted to “pay it forward” for members who need assistance. This process is facilitated internally by the Choir Board or Music Directors.
Refunds
⦁ Rationale: the Board needs to be able to plan expenditures for the term, based on enrollment. This policy is intended to recognize changing personal circumstances while providing a basis for planning.
⦁ Choir members who withdraw prior to the start of the term and have paid their term fee in advance will receive a full refund minus a $10.00 administration fee.
⦁ Choir members who withdraw after the first rehearsal (and request a refund) will receive a partial refund up to and including the 2nd rehearsal of the term.
⦁ Refunds will be issued upon request by the member as follows. Requests must be received before the third practice.
⦁ After week 1 or 2, refund will be term fee minus $30.00
⦁ There will be no refund after the 2nd rehearsal unless extraordinary circumstances occur.
⦁ In extraordinary cases of illness or personal hardship, a request for refund may be made after week 2. The Executive Committee can approve a pro-rated term fee refund.
If a choir member withdraws, the Section Leader or Communication Rep informs the Registrar, the Secretary, Chair and Music Director.
E. Attendance Policy
⦁ Choir members are expected to follow our safe singing plan including the Communicable Disease Plan and weekly health screen. These steps add a layer of protection for all and mitigate risks.
⦁ The primary purpose for rehearsal time is dedicated to learning music. Choir members are asked to attend regularly and be present and attentive during the whole rehearsal. Focused rehearsal time fosters safety, sense of community and respect of privacy.
⦁ Choir members are requested to notify either a section leader or designate when absent.
F. Privacy Policy
Celebration Singers Community Choirs has a firm and continuing commitment to the privacy of personal information. We hold the privacy of personal information in the highest regard. Choir members’ contact information is specifically for communicating about music and choir related details. The Choir Board is responsible for upholding and amending this privacy policy.
What Information Do We Collect and Retain?
⦁ We only collect information that is knowingly provided by Choir members.
We may retain the content of email messages sent to us, as well as the sender’s email address and our responses.
How Do We Use Information Provided to Us? We use contact information of Choir members to send them information about the Choir and about musical events in our community. Choir members who do not wish to receive these informational emails may notify us at any time by replying to our notices to express their wish not to be notified. We will modify our mailing list to reflect this preference.
Sharing Information
We do not share, sell, lend or lease any of the information that uniquely identifies our website or individual choir members. All requests for announcements or emails of events external to our choir business must be vetted through the Executive Committee. If a board member receives a request and is unsure if it should be announced, refer it to the Chair.
Event information will be announced or forwarded to our members when we are directly involved in, or are sponsoring, an event. Outside events that choir members are significantly or directly involved in can be promoted. Outside events that offer our members an unusual or unique opportunity for choral growth will be announced or forwarded by email.
Your Consent
Using the forms on our website constitutes consent to the collection and use of personal information as described in this Privacy Policy.
Our Commitment to Data Security—please note that your information is stored on our computer in Canada. We have put in place appropriate procedures to safeguard and secure information we collect online.
Public Performances and Video Sharing
As part of an ensemble that performs publicly, it is likely that performances will be recorded on video equipment and photographed. Recordings are an important learning tool for all musicians and occasionally they will be shared online via YouTube, e-mail, or Facebook by Celebration Singers members or by audience members who record the performance. Videos and photos are also stored in the website gallery for members and the public to view. These photos may also be used for promotion of the choir on posters, flyers, and newspaper articles. Singers will not be personally tagged in these recordings and, as a result, will not be “found” in the video by someone doing an Internet search about individuals. If you do not wish to be close up photographed, notify your section leader and every effort will be made to accommodate you.
Acquisition or Changes in Ownership
In the event that the website or a portion of its assets is acquired, your information would be considered part of those assets.
G. Conflict of Interest Policy
The Celebration Singers Community Choirs Board has a firm and continuing commitment to protect the integrity of our organization and members by upholding our conflict of interest policy.
A conflict of interest exists when a member of the organization has a personal interest that may influence them when making decisions or carrying out their duties. There may be a real conflict, a perceived conflict, or a conflict of duty. The existence of a perceived conflict, even one that has not been confirmed, may give rise to a conflict of interest situation.
Examples include selective sharing of information with individuals prior to announcements to the whole, sharing personal or confidential information, or recruiting members for other organizations.
The Celebration Singers Community Choirs Board of Directors and music team contractors are expected to respect and uphold this policy.
1. Preamble
2. Overview of the Choirs
3. What, When & How
Section 2
2. Board of Directors—positions & roles
A) Chair
B) Vice-Chair
C) Secretary
D) Treasurer
E) Executive Committee
F) Registrar
G) Librarian
H) Section Leaders
I) Choir Communication Representatives
J) Editor—program, tickets, Power Point
K) Webmaster
L) Social Convener—advisor to the board
M) Public Relations and Social Media
N) Concert Production Manager
Section 3
3. Policies
A) Financial
B) Health and Safety
C) Registration
D) Term Fees, Assistance, Refunds and Donations
E) Attendance
F) Privacy
G) Conflict of Interest
Section 1—Preamble
The Celebration Singers Community Choirs are three non-auditioned community choirs who sing and perform songs from a variety of music genres that honour our diversity and touch the spirit.
Along with enjoying the fellowship of singing, one of our main goals is to keep our dues structure affordable to all community members while operating a balanced budget.
The purpose of the policy manual is to provide guidance and assistance in the administrative duties of the organization. It is updated and approved by the Celebration Singers Board of Directors periodically.
Edits are approved by the Executive Committee and facilitated by the Board Chair & Editor.
2. Overview of the Choirs
We strive to develop musical excellence and foster a sense of joy, sharing and community. Our wide-ranging repertoire includes classical, ballads, folk, gospel, multi-cultural and multi-lingual, and contemporary music.
We offer a fun, safe, warm & uplifting environment where singers of all skill levels are welcome. Our choirs develop a sense of community while focusing on teamwork, active learning, listening, and singing.
Our three choirs are:
⦁ Celebration Singers—mixed voices SATB or SAB. All levels of musical ability welcome.
⦁ Grace Notes—treble voice choir. Intentional focus on improving musical skills and abilities with increased emphasis on technique.
⦁ Men of Notes—TTBB lower voice chorus focusing on the joy of singing and learning together. All levels of musical ability welcome.
3. What We Do
⦁ Weekly choir practices develop a sense of singing together to create a unified sound while learning & understanding the music and the feeling and technique of each piece.
⦁ Sectional practices are offered and organized by Section Leaders. These offer an excellent opportunity for learning the individual parts of each piece of music.
⦁ Our set lists, repertoire examples and practice tracks are posted on the website early in each term.
⦁ Workshops: there is generally one intensive workshop per choir per term. Dates determined by Music Director(s) and organized by board.
⦁ Performances—two concerts at end of fall term and one or two concerts at end of spring term.
4. When – Our Schedule
We follow the school calendar year, rehearsing for 13 or 14 weeks in the fall and up to 15 weeks in the spring term. Start and end dates are coordinated with the Music Team with the fall term starting the second week in September and the spring term the second week in January.
We do not observe all stat holidays as Mondays are rehearsal nights for Celebration Singers. Grace Notes and Men of Notes rehearse on Thursday nights. Schedule is posted prior to the start of the term. Christmas break is observed, as is one week at spring break.
5. How We’re Organized
The Celebration Singers Community Choirs operate as a non-registered non-profit organization, managed by a volunteer Board of Directors. The board is responsible for financial decisions & budgeting including setting term fees and establishing and overseeing financial and other policies. The board recruits and hires Musical Directors and Accompanists, develops and maintains a relationship with the musical team and sets the remuneration package. Board decisions are generally reached through discussion and consensus. The board communicates with choir members regularly and provides opportunities for choir member feedback.
Section 2 Board of Directors
Role
The Board facilitates the DAY-TO-DAY operation of the choirs and includes the Executive Committee, General Membership and Music Directors. One of our main Goals is to provide support for our Music Team. The whole board generally meets in person three or four times per year. Budgets are approved by the whole board prior to the start of each term. Additional meetings may occur as issues arise.
A. Chair – updated June 2025
The role of the chair is to provide leadership and direction for the successful operation of the choirs and ensure the mission statement is upheld. As well, the role of the chair is to support the artistic team and the rest of the board members. The chair works in close collaboration with the executive committee and is an ex-officio member on all choir committees.
Responsibilities:
1. Ensure the focus of the Board is on strategically important issues:
⦁ Research and monitor best practices and make recommendations to Executive Committee and Board on a regular basis
⦁ Lead the Board, ensuring effective governance and representation of the organization's interests
⦁ Act as direct liaison between the board and the music team
⦁ Represent the board and choir internally and externally to the broader community
⦁ Maintain regular communication with choir members
2. Leadership:
⦁ Serve as point of contact for all board members on choir issues
⦁ Ensure each choir is represented on the Board
⦁ Keep track of annual calendar and ensure completion of all tasks
⦁ Provide support for Section Leaders and other board members
⦁ Mentor vice-chair
3. Organize and chair meetings:
⦁ Email board members requesting agenda items for next meeting; set meeting date, time & location
⦁ Review minutes of previous meeting for action items, finalize agenda and email to board
4. Annual Tasks:
⦁ Determine term start date {generally, 14 week fall term & up to 15 week spring term} & ensure facilities are booked
⦁ Determine workshop and concert dates & book facilities
⦁ Communicate with Music Director(s) & Accompanist(s) regarding schedule, duties and expectations
⦁ Work with Treasurer to set budget, including fees, and update polices
⦁ Work with registrar and webmaster to ensure registration process is set and website updated
⦁ Develop general membership communication for term start, term schedule, including health and safety issues
⦁ Ensure all Board positions are filled for the next year
⦁ Review the policy manual at the end of the spring term and call for revisions
⦁ Monitor weebly.com, G-mail & bank accounts
⦁ Ensure public relations & events are organized; coordinate photography of the choir
⦁ Concert details—ticket sales, poster, programs, and emcees
3. General:
⦁ Maintain a written record of procedures for the next incumbent in the position
B. Vice-Chair
The Vice-Chair shares the leadership of the board, provides support for the Chair and assumes the role of Board Chair when the Chair is absent. They are also the first member considered to succeed the Chair when departures occur. As such, they cooperate with the Chair and make every effort to learn the Chair’s role. The Vice-Chair is a member of the Executive Committee.
The Chair and Vice-Chair review the various duties that need to be completed, determine how the tasks will be divided and then communicate the outcome to the rest of the board.
Responsibilities:
1. Primarily supports the chair
⦁ Willing to research best practices and make recommendations to Executive Committee and Board
⦁ Collaborate with Chair, share responsibility, and provide leadership support
⦁ Act as a sounding board, assist with meeting management
⦁ Take on specific duties as determined in consultation with the Chair
2. Step in when the Chair is absent, and be ready to assume the role of Chair when the position is vacated
3. Help ensure the smooth functioning of the choir or committee by making suggestions and participating in decision making
4. Become familiar with all duties and responsibilities of the Chair
5. Maintain a written record of procedures for the next incumbent in the position
Tips for Chair:
Weekly rehearsal facility booking for future terms needs to occur prior to the end of the current term.
Current facilities being used:
Comox Valley Presbyterian Church – 725 Aspen Road, Comox, V9M 4E9; [email protected]; 250-339-2882
St. George’s United Church – 505 6th Street, Courtenay, V9N 1M5; [email protected]; 250-334-4961
When all three choirs rehearse on the same night, two rehearsal spaces are necessary. St. George’s can easily accommodate this; CV Presbyterian cannot.
If SD 71 facilities are available, we request the band room and music room on Thursdays (5:15-8:30) at Mark Isfeld School. Download the ‘APPLICATION FOR USE OF SCHOOL FACILITIES’ form from the School District 71 website (https://www.comoxvalleyschools.ca/apps/pages/index.jsp?uREC_ID=1064589&type=d&pREC_ID=1357813).
Weebly.com (communications via website) Administrative chair receives all external communication that is sent to our Weebly.com address on the website. Emails are either answered by the chair or forwarded to the appropriate Board member or Music Director. Choir board members are informed about “weebly.com” messages relevant to their section.
Publicity and Promotion—the publicity role is to create interest in the choirs prior to term start up (press releases scheduled mid to late August) and the lead-up to concerts. Webmaster will post on the CSCC Facebook page and website.
Registration Opening Date—establish choir registration date with board. Ensure date is posted on website and determine process for communicating registration details with past and present choir members. Generally, section leaders create a standard message to send out to their membership lists.
Concerts—the concert organizers coordinate logistics of the fall and spring concerts. Early in each term, determine if live streaming will be available. Determine ticket sales locations.
Concert venue—determine dates and book facility at least 1 year prior to performances.
Winter concerts historically take place at St. George’s United Church in mid December—evening and matinee. Prior to the COVID pandemic, we hosted a social/snack time with guests after the concerts. At some date, we may resume this practice.
Spring concert—mid April to mid May depending on venue availability and music team schedules.
Stay in touch with the venue as necessary throughout the term to ensure good communication and coordination.
Ensure that insurance requirements of the venues are met and documented as necessary.
On concert day, ensure that the facility is accessible as needed and be available to problem solve as issues arise.
Ensure that the venue is cleaned and secured as necessary after concerts.
Debrief with the venue after the concert if appropriate.
Budget—develop a concert budget with the executive committee early in term. Inform Music Director(s) of guest musician budget, determine ticket prices and communicate with board.
Maintain a record of concert expenses with receipts and submit to treasurer.
Ongoing monitoring of ticket sales—communicate to board and members.
Book Services and Supplies—determine what services will be used (e.g. photographer, sound technician) and book if needed. Work with editor on Power Point presentation or slides for concert program.
Rent risers from Comox Valley Children’s Choir—contact Mike Day (250) 218-3332. Organize pick-up, delivery and return of risers.
Publicity—work with local organizations—newspaper, PACV, CV Arts Council, social media – to advertise concerts, term start up and membership recruitment.
Determine how many comp tickets are needed (e.g. ticket outlets, CYMC if sponsoring Sid rental, music team)
Concert call times & other details—communicate with Music Director(s) and determine call times for dress rehearsals and performances. Communicate call times to choir members and music team including guest musicians. Ensure props like stools and music stands are in place. Appoint stage manager for flow on & off stage.
C. Secretary – reviewed July 2025
ROLE
There are three key roles of the Secretary:
⦁ Create a written record of Board and Executive Committee decisions
⦁ Communicate with choir members as requested by the Board
⦁ Organize and manage performance ticket sales and front of house volunteers
RESPONSIBILITIES
⦁ Attend Executive Committee and Board meetings – record minutes and participate in decisions
⦁ Annually review Secretarial Roles and Responsibilities and suggest revisions to the manual
⦁ Liaise with Registrar to ensure all membership contact lists are updated
⦁ Collaborate regularly with registrar and section leaders to ensure membership lists remain current throughout the full term
⦁ Maintain group email membership lists for communicating with members
⦁ Send emails as requested by Chair or Musical Directors
⦁ Keep copies of previous minutes for reference on flash drive
⦁ Organize front of house volunteers for concerts as necessary
⦁ Organize hard copy ticket sales to choir members and retail outlets if applicable; collaborate with Treasurer and Webmaster for online ticket sales
Procedures for Ticket Selling and Front of House Volunteers
The Ticket Manager determines the method of ticket sale—retail outlets, electronic, or a combination of electronic & retail in collaboration with the board.
Retail outlets and direct member sales:
Locate two retail outlets for ticket sales—one in Courtenay (Laughing Oyster or House of Color) and one in Comox (Eby’s Business Services). It is important to establish who the main contact person will be at each retail outlet.
Once tickets are produced, deliver set amount for both concerts to retail outlets 5 weeks prior to concert date. Include $50.00 cash float with each set of tickets.
A ticket tally form is left at each store to keep track of ticket sales. Store personnel are shown the form and asked to write down sales. A choir contact number (Ticket Manager) is written on the form as well as ticket prices. Ticket sales are checked with the retail outlets weekly and the money is collected and deposited in the community account at CCCU. Receipts for all deposits at the bank are to be emailed to Chair, Treasurer and Ticket Manager. Final pick-up of money and any remaining tickets occurs the Wednesday prior to the concert.
Complimentary tickets:
Canvass Music Director(s) and accompanist(s) and Chair for up to two complimentary concert tickets. Retail outlets are each offered two tickets to one of the performances. Public Relations Coordinator may request additional complimentary tickets.
Ticket sales to choir members at rehearsal space:
Ticket sales for choir members will be organized at rehearsal space 5 weeks prior to concert date. Two people
(Ticket Manager and Secretary) are needed to disperse the tickets, and three people (Ticket Manager, Secretary and a choir member) to collect the money and remaining tickets, and to reconcile and record this information on the forms.
⦁ distribute tickets to choir members and record numbers on the master ticket selling form
⦁ place tickets in an envelope with the choir member’s name and the ticket numbers recorded on the front of the envelope
⦁ choir members are given 3 weeks to sell tickets; members are asked to bring money and any remaining tickets back to choir in the envelope, noting on the envelope the number of tickets sold, cash total and number of tickets returned.
⦁ Ticket Manager and Secretary reconcile the envelope totals with the master ticket selling form. The Treasurer approves the totals and deposits the money into the choir account.
⦁ if not sold out, tickets are made available at the door
⦁ a final report on ticket sales is sent to the Chair following the concert
Tips for Front of House Volunteers:
Recruit 8 or 9 front of house volunteers when performing at venues other than Sid Williams Theatre. Contact and confirm at least 1 month prior to performance day. Set call time for volunteers.
⦁ 1 or 2 volunteers outside directing flow and advising location of accessible entrance
⦁ 2 ticket scanners at front door
⦁ 1 ticket taker at front door
⦁ 1 ticket seller or ticket pick-up inside at a table
⦁ 2 or 3 ushers seating audience throughout facility
⦁ 1 volunteer at accessible entrance for ticket taking & ushering
⦁ provide comp tickets to all volunteers
D. Treasurer—reviewed July 2022
ROLE
The Treasurer manages and accounts for the Celebration Singers Community Choirs finances. The treasurer sits on the Executive Committee and the Choir Board and works with the co-chairs to develop the budget and financial policies.
RESPONSIBILITIES
⦁ Attend meetings and present a treasurer’s report
⦁ Ensure expenditures are approved, including guest performers and musicians
⦁ Annually review Roles and Responsibilities and suggest revisions
⦁ Maintain a record of financial policies
⦁ Prepare a budget showing current bank balance, projected expenses and actual expenses
⦁ Regularly provide a hard copy or email of the financial report with budget-to-actual variances to the executive committee
⦁ Maintain the bookkeeping records so that they are current at any given time
⦁ Prepare a year end (July 31) financial statement to the board
Monthly responsibilities
⦁ Create monthly statements of all incoming and outgoing amounts—provide copy to executive committee
⦁ Pay music team at end of month for regular rehearsals, concerts, workshops, or other functions
⦁ Maintain cheque book, ensuring that two signatures are on each outgoing cheque
⦁ Manage and monitor registration fees both in-person and via e-transfer and ensure member payment is recorded on the registration lists
⦁ When funds are being collected—term fees or ticket sales – the treasurer reports weekly deposits to the executive committee
⦁ Receive and pay invoices and record all expenses as they occur, keeping a copy of all invoices paid, with cheque number. This includes insurances, BCCF membership, storage rental, venues, music orders and all other invoices. All payments out require an invoice or receipt and must be for approved expenditures. All payments are made by cheque.
⦁ Keep Executive Committee and board informed on financial picture
E. Executive Committee—reviewed July 2022
ROLE
The Executive Committee consists of the Chair, Secretary, Treasurer, and a member-at-large. The executive committee meets regularly and has the ability to make normal operational decisions. The committee will consult with or make recommendations to the whole board on any extra-ordinary decisions. The executive committee responds to and deals with emerging issues.
This committee was created after the strategic planning session in June 2019 and is responsible to the board. Music Directors or other board members are frequently asked to participate in executive committee meetings to help with decisions such as a Music Director search or the budgeting process.
F. Registrar
ROLE
The Registrar’s role is to receive all registrations and keep information about Choir members organized and up to date. The registrar works closely with the chair and treasurer to track and collate payment of term fees. Accurate registration records are an integral part of our safe singing plan.
RESPONSIBILITIES
1. Registration: Organize spreadsheets for registration of choir members for each term.
⦁ Three weeks prior to registration opening, work with chair on registration details
⦁ As registrations occur on the website, update information from the weebly.com form to spreadsheets. Communicate weekly with co-chairs & section leaders on progression of registration for each section.
⦁ Create a separate list for each choir—Celebration Singers, Grace Notes and Men of Notes – alphabetically by section and including voice placement (i.e. soprano, alto, tenor, bass). This is the record of registrants for each choir grouped within sections. These lists are emailed to section leaders.
⦁ Create a master membership list alphabetically by choir and email list to secretary and co-chairs
⦁ Provide a hard copy list by section for each section leader’s weekly attendance record
Tips for the registrar:
⦁ After the first practice, check in with each section leader to verify accuracy of their attendance list (quite often, there will be no-shows)
⦁ For the second practice, create and print an updated spreadsheet for each section
⦁ Over the first month, amend registrant lists as people get added or removed
⦁ Remind section leaders to keep you informed of changes in their sections
⦁ Maintain spreadsheets of members of each section during the whole term
2. Registration support: Develop materials that facilitate an efficient registration process prior to registration opening date.
3. Board meetings: Attend board meetings and/or Executive Committee meetings as required.
4. General:
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual.
Maintain a written record of procedures for the next incumbent in the position.
G. Librarian – updated May 2024
ROLE
The Music Librarian is responsible for, oversees, and accounts for all Celebration Singers Choirs’ music. The Librarian’s role is to organize the music for use by choir members each term and to maintain the library of music files. The Music Librarian attends board meetings.
RESPONSIBILITIES
1. Prepare for the term: communicate with music director(s) re: term set list 6 weeks prior to beginning of term. Music Director provides the Librarian with a copy of the set list for each choir.
⦁ The Librarian works closely with the Music Director(s), who order new music directly from the publisher, generally in an electronic PDF format. If hard copies of music are ordered, the Music Director(s) arrange(s) delivery and pick up with the Music Librarian.
⦁ When a hard copy is received, convert/have it converted into PDF format and store the hard copy in the filing cabinets at the storage locker.
⦁ When the Music Librarian receives music invoices from the Director(s), they are forwarded to the Treasurer for payment.
⦁ When Music Directors email set list to Librarian, the Librarian formats term set lists on a USB key. The files are then given to the print companies. Bulk printing of PDFs is done by Terry Penney at CLT. Eby’s is used by individual choir members who prefer to arrange to print their own paper copies. Music Librarian sends instructions to both print companies outlining which PDFs (set lists) belong in which choir folder.
⦁ When hard copies of music are pulled from the library, the Librarian makes arrangements to have music converted into PDF format. These PDF files are added to the USB key.
⦁ Once all the PDF files are produced, the set lists are sent to the Webmaster, who posts them on the website. When registering for choir, members may opt in to the bulk print order, download and print their own copies, or contact Eby’s to produce a set for a fee.
⦁ Pulls hard copies for choir members as requested by Director(s). Distributes to members and collects at end of term.
2. Maintain Library Files
The library files exist in print form in filing cabinets in the choir’s storage space and in digital form on a database which is maintained on a portable USB memory stick and the music library EXCEL spreadsheet.
⦁ Maintain music files and update as new music is added each term
⦁ Each term, the Librarian creates and updates a record of set lists for each choir. Music which has been borrowed or loaned out is updated on spreadsheet for tracking purposes.
⦁ Add new music titles to the database, update the database spreadsheet, and update to memory stick
⦁ Add one copy of each new score to the print files in the filing cabinets
⦁ Arrange and maintain the storage space
⦁ Track lending and borrowing of music to and from other choirs on spread sheet
3. General:
⦁ Annually review Roles and Responsibilities and suggest revisions
⦁ Maintain a written record of procedures for the next incumbent in the position
⦁ Maintain additional supplies as needed (file folders, etc.)
⦁ Chair may request that Librarian arranges to print welcome letters at the start of each term
H. Section Leaders – revised July 2025
ROLE
The Section Leader is the most important choir/Board contact for the members in each section and works closely with the Music Director to ensure singers are performance ready.
RESPONSIBILITIES
MUSICAL DUTIES
⦁ Lead by example – e.g. learn the parts early in the season
⦁ Encourage regular rehearsal attendance and request that members inform Section Leader about extended absences. Discuss extended absences with Musical Director.
⦁ Assess musical abilities, vocal range, experience and needs of individual section members, particularly new ones
⦁ Take notes during rehearsals for later use in sectionals or communications to members
⦁ Organize, promote, and lead regular sectionals:
⦁ Identify and secure venues and accompanists (if not yourself)
⦁ Target and work on difficult musical passages, review upcoming rehearsal pieces
⦁ Review score markings and phrasings
⦁ Foster a positive sectional identity and sound
ADMINISTRATIVE DUTIES
⦁ Introduce yourself & provide an overview to new members and verify registration information
⦁ Promote the buddy concept with new & returning members
⦁ Ensure members are familiar with weekly health screening & attendance policy
⦁ Hand out music packages, which may include Celebration Singers library music. Library music is numbered – note the number of the music each choir member receives on the attendance checklist.
⦁ Send “welcome” communication to section via email within first two weeks
⦁ If affordability of the term fee is an issue for any member, discuss with the Treasurer to determine a solution
⦁ Collaborate with other Section Leaders in blocking out space for section seating at rehearsals
THROUGHOUT THE SEASON
⦁ Track attendance at rehearsals (including sectionals), and contact absentees as needed
⦁ When a singer drops out mid-season, advise musical director, choir board executive, and registrar
⦁ Ensure musical director or choir board executive are apprised of issues or ideas raised by section members
⦁ Work with singers to assign section seating and voicing within the section as needed (and with other Section Leaders to block out space within the choir)
⦁ Try to place less experienced singers beside more experienced and confident ones
⦁ Try to ensure everyone has a clear view of the conductor
⦁ Designate an alternate person from the section to carry out duties during absences
⦁ Communicate information from the Board &/or Director to section members (using BCC for emails)
⦁ Attend meetings pertinent to choir issues
SEASON END
⦁ Encourage singers to return next season
⦁ If requested, communicate with members during the off-season
⦁ Assist music librarian with the collection of hard copies of music
I. Choir Communication Representatives – revised July 2025
ROLE
The choir communication representative is responsible for sending weekly communications from the Music Director and/or Board to the choir members (using BCC for emails).
RESPONSIBILITIES
ADMINISTRATIVE DUTIES
⦁ Introduce yourself & provide an overview to new members and verify registration information
⦁ Promote the buddy concept with new & returning members
⦁ Ensure any new registrants fill in the registration form; submit information to choir registrar
⦁ Hand out music packages, which may include Celebration Singers library music. Library music is numbered – note the number of the music each choir member receives on the attendance checklist.
⦁ Send “welcome” communication within first two weeks (include links to health protocol and welcome letter pages on website)
⦁ If affordability of the term fee is an issue for any member, discuss with the Treasurer or Board Chair to determine a solution
THROUGHOUT THE SEASON
⦁ Track attendance at rehearsals, and contact absentees as needed
⦁ When a singer drops out mid-season, advise musical director, choir executive, and registrar
⦁ Ensure musical director or choir board executive are apprised of issues or ideas raised by members
⦁ Notify an alternate communication rep to carry out duties if absent
⦁ Attend board meetings and any other meetings pertinent to choir issues
SEASON END
⦁ Encourage singers to return next season
⦁ If requested, communicate with members during the off-season
⦁ Assist music librarian with the collection of hard copies of music
OTHER DUTIES
⦁ Lead by example
⦁ Encourage regular rehearsal attendance and request that members inform you about extended absences. Discuss extended absences with Musical Director.
⦁ Help organize sectionals as needed, e.g.
⦁ Find members willing to:
⦁ host and lead sectionals
⦁ ensure members are working on specific areas as identified by the Musical Director
⦁ review upcoming rehearsal pieces, review score markings and phrasings
⦁ foster a positive sectional identity and sound
J. Editor—Programs, Tickets, Power Point—revised July 2022
ROLE
The Editor is responsible for proofing, editing and formatting choir documents including programs, tickets, Power Point presentation and choir policies and procedures. The Editor is a Member-at-Large on the Executive Committee and Board of Directors, attends meetings and participates in decisions.
1. RESPONSIBILITIES
⦁ Assists in the writing of choir communications, publicity, policies and posters
⦁ Edits documents for grammar, spelling and punctuation
⦁ Creates and formats concert programs and Power Point presentations
⦁ Collaborates with website administrator on content, formatting, and protection of privacy
2. CONCERT MATERIALS
⦁ Edit and proof concert materials for printing, ensuring timelines are met.
⦁ tickets for concerts at St. George’s United Church
⦁ programs or Power Point presentation
⦁ ensure Music Directors meet timelines for concert order
3. GENERAL
⦁ Attend board meetings
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual
⦁ Maintain a written record of procedures for the next incumbent in the position
K. Webmaster – revised June 2025
ROLE
The Webmaster is responsible for the development of the website, is the site administrator and is responsible for all content including our protection of information privacy policy. This includes working with the Chair to ensure all information on the website is updated. The Webmaster works closely with the Musical Director(s) to post term music, weekly practice plans, and practice tracks.
1. RESPONSIBILITIES
⦁ Make changes to the website as requested by the Music Director(s) or Chair.
⦁ Post set lists, term music samples and practice tracks on the website each term.
⦁ Make suggestions to the board for ways to improve the website.
⦁ Ensure the website is easy for choir members to navigate.
Manage the on-line ticket site.
⦁ Design performance posters for events and arrange for printing.
⦁ Assist with Power Point or slide presentations, videos, and photographer as needed.
2. Facebook page: Monitor the CSCC Facebook page to ensure that it is a good reflection of the choirs and is user friendly.
⦁ Monitor the Facebook page frequently to ensure that there is no inappropriate material, either in content generated by the Choirs or in comments.
⦁ Post events and updates on request from the board and Music Director(s).
⦁ Inform the Chair if issues arise with the Facebook page.
3. Publicity for concerts:
Liaise with the Public Relations Team and the Concert Manager to generate publicity for end of term concerts. Post updates on our website and social media sites.
4. General
⦁ Attend board meetings.
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual.
⦁ Maintain a written record of procedures for the next incumbent in the position.
L. Social Convener – reviewed July 2025
ROLE
The Social Convener helps create supportive, positive experiences for choir members and/or audiences by suggesting and organizing opportunities for socializing.
RESPONSIBILITIES
1. Hosting audience after concerts (if applicable)
⦁ Plan and organize after-parties for the concerts including decorating, outlining section pot-luck responsibilities, recruiting volunteers for set-up and clean-up, etc.
2. Social and fundraising activities
⦁ Suggest social activities for choir member participation
⦁ Organize approved activities including venue rental (activities have included meals, parties, hosting meetings)
3. Gift purchasing
⦁ Organize and purchase end of term gifts for music team and others within an approved budget
⦁ Provide receipts to Treasurer for reimbursement
4. Stage design and performance attire
⦁ Design, plan, and organize stage props for performances
⦁ Recommend concert attire and colour combinations for performances
5. General
⦁ Communicate with board as needed
⦁ Annually review Roles and Responsibilities and suggest revisions to the manual after the spring concert
⦁ Maintain a written record of procedures for the next incumbent in the position
M. Public Relations and Social Media – revised June 2024
ROLE
The Public Relations and Social Media spokesperson promotes a positive public image for Celebration Singers Community Choirs. They create interest in the choirs through news releases, articles and social media postings. The Public Relations spokesperson works closely with the choir chair and executive committee. All media releases are vetted through the choir editor.
RESPONSIBILITIES
1. Publicity and Promotion—the publicity role is to create interest in the choirs prior to term start up (press releases scheduled mid- to late-August) and in the lead-up to concerts. Work with local organizations—newspaper, radio, PACV, CV Arts Council, social media – to advertise concerts, term start up and membership recruitment.
2. Press Releases: submit pre-season and pre-concert press releases to the Comox Valley Record 4 weeks prior to the date of the event. May or may not be published. A paid ad helps get press releases published.
Example of fall term timelines:
Aug, 8 – 12 Fall membership pic & press release
Nov. 13 Concert pic & press release
Dec. 18 Spring membership press release
(April 7 Spring 2025 Concert)
On occasion. may create press releases when the CSCC hosts choral workshops open to the community at large.
3. Advertising: collaborate with the executive by recommending, writing and purchasing paid newspaper and radio ads as needed. Each term, collaborate with the PACV liaison regarding a group performing arts newspaper ad and PACV website publicity.
4. Communicate with members: promote choir activities to members, including fundraising, membership, social activities, external workshops. The CSCC secretary and, as appropriate, the choir Webmaster, will post the information via email and on the CSCC Facebook page and website.
5. Performance Details—work closely with the choir editor and webmaster on production of tickets, posters, programs, and Power Point. Work closely with the choir secretary to facilitate concert ticket sales. Coordinate concert emcees. Determine how many comp tickets are needed (e.g. ticket outlets, CYMC if sponsoring Sid rental, music team). Book services and supplies—determine what services will be used (e.g. photographer, sound technician) and book if needed. Work with editor on Power Point presentation or slides for concert program, if needed.
6. Photography—coordinate photography of the choir(s) in conjunction with the music directors (to facilitate scheduling).
7. Fund raising activities – lead and/or recommend viable fundraising initiatives.
8. Board meetings—attend board meetings and/or Executive Committee meetings as required.
9. General—review Roles and Responsibilities annually and suggest revisions to the policy manual. Maintain a written record of procedures for the next incumbent in the position.
N. Concert Production Manager – revised June 2025
ROLE
The Concert Production Manager oversees, coordinates and facilitates the planning and execution of the technical and support activities for concerts. The Concert Production Manager serves as the single point of contact between the Technical Team, the Artistic Team (Directors and Accompanists), and the board chair.
RESPONSIBILITIES (specific deliverables noted in bold)
1. Develop the concert plan (typically occurs prior to concert week)
⦁ Book sound and recording technicians, as required (budgetary approval necessary)
⦁ Book risers
⦁ Determine and/or confirm Green Room location (usually included in facility booking)
⦁ Coordinate with the Program Editor to ensure the Power Point is finalized
⦁ Develop the Concert Plan including the flow of choirs on and off stage, musical interludes, call times, and concert order in consultation with the Artistic Team and the choir Chair
⦁ Develop Concert Flow Chart and distribute to Artistic Directors for their agreement
⦁ Develop Stage Management Plan including riser location, backlighting and house plans, mic positions and special seating requirements on and off stage for each choir
⦁ Liaise with Emcee regarding when Emcee comments occur in the program
⦁ Consult with the Artistic Directors regarding the concert program
⦁ Prepare the Tech Sheet for use by the technical team and accompanist
⦁ Liaise with the choir PR and Artistic Team regarding photography, if applicable
⦁ Liaise with the Front of House Coordinator
2. Execution of responsibilities (Typically occurs during concert week)
⦁ Liaise with venue hosts and choir Chair, as needed
⦁ Assist Artistic Team with movement of choirs during the dress rehearsal
⦁ Post Concert Flow Chart and notify choir members of its location
⦁ Take photos of venue prior to load-in to facilitate resetting the venue
⦁ Supervise load-in of risers and equipment
⦁ Ensure that reserved seating is in place, if required
⦁ Assist sound and recording technicians with set-up
⦁ Assist Front of House Team with set-up
⦁ Brief stagehands and supervise implementation of the Stage Management Plan
⦁ Provide 15-, 10- and 5-minute concert warnings to choirs
⦁ Make housekeeping announcements prior to concert start, as required
⦁ Direct movement of choirs between stage and green room during concerts
⦁ Supervise tear down and load-out activities
⦁ Ensure venue is returned to its original layout as per photos
3. Other duties
⦁ Attend Board Meetings and/or Executive Committee Meetings, as required
⦁ Review Roles and Responsibilities of the Concert Production Manager annually and recommend updates or amendments as required
⦁ Prepare and maintain a procedure checklist for Concert Production Management
Section 3—Policies—revised JANUARY 2024
A. Financial
Our main objective as a community choir is to enjoy the fellowship of singing. We endeavour to keep our dues structure affordable to all community members while operating a balanced budget.
Prior to the beginning of each term, the Celebration Singers Choir Board will set the membership fee.
A budget will be developed by the Executive Committee prior to the setting of the fees.
The Treasurer will present the budget including the term fee to the choir board for approval.
Once the term fee is set, it will be posted on the website under the Join tab—Membership Details-- thereby notifying members of the current term fee prior to the start of the term.
The Choir Board is responsible for all income & expenses including decisions around donations or
grants.
As a non-profit organization, our goal is to maintain a cushion of $10,000.00 in the bank at year end.
Income
⦁ Our main objective is for term revenue to cover operating costs plus generate a small surplus to cover ongoing administrative expenses.
⦁ As income is dependent on membership numbers and concert revenues, fundraising may be necessary to ensure our main objective is fulfilled.
Expenses
⦁ All expenses should be clear and documented. The Treasurer provides monthly updates to the Executive Committee on budget to actual variances and account balances.
⦁ Unexpected expenses must be reviewed and approved by the Executive Committee prior to outlay.
Budget
⦁ Revenues are based on membership fees and concert ticket sales.
⦁ Expenses based on administrative costs include insurance, music library storage, rehearsal venue rent, bank charges, professional membership fees, website, and production of concert(s).
⦁ Music team expenses include payment of contractors, purchase of music, and production of practice tracks for each voice part.
Banking
⦁ The Choirs have a Community Partners account and a Special Project account at Coastal Community Credit Union in Comox. Authorized signatories are confirmed annually and recorded in the minutes at the first executive meeting of the calendar year. All invoices are paid via cheque and require two signatures. In the event that funds are required to be transferred from the Special Project account to the Community Partners account to cover a Board approved payment made from the latter account, two authorized signing officers are required to approve this transfer via the online banking system. The account maintains an automatic e-transfer option for deposits only.
⦁ The Community Partners account is the general account for ongoing operational income and expenses.
⦁ The Special Project account was gifted by long time Music Director, Jenn Forsland, for the purpose of choir(s) participation in extra-ordinary events. Use of this account is determined by the full Choir Board of Directors.
Concert Budget
⦁ Concert expenses are budgeted each term—Chair oversees concert production.
⦁ Expenses generally include facility rental, ticket production, posters & programs, riser rental, technical support, and gifts.
⦁ Concerts should bring in enough income to cover their costs.
B. Health and Safety
Our main objective as a community choir is to provide a safe and respectful environment which allows singers to participate fully. As the organizers of a community event, the Choir Board will uphold current recommendations of the Public Health Office.
Prior to the start of each term, a Communicable Disease Plan and weekly health screening questions
will be posted on our website. Each week, all attendees including the music team will answer the health screening questions.
Prior to attending in person, all singers must be registered on the website. If a singer is not on the registration list, they will be asked to go home, to register online and come back the following week.
C. Registration—two step process
Step One
⦁ The choir board will set a preferred number of singers for each choir prior to opening registration. Retention and recruitment are both priorities coming out of the COVID pandemic. Venue capacity limits and public health guidelines will be respected.
⦁ Registration opening will be posted on the website and communicated to members by section leaders via email. Notice is provided to past members in advance of general registration.
⦁ Interested members complete the jot form under the Join tab of the website. An automatic response is sent to the registrant to indicate that their registration was successful. This email may also include the welcome letter.
⦁ Registrar collates registrations by section for each choir. Registrar will keep the chair updated on progress. If a registration cap is reached in one of the choirs, singers waiting to register will be given the choice to join one of our other choirs.
Step Two
⦁ Choir members will complete the registration process with payment of term fees via e-transfer, cheque or cash within the “paid by date” set by the choir board.
⦁ The registration process will stay open until the third practice into the term or as deemed acceptable by the individual Music Director(s). The Music Director(s) may recruit or set capacity limits on sections for balance of sound.
Wait List
⦁ If all choirs reach capacity, the Board will determine if a wait list is required. If required, the registrar will maintain a wait list and carry it over to the following term only.
D. Term Fees, Assistance, Refunds and Donations
As a community choir, we endeavour to keep our fee structure affordable to all community members while maintaining a balanced budget. Fees are determined by the Choir Board. The objective of the fees is to cover the cost of the practices, materials, rehearsals and other costs related to the activities of the choir. The fees are set at a level to ensure that the choir is financially viable, including maintaining a surplus of $10,000.00.
Payment of Fees
⦁ Choir members are requested to pay fees in full at the start of each term or at the latest by the 2nd rehearsal of each term.
⦁ Preferred method of payment is via e-transfer to ⦁ [email protected]. Cheques and cash are valid and will be collected by section leaders or designate no later than the 2nd rehearsal of each term.
⦁ Newcomers may attend the first rehearsal to determine if they would like to join the choir. If they continue to attend, they are expected to pay fees for the full term.
Donations
⦁ At times, Celebration Singers Community Choirs receive offers of donations. Generally, the offer comes directly to the Board Chair or Treasurer. Donations can be applied towards a specific expense or directed into general funds.
⦁ If the offer is for fee assistance, it may be discreetly and directly applied towards any late fees of a fellow member as outlined in the policy below.
⦁ When a donation is received, the donor may request for the funds to be directed towards a specific goal or project. When such a request is received, it will be followed if possible (if the request cannot be honoured, this will be communicated to the donor with an explanation and an alternate suggestion for their donation). If there is no specific request, the donation will go into the general fund.
⦁ Receipt of donations or fee assistance will be acknowledged by letter or card by the board chair indicating how the funds were applied. Donations may also be announced by the emcee and/or on the PowerPoint presentation at concerts, unless the donor wishes to remain anonymous.
Fee Assistance
⦁ If a choir member has not paid registration fees by the first night, the Section Leader or Communication Rep will check in with the person and remind them that the term fee is due. If the member is unable to pay the full term fee, the section leader or communication rep will speak to the Board Chair or Treasurer to discuss other payment options. The privacy of those who may need assistance is maintained at all times.
⦁ In the past, several choir members have opted to “pay it forward” for members who need assistance. This process is facilitated internally by the Choir Board or Music Directors.
Refunds
⦁ Rationale: the Board needs to be able to plan expenditures for the term, based on enrollment. This policy is intended to recognize changing personal circumstances while providing a basis for planning.
⦁ Choir members who withdraw prior to the start of the term and have paid their term fee in advance will receive a full refund minus a $10.00 administration fee.
⦁ Choir members who withdraw after the first rehearsal (and request a refund) will receive a partial refund up to and including the 2nd rehearsal of the term.
⦁ Refunds will be issued upon request by the member as follows. Requests must be received before the third practice.
⦁ After week 1 or 2, refund will be term fee minus $30.00
⦁ There will be no refund after the 2nd rehearsal unless extraordinary circumstances occur.
⦁ In extraordinary cases of illness or personal hardship, a request for refund may be made after week 2. The Executive Committee can approve a pro-rated term fee refund.
If a choir member withdraws, the Section Leader or Communication Rep informs the Registrar, the Secretary, Chair and Music Director.
E. Attendance Policy
⦁ Choir members are expected to follow our safe singing plan including the Communicable Disease Plan and weekly health screen. These steps add a layer of protection for all and mitigate risks.
⦁ The primary purpose for rehearsal time is dedicated to learning music. Choir members are asked to attend regularly and be present and attentive during the whole rehearsal. Focused rehearsal time fosters safety, sense of community and respect of privacy.
⦁ Choir members are requested to notify either a section leader or designate when absent.
F. Privacy Policy
Celebration Singers Community Choirs has a firm and continuing commitment to the privacy of personal information. We hold the privacy of personal information in the highest regard. Choir members’ contact information is specifically for communicating about music and choir related details. The Choir Board is responsible for upholding and amending this privacy policy.
What Information Do We Collect and Retain?
⦁ We only collect information that is knowingly provided by Choir members.
We may retain the content of email messages sent to us, as well as the sender’s email address and our responses.
How Do We Use Information Provided to Us? We use contact information of Choir members to send them information about the Choir and about musical events in our community. Choir members who do not wish to receive these informational emails may notify us at any time by replying to our notices to express their wish not to be notified. We will modify our mailing list to reflect this preference.
Sharing Information
We do not share, sell, lend or lease any of the information that uniquely identifies our website or individual choir members. All requests for announcements or emails of events external to our choir business must be vetted through the Executive Committee. If a board member receives a request and is unsure if it should be announced, refer it to the Chair.
Event information will be announced or forwarded to our members when we are directly involved in, or are sponsoring, an event. Outside events that choir members are significantly or directly involved in can be promoted. Outside events that offer our members an unusual or unique opportunity for choral growth will be announced or forwarded by email.
Your Consent
Using the forms on our website constitutes consent to the collection and use of personal information as described in this Privacy Policy.
Our Commitment to Data Security—please note that your information is stored on our computer in Canada. We have put in place appropriate procedures to safeguard and secure information we collect online.
Public Performances and Video Sharing
As part of an ensemble that performs publicly, it is likely that performances will be recorded on video equipment and photographed. Recordings are an important learning tool for all musicians and occasionally they will be shared online via YouTube, e-mail, or Facebook by Celebration Singers members or by audience members who record the performance. Videos and photos are also stored in the website gallery for members and the public to view. These photos may also be used for promotion of the choir on posters, flyers, and newspaper articles. Singers will not be personally tagged in these recordings and, as a result, will not be “found” in the video by someone doing an Internet search about individuals. If you do not wish to be close up photographed, notify your section leader and every effort will be made to accommodate you.
Acquisition or Changes in Ownership
In the event that the website or a portion of its assets is acquired, your information would be considered part of those assets.
G. Conflict of Interest Policy
The Celebration Singers Community Choirs Board has a firm and continuing commitment to protect the integrity of our organization and members by upholding our conflict of interest policy.
A conflict of interest exists when a member of the organization has a personal interest that may influence them when making decisions or carrying out their duties. There may be a real conflict, a perceived conflict, or a conflict of duty. The existence of a perceived conflict, even one that has not been confirmed, may give rise to a conflict of interest situation.
Examples include selective sharing of information with individuals prior to announcements to the whole, sharing personal or confidential information, or recruiting members for other organizations.
The Celebration Singers Community Choirs Board of Directors and music team contractors are expected to respect and uphold this policy.