DRAFT HTC CONSTITUTION 2025
Name: The Choir shall be known as Harrogate Theatre Choir (HTC).
Objectives: The Objectives of HTC are to:
- promote & encourage singing for the Members of the HTC
- develop the musical theatre abilities of Members
- perform public concerts regularly and as frequently as determined by the HTC Committee (see below)
- contribute to the cultural life of the Harrogate and North Yorkshire community
- arrange social events for Members.
Membership:
Applications to join HTC may be made at any time. Membership is by invitation, following a successful assessment by the Musical Director who will select those candidates of an appropriate standard. If there are candidates of this standard but there are no vacancies within the maximum number of Members, the Musical Director may establish a ‘reserve list’ from which vacancies can be filled by them as they arise subsequently. Potential Members under the age of 18 will not normally be admitted but there will be no upper age limit. The number of singing Members of HTC shall normally be limited to 52, to include all voice parts.
The HTC Committee reserves the right to cancel the Membership of any individual for any reason, including, but not limited to, repeated non-payment of termly fees in a timely manner (see below) or where there has been a marked deterioration in vocal quality (as assessed by the Musical Director).
Membership of HTC requires a significant level of commitment and it is expected that all Members will attend the maximum number of routine rehearsals and performances. Personal practice is part of this commitment, as it develops individuals and produces professional performance. Members who miss a significant number (typically more than for) consecutive routine rehearsals, without prior agreement, will have their future membership considered by the HTC Committee, which may decide to terminate it.
Governance
An Annual General Meeting (AGM) will normally be held at the beginning of each Autumn Term. All Members shall be eligible to attend and vote, if required.
The HTC Committee may call an Extraordinary General Meeting (EGM) at any time and must call a meeting on a written request by at least one third (17) of the Membership. Where possible 14 days’ notice shall be given to the Members, detailing matters to be discussed.
Any specific question put at either the AGM, or any EGM, will be decided by a show of hands, and a simple majority.
The general administration of HTC shall be managed by a Committee, which will consist normally of voluntary posts of Chair, Concert Promoter/Front of House Manager, Librarian, Musical Director, Publicity Officer, Secretary, Social Secretary and Treasurer. The Committee will normally hold routine meetings at least once a term; other meetings may be convened as required.
With the exception of the Musical Director, these honorary positions on the Committee will be elected by a show of hands, and a simple majority, at the Annual General Meeting. All the listed positions will have a term of office of 12 months from the date of the AGM. Other positions may be co-opted at any time where a need arises.
The Musical Director shall have complete authority at rehearsals and performances in all matters relating to selection of musical, musical standards and levels of proficiency.
Finance:
The HTC Choir year follows a three-term pattern, the dates of which will normally reflect North Yorkshire School holidays. By joining HTC Members agree to pay the term’s subscription before the start of each term, unless there are exceptional circumstances which must be agreed by the Committee in advance of the term to which they apply. Subscriptions are set by the Committee, annually in the autumn, for application on 1 January of the following year. The Committee shall decide the fees to be paid to ensure all costs and expenses are paid in due time and that adequate provision is made for the purchase, maintenance and replacements of assets of the Choir. Specific and earmarked funds may be established for appropriate projects eg a recording fund.
Members may take a ONE term sabbatical out of the Choir, agreed and approved in advance by the Musical Director; a one-off retainer for that term will be payable if they wish to keep their Membership open.
The Treasurer shall present an annual balance sheet to the Membership at the AGM. The Treasurer shall operate a Bank Account to safeguard Choir funds. Withdrawals may be made on the signature/digital authority of two of the following: Treasurer and/or Chair, Secretary.
Planning:
The Committee will meet at least annually to discuss medium- to long-term commitments. As a minimum, the Musical Director will advise the Committee on the musical progress of the Choir, suitability of suggested venues and dates; the Committee will establish a firm programme for the following 12 months and an outline programme for the succeeding six months. The agreed outline programme will be published to Members through Muzodo (see below) as soon as sufficient detail is available.
The Committee may decide to make a donation from the proceeds of any concert performance to a charity local to the venue; suggestions of possible charities will be invited from Members.
HTC will normally perform on a ‘seasonal’ basis from September to early June: the final weeks of the summer term will be available to the Musical Director to use at their discretion.
Member Availability:
HTC uses the Muzodo application to notify Members of the dates and details of routine and additional (sectional) rehearsals, and performances. These notifications require Members to confirm that they are available (and intend to attend) or not available; in the case of the latter, they are requested to provide a reason for their non-attendance. Members are required to use Muzodo to change their availability, if necessary, and not to use e-mail to notify changes. In the event of a short notice need to miss a rehearsal or performance, the Secretary should be informed.
Care of HTC property:
New Members will be issued with a branded folder and bag; the folder should only be used in performance. These items become the personal property of the Member and a fee will be charged if either or both require replacement.
Members are responsible for the care (and minor maintenance) of HTC property. This includes musical scores and photocopies issued by the Librarian, all of which remain the property of the Choir. Notations made by Members on this material must be made in soft pencil only and erased fully when recalled by the Librarian.
When a Member leaves, all HTC property must be returned to the Librarian as soon as possible in good re-usable condition and with all markings erased. Any music in poor condition, for example marked with highlighter pen or ink, or badly torn, must be replaced at the expense of the Member leaving.; the appropriate fee will be agreed by the Committee.
Dissolution:
If it is decided by the Committee that HTC can no longer achieve its Objectives, and/or that sufficient Members are available for it to remain viable, and that the Choir must be disestablished, all assets owned by HTC (including but not confined to musical scores and photocopies) are to be sold by the Committee. All the proceeds of the sale(s) plus all funds held in the accounts and sub-funds are to be donated to a Music Charity, to be chosen at the appropriate time by the Committee.
This Constitution was ratified by Members at the AGM held on xx September 2025.
First draft 10 June 2025 ARF