Ebony Expressions Gospel Choir
Ebony Expressions Gospel Choir
Please note that the parts of the Constitution highlighted in blue were added or revised in October 2006.
The Constitution of the
Ebony Expressions Gospel Choir
Of the
Revised edition 2006
Article I: Organization Name and Purpose
Section I: Name
The name of the organization shall be Ebony Expressions Gospel Choir of the
Section II: Purpose
We aim to be a service to the campus and community by seeking to be a source of spiritual revival to both the students and the local community fellowships through song.
Article II: Choir Offices
Section I: Authority
The executive responsibilities of the choir will be voted in the office of President, who will be aided by the executive board.
Section II: Elections
A. Executive Officers:
1. President
2. Vice President
3. Treasurer
4. Secretary
5. Historian
6. Designated Chaplain
B. The elections of the above officers (excluding that of the designated chaplain) will be held towards the end of the academic year in the first week of April. Nominations will occur at the last meeting of the choir in the last week of March.
C. Election procedures must include a platform speech by nominees who will then be selected by a majority vote of the members present.
D. An impartial party (a non-choir member) will count the votes. If this is not possible, the Secretary will count the votes.
Section III: Responsibilities of the Executive Board
A. President
1. To enforce all laws set by the constitution.
2. To preside over meetings.
3. To plan the choir’s agenda and delegate responsibilities to the officers and members.
4. To represent the choir in public relations.
5. To designate committees.
6. To form special offices and appoint positions as deemed necessary.
7. To suggest the dismissal of an officer and/or member who fails to carry out the responsibilities set by the constitution.
8. To act as a mediator during internal choir conflicts.
B. Vice President
1. To assume the responsibilities of the President when absent, incapable, or inactive.
2. To accept the responsibilities delegated by the President.
3. To make all necessary reservations for on-campus activities.
4. To make all necessary reservations for transportation to off-campus activities.
5. To disburse and collect robes.
6. To maintain and care for robes.
7. To ensure the necessary equipment is present at the events.
8. To decide appropriate attire for each event.
C. Treasurer
1. To collect all dues, fines, donations, etc.
2. To keep accurate and updated financial records of the choir’s checking account.
3. To create, maintain, and defend the budget of the organization.
4. To attend all scheduled meetings for treasurers by the Office of Student Accounts.
5. To chair and delegate responsibilities of the Fundraising Committee (when active).
6. To organize all fundraising events.
7. To implement all fundraising activities voted on by the executive board.
D. Secretary
1. To correspond between faculties, choirs, churches, and schools.
2. To construct a list of affiliates of the choir.
3. To book all performance requests.
4. To make announcements about all choir engagements and events.
5. To act as a liaison between the President and the choir.
6. To record attendance and lateness at performances.
7. To record the business of all executive board meetings.
8. To read the past minutes at the executive board meetings for approval of the board.
9. To keep an accurate record of the members of the choir.
10. To send necessary messages to all official choir members.
11. To record attendance and lateness to rehearsals.
12. To keep a record of which robe each member possesses through a signed agreement between the choir and the member.
13. To serve as a chair to the Section Leaders. Their roles are as follows:
a. To contact missing member of your section.
b. To create and foster fellowship within your section.
c. To help send reminders to your section members when asked by the executive board.
d. To monitor section dynamics.
e. To contact other members and help facilitate a phone tree when needed (i.e. an emergency rehearsal, volunteering and community service).
f. To take attendance within your section when secretary is not present.
g. Any other duties that the executive board deems necessary for the successful operation of the choir.
E. Historian
1. To document all choir activities and events.
2. To be knowledgeable of the history and origin of the choir.
3. To be responsible for the creation and/or upkeep of the choir’s College Webpage.
4. To advertise the events for the choir.
5. To chair and delegate the responsibilities of the Publicity Committee (when active).
F. Designated Chaplain
1. To minister to the choir members on their selected day of Chaplain’s Corner.
2. To read scripture and conduct prayer.
3. To help choir members gain a spiritual understanding of the world and each other.
4. To plan and coordinate fellowship activities (i.e. social events)
Article III: Music
Section I: Authority
Recognizing that music is separate form the administrative duties of the choir, the Director will possess power equal to that of the President.
Section II: Selection of New Director
A. Candidates to fill the position of Director will be chosen by the Director and the executive board.
B. Selection will be determined by the majority vote of the Director and executive board.
Section III: Responsibilities of the Director(s) and Musician(s)
A. Director
1. To teach all music to each section of the choir.
2. To choose musical selections.
3. To approve all hired musicians.
4. To serve as the choir’s equipment manager.
B. Assistant Diretor
1. Lead Praise and Worship before rehearsals.
2. Be in charge of the Praise and Worship team when active.
3. Responsible for knowing the parts of all sections.
4. Assume the role of Director when the director is unavailable.
5. Communicate with the director and the executive board.
C. Musician
1. To assist the Director with the teaching of music to each section of the choir.
2. To provide all music to accompany the songs of the choir.
Article IV: Executive Board Voting and Removal
Section I: Votes
A. All executive board members possess one vote.
B. For voting purposes, the Director is considered to be a part of the executive board.
Section II: Removals
A. To remove an officer and/or choir member from the choir, a complete executive board must be active.
B. The complaints must be voiced and shall be heard by the executive board.
C. There must be a 2/3-majority vote of the executive board for the officer or member to be officially removed or dismissed.
Section III: Choir Participation in the Removal Process
If the executive board cannot reach a firm decision on an issue, it must then be brought to the choir.
Article V: Membership
Section I: Qualifications for Membership
Membership shall be open to all members of the College community, including undergraduate students, law school students, graduate students, faculty, and staff once affiliated with the William and Mary community.
Section II: Membership Rights
A. Each member will be allowed one vote during elections.
B. Members shall submit requests and/or complaints to the Ebony Expressions Gospel Choir CSU Box, which will be taken up and presented to the executive board by the Secretary.
C. Members have the right to impeach on officer by a 2/3 vote of choir providing there is a cause for such an action.
D. Members may be permitted to attend executive board meetings, upon submitting a request and receiving approval.
E. Non-students cannot be members of the executive board.
Article VI: Attendance
Section I: General Rules
A. Members must attend all rehearsal and performances unless specified by an officer. In order for a member to remain in the choir, he/she must attend more than one-half of all the performances in a semester.
B. Members are expected to be on time to rehearsals and performances.
C. All members must attend the practice before a performance in order to sing with the choir on the day of the performance. There are no exceptions. The purpose of this policy is to ensure that the choir is fully prepared for all performances and presented in the best possible light.
D. Members are expected to be on time to practice. If for whatever reason, you will be absent or tardy, please notify the secretary. Being late to practice does not reflect your consideration for other members, officers, and the director’s commitment to the mission of this choir.
E. Being more than 45 minutes late to practice equates an absence and therefore you will not be able to perform if it is the last practice before that next scheduled performance.
F. Designated dress rehearsals and sound checks are critical to our preparation before upcoming performances; failure to notify the secretary of why you are not able to attend will result in your exclusion from participating in that performance.
Section II: Practice and Performance Attendance
Members are expected to call the Secretary, prior to practice, if they cannot attend practices, performances, and/or meetings of the executive board, if section leaders are not active.
Section III: Unexcused Absences
Three or more unexcused absences from practices/performances will require a specified member to meet with the executive board. Appropriate action will be taken, which may include dismissal from the choir. Valid reasons for absences shall be: academic workload, illness, personal injury, or out-of-town. The executive board and Director shall exercise discretion when the need arises.
Article VII: Dues
Section I: Dues Policy
Dues paid for membership shall be determined by the executive board and paid on the designated date. Members failing to pay dues will not be allowed to participate in choir activities, unless you speak to Treasurer about extenuating circumstances.
Article VIII: By-laws
Section I: Expectations
Members are expected to comply with decisions made by the executive board.
Section II: Practice and Performance
A. Members are expected to conduct themselves in an orderly manner. Failure to comply may result in dismissal.
B. Members shall reflect a positive attitude during rehearsals and performances.
C. Members are responsible for knowing all material taught during rehearsals and workshop sessions and maintaining their own music.
D. There will be no gum chewing during rehearsals or performances. Please do not allow eating to inhibit your ability to effectively learn material.
E. There will be no underage drinking or smoking on road trips. Those who fail to comply will be immediately dismissed by the executive board and referred to the administration of the College.
Section III: Performance Restrictions
A. Requests to perform off-campus must be brought to the choir at least three weeks or three rehearsals before the scheduled date to receive full consideration. Requests to perform on-campus must be brought to the choir at least two weeks or two rehearsals before the scheduled date to receive full consideration.
B. Acknowledging that a member’s first commitment is their role as a student, executive officers may place a limit on the number of on-campus and off-campus performances that the choir accepts per month
C. Executive officers may choose not to allow the choir to accept any additional performance engagements on the weekend of a Fall or Spring Concert.
D. In order to participate in either the Fall or Spring Concert, Members must attend all rehearsals that fall within two weeks prior to that event. The executive board and Director shall exercise some discretion if special circumstances should arise.
Section IV: Performance Attire
A. During performances, members are expected to wear appropriate attire:
1. Uniform 1: Ebony T-shirts and jeans.
2. Uniform 2: All black
3. Uniform 3: Church clothes.
4. Uniform 4: Robe with tunic
5. Uniform 5: Robe without tunic.
6. Uniform 6: Polo shirt with assigned bottom.
7. Uniform 7: Black collar shirt, black bottom, assigned tie.
8. Uniform 8: Specified by the vice-president.
Please note that in the instance a skirt is worn, black hose and appropriate shoes are required.
B. Under the choir robes:
1. Men: dress shirt or polo, black pants, black shoes
2. Women: dress, skirt, polo or dress shirt or dress slacks with dark hose and black shoes.
3. No active wear is to be worn underneath the robes.
C. No eating or drinking is permitted while wearing the robes.
Article IX: Amendments
Section I: Proposals
Proposed amendments to the constitution must be submitted to the choir at least one week prior to a vote. The amendment must be approved by a 2/3-majority of the choir and an updated constitution must be submitted to the Office of Student Activities.
Section II:
The constitution may be done away with…