The Constitution of York Glee Singers
Name
The Society shall be known as YORK GLEE SINGERS, hereinafter referred to as “the Society”.
Membership
Membership shall be open to any member of the University of York (hereinafter referred to as “the University”), and any associate member, as defined in the Students’ Union’s Constitution. Membership may be offered by the Committee to other people, but such people may not hold office in the Society.
Aims of the Society
The aims of the Society shall be: to promote music-making and enjoyment through singing; to create a confidence-building environment; to be inclusive to all, regardless of ability; to be financially solvent; to perform in concerts and other events; and to raise additional funds for a nominated charity through busking. The Society shall function according to the Constitution of the University of York Students’ Union Constitution and the laws of the state or country in which it is incorporated.
Committee
There shall be a Committee, made up of at least the following Officers elected annually through the AGM:
- Chairperson: Whose duties it shall be to represent the Society when dealing with members and with other organisations; to chair meetings of the Society; to organise rehearsal venues; and to undertake or delegate other tasks connected with the Society as necessary.
- Secretary: Whose duties it shall be to call meetings of the Society; to keep a written record of meetings’ proceedings and to make such a record available to any member on request; and to deal with all correspondence relating to the Society.
- Treasurer: Whose duties it shall be to keep an audited account of the finances of the Society; to present such an account to the Annual General Meeting (hereinafter referred to as “AGM”); and to liaise with the Treasurer of the Students’ Union on matters of finance.
In addition, the following Officers may be included in the Committee where necessary for the running of the Society, either by annual election through the AGM or by appointment by the Committee, as the Committee sees fit:
- Press & Publicity Officer(s): Whose duties it shall be to create and distribute any publicity materials and advertisements as required by the Committee.
- Music Librarian(s): Whose duties it shall be to organise copying, filing, distribution and collection of sheet music wherever necessary as required by the Musical Director(s).
- Musical Director: Whose duties it shall be to direct rehearsals; to choose repertoire; and to advise the Committee on all musical matters.
- Assistant Musical Director(s): Whose duties it shall be to assist the Musical Director in all his responsibilities.
The Committee may create additional Officers as it deems necessary. Such additional Officers may be elected annually by the AGM or appointed by the Committee, as the Committee sees fit.
All Officers shall be bona fide members of the University. Any person may hold more than one Office, except that the Chairperson may not hold any other Office.
Should any Office that is normally elected annually at an AGM become vacant during the course of the year, an EGM shall be called as soon as is reasonably possible and a new Officer shall be elected. In the meantime, the Committee shall appoint an acting Officer to undertake the duties of the vacant Office.
The Committee and its Officers are responsible to members of the Society. An Officer is subject to a vote of no confidence which may be taken at a meeting of the Society. Such a vote must be passed by a simple majority of those present and voting, with abstentions counting against.
Meetings
The quorum for all meetings except those of the Committee shall be ten members or 30% of the membership, whichever is the higher. All votes held at meetings shall be either by simple secret ballot or using the Single Transferable Vote system defined by the Students’ Union, at the option of the Chairperson. In the event of a tied vote, the Chairperson's vote counts for 2 votes.
The AGM of the Society shall take place once a year, within 2 weeks of the end of the Autumn Term. Those Officers who are elected annually through the AGM shall be elected at this time. The Chairperson shall give seven days’ notice of the AGM and take reasonable steps to inform all members of its occurrence. The Treasurer shall present the Accounts to this meeting.
Extraordinary General Meetings (hereinafter referred to as “EGMs”) shall take place if any of the following are true:
- an Office that is usually elected annually by AGM becomes vacant during the year;
- the Committee calls an EGM;
- ten members present a request for an EGM to the Committee.
The Chairperson shall give three days’ notice of the EGM and take reasonable steps to inform all members of its occurrence.
Finance
The Society shall have either a current account with a Bank, or all the Society’s funds shall be lodged with the Students’ Union. The Chairperson, Secretary and Treasurer shall be signatories to any Bank account opened by the Society. Two of these signatories shall be required for any cheque and for any written contract or undertaking, financial or otherwise, on behalf of the Society. The Accounts Book shall be kept available for inspection at any reasonable time by any member or by the Students’ Union’s Finance Committee. The Annual Subscription shall be £3.00 per member. The Society shall furnish a valid Bank Mandate Letter of Disclosure by the Students’ Union.
Indemnity
Subject to the Society’s Code of Practice, every Officer of the Society shall be entitled to be indemnified out of the assets of the Society against all losses or liability which he or she may sustain or incur in or about the execution of his or her Office or otherwise in relation thereto and no Officer of the Society shall be liable for any loss, damage or misfortune which may happen to or be incurred by the Society in the execution of the duties of his or her office in relation thereto, provided that nothing in this clause shall affect their liability for the consequences of any negligent act on their part.
Amendments to the Constitution
This Constitution may only be amended by a two-thirds majority of those present at an AGM or an EGM (abstentions count against). Any Amendment must be notified to the members at least seven days before the vote is taken.
Termination of the Society
Should the Committee, or its remaining members, or the Chairperson if the Committee has ceased to function, determine that the Society has ceased to function, it shall be dissolved. All remaining assets shall be used to meet the debts and financial burdens accumulated by the Society, and any remaining funds shall be distributed to a worthy cause as determined by the Committee, its remaining members, or the Chairperson if the Committee has ceased to function.