Ocean Grove Auditorium Choir Operating Guidelines

August 2, 2014

Name

The name of the organization is called The Ocean Grove Auditorium Choir of the OGCMA, herein after referred to as the Choir.

Purpose

To lead in worship to God through the singing of various musical styles during regular services and at such other special events as may be determined by the Director of Music Ministries in conjunction with the OGCMA.

Membership

There is no requirement for membership in the Choir. Participation is voluntary and all are welcome. Therefore, there are no dues required to participate in the Choir. A free-will offering may be collected at selected rehearsals to provide funds to enhance the Choir's ministry.

Choir Board

The Choir Board consists of the following voting members: President, Vice-President, Secretary, and Treasurer.

Regular meetings of the Choir Board shall be held at the beginning and end of the summer season each year. The date and place of the meeting shall be determined by the Choir President. A majority shall constitute a quorum. Special meetings may be called by the Choir President. If a majority vote cannot be reached by the four-member Choir Board, the Director of Music Ministries will cast the tie-breaking vote. The Choir Board may vote to remove a Board member who has multiple unexcused absences from Board meetings.

Nomination and Election of Officers

The Choir President shall select a nominating committee of no more than five (5) people who will nominate the officers to replace those whose terms will expire. The election of officers shall occur, by majority vote of the Choir, at the regular Friday rehearsal on or immediately preceding August 15. A ballot vote may be taken at the discretion of the President.

Should a vacancy occur during the term of an elected office, the President will appoint an interim replacement, subject to the Choir Board approval. The individual will serve until the next election time as stated above, at which time an election will be held to fill the vacancy for the remainder of the current term.

Term of Office

Newly elected officers will assume their position as of October 1 of the year in which they were elected. The last day of office for outgoing officers is September 30. Officers may serve no more than one term in the same office. No officer may serve in two offices at the same time.

Officers and Responsibilities

The duties of the officers are as follows:

President

Serve a two-year term as a member of the Choir Board
Conduct all Choir Board and general Choir meetings
Act a liaison to all other OGCMA organizations
Select a nominating committee and conduct election of new officers as outlined herein.
Appoint a Choir Festival Committee
Appoint Sunshine Committee Chair, Librarian, Sections Leaders, and all other Committee Chairs.

Vice-President

Serve a two-year term as a member of the Choir Board
Fulfill the President's duties during either absence or resignation.
Organize and plan the Choir banquet and other appropriate activities

Treasurer

Serve a four-year term as a member of the Choir Board.
Maintain checking and savings accounts. Provide a written report of activity for Choir Board meetings.
Provide requested financial information to the OGCMA for their annual audit as required.
Provide requested financial information to Choir Board to assist in decision making.
The out-going Treasurer will maintain the books until the end of the calendar year, and be available for questions regarding the finances under their administration until such time as the OGCMA audit has been completed for that year.
Place and collect the donation baskets during each rehearsal.
Order altar flower in member of deceased members for the Sunday of the Sacred Concert, as well as other flowers requested by the Choir Board.

Secretary

Serve a three-year term as a member of the Choir Board.
Maintain an active participant list and master attendance charts from the weekly sign-in sheets.
Act as registrar for the Choir Festival. In the fall, update a complete computer listing of festival participants at the OGCMA.
Organize a committee to assemble and mail Choir Festival notices.
Email communications to Choir membership.
Select Christmas cards with Sunshine Chairman to send to all active participants.
Send notices for the Choir reunion and the "Welcome Back" letter announcing the first Choir rehearsal.

Non-Officer Leadership

Non-officer leadership may attend Choir Board meetings at the request of the President.

Sunshine Chairman

Appointed by the President.
Be notified of illnesses or deaths and send appropriate sentiments.
Send thank you notes to people who help with Choir Festival, Choir reunion, and Independence Day parade.
Handle general correspondence at the direction of the President

Section Leader

Appointed by the President.
Arrive at rehearsals prior to Choir Festival by 6:45 pm and by 6:15 pm for the Choir Festival, and all Sunday evening worship services.
Arrange for seating at the direction of the Director of Music Ministries.
Welcome and direct singers to the appropriate area. Be aware of special needs in your section.
Remind participants of date and time of the Choir banquet.

Librarian

Appointed by the President.
Maintain list of music and make it available to the Director of Music Ministries.
Prepare and distribute music folders for rehearsal.
Ensure that the organist has music prior to rehearsal and OGCMA office has music in advance for bulletins and media purposes.
Provide music for the ushers at bass and tenor entrances.
Open doors at specified times for rehearsals and Sunday services.

Advisory Council

The Advisory Council is comprised of all past Choir Presidents who have fulfilled their term of service. As dedicated participants and experienced leaders of the Choir, their contribution as an advisory group to the Choir Board is valued. At the discretion of the President, the Advisory Council may be called upon periodically to share advice and give input as to certain situations or questions of the Choir Board. The President may call upon them as a group or individually.

Amendments

Amendments to this document shall be recommended by a majority of the Choir Board, and subject to approval by the OGCMA President and Executive Director/COO.

This document is adopted this 2nd day of August, 2014, and supersedes all previous bylaws and guidelines for the Ocean Grove Auditorium Choir of the OGCMA.