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Policies and Procedures

1. Overview/Purpose

The Voices of Broadway is a non-professional show choir with high standards and high entertainment value. Its mission is to present a well-balanced program of traditional choral singing, along with choreography, staging, costumes, special effects and props. Members who share the common bond of a love of singing and the Broadway genre will work toward the common goal of dazzling audiences through preparation, drill, and a devotion to excellence in performance.

2. Membership

The membership of the Voices of Broadway Show Choir will be maintained at 35, on the understanding that additional members may be added at the discretion of the Musical Director, and that membership may fluctuate from time to time. !Auditions will be conducted prior to the start of the choir season, but may also take place throughout the year as needed. The musical director will oversee the audition process and make membership decisions. !In order to achieve the choir’s goal of performance excellence, each member is responsible for learning his/her music and lyrics for each choir event, and to prepare for each rehearsal. Members may be excluded from a performance if they do not meet the required standards of the Musical Director. Any such decision of the Musical Director is final for the immediate performance for which the decision is taken. !Choir members should check e-mail and the choir web site regularly. Important information and updates are distributed via email. Recordings of rehearsals, concerts and other resources will be made available on the Members’ site. As a rehearsal preparation aid, members are strongly encouraged to use these resources to maintain the standard of excellence required within the organization. !If any concerns arise, choir members should present them to the Musical Director and/or to a member of the Leadership Team in a timely manner.

No performer shall use the choir’s artwork or name for any activities unsanctioned by The Voices of Broadway Show Choir. Unauthorized postings of rehearsals and performances on Facebook, YouTube, or any other social network or media are strictly prohibited.

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!3. Rehearsals

Rehearsals will take place on Wednesday evenings at Regina Mundi College from 7:30-9:30pm unless otherwise noted. Members who volunteer for solos and/or choreography will be required to attend additional rehearsal time (scheduled from 6:30-7:30 pm). Mandatory choreography and staging will be rehearsed during regular rehearsal time, but may require additional rehearsal time on occasion.

Regular attendance is essential to achieve the choir’s level of excellence, and therefore members who have more than three unexplained absences may be asked to meet with the Musical Director to discuss their commitment to the ensemble. If a member must be absent from a rehearsal, they must contact the Musical Director via email by 5:00pm on the day of the rehearsal. In case of an emergency, please inform the Membership Team Leader at your earliest convenience. It is the responsibility of the individual member to catch up on the materials covered at a missed rehearsal. In the case of a planned absence (such as travel), please inform both the Musical Director and the Membership Team Leader well in advance of the dates. In the event that a choir member misses a rehearsal, it is an expectation and requirement that they log onto the Members’ site and listen to the missed rehearsal, making notes where appropriate. !Members should avoid missing ANY performances that were scheduled at the beginning of the season. !Missing a dress rehearsal is to be avoided at all costs, but should this occur, the Musical Director has the right to exclude the member from the performance.

Members are asked to observe the following guidelines at rehearsals and performances. Please:

- Arrive early and warm up prior to rehearsal

- As a courtesy to other members, please use unscented products

- Work toward performance excellence, and be open to constructive feedback

- Respect the director and fellow members, and recognize that rehearsal time is limited. In order to be productive, cell phone usage and personal conversations are discouraged.

- A positive attitude and strong work ethic will contribute to the group’s desired level of excellence.

- Support and encouragement of fellow choir members both in and out of rehearsals will help to achieve a healthy and productive group dynamic.

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4. Performance

The choir performs at least two major concerts each season but continually seeks other performance opportunities both within and outside of the London area.

In order to maintain a high level of performance for our audiences, members are required to attend all dress and technical rehearsals prior to performance dates. The performance expectations mirror those of rehearsals and offer members a further opportunity to both grow and develop their performance skills as individual performers, and more importantly, as one of the most entertaining groups in London.

Performance attire will consist of black clothing with cherry red accents. Pants, skirts, tights, socks, and shoes must be black. Sleeveless tops are permitted for women, provided the straps are thick. Men must wear a dress shirt of some kind. Outfits, male or female, that are too casual will not be permitted. The Costume Team must approve all clothing prior to performances.

5. Financial Information

For returning members: membership fees will be paid in two installments (half the amount each). The first payment for the following season is due by the end of June of the current season. This payment guarantees current members a position in the choir for the following season, and that there will always be funds available to cover expenses incurred during the summer, off-season months, particularly the purchase of music. If members choose not to secure their positions in the choir by submitting the first installment by the end of June, their positions in the group will not be guaranteed for the upcoming season, and they may be asked to re-audition in August. The second installment is due before the first rehearsal in January. !For new members: membership fees will also be paid in two installments (half the amount each). The first payment is due before the first rehearsal in September. The second installment is due before the first rehearsal in January. New members who intend to return after their first season will also be asked to pay the first installment for the upcoming year at the end of the first year (see above paragraph). !A member who joins at any point during the season will pay a pro-rated fee for their membership. !All fees are non-refundable after the member’s first rehearsal of the season. !Members are expected to adhere to these payment guidelines. In the event that a member’s fees are in arrears, the Leadership Team may elect to impose a penalty, be it monetary or otherwise. !

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Each member is also responsible for the purchase of appropriate concert dress, and periodically, small costumes and/or props. !As an independent ensemble without any organizational subsidy, the group’s tickets are comparable in price to other similar, self-supporting ensembles.  The collaborative sales goal in order to be sustainable is to average revenue of ten tickets sold by each choir member for major performances, although it is always beneficial to sell as many tickets as possible to ensure a sold out show and lively audience.  Any profit is rolled over to the next season in order to further enhance and develop the choir’s program. !Membership dues and concert proceeds are used for purchasing music, payment of musicians, rentals, insurance, licensing, and advertising. !All financial information and breakdown will be provided to members at the Annual General Meeting in June, or by request.

6. Music policy

In order to ensure that the vocal capacity and talent of the choir members will accommodate the musical selections that the choir will perform each season, the Musical Director will select the music to be performed. !At the beginning of each choral season, music and folders will be assigned and distributed. Members will ensure that music and folders remain in good condition. Members are encouraged to make notations in their music, but please use only pencil. Reimbursement at current cost (plus shipping and handling) will be required for lost or damaged pieces. !All music purchased for choir members and musicians will be the property of The Voices of Broadway Show Choir. The librarian will distribute music and folders by the first rehearsal of the season on the condition that membership fees have been received. !All choir members will return music and folders to the librarian after the final concert of the season. The current Musical Director and Assistant Musical Director will be permitted to keep their music. !

7. Annual General Meeting/Feedback Opportunities

The Annual General Meeting will be held in June, after the final performance of the season. Time and location will be the same as the regular rehearsals. Members are encouraged to attend the AGM for a discussion of policies, procedures, governance, financial information, and to provide input. A representation of 30% or more of the membership is required to establish quorum at the AGM.

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There will also be an informal Q & A session in September, from 6:30 to 7:15 pm, where various aspects and needs of the upcoming season will be discussed.

Between seasons, an anonymous questionnaire (including voting for positions) will be emailed to returning members to elicit feedback from all involved with The Voices of Broadway.

8. Governance

The Coordinator and the Musical Director will oversee the activities of the choir in collaboration with the Assistant Musical Director, Assistant Coordinator, the Secretary & the Treasurer. Various tasks are divided amongst teams, who each appoint their own Team Leader, who will liaise with the Coordinator and others as necessary. Participation on teams is voluntary and open to all members. The Coordinator and Assistant Coordinator will make ongoing operational decisions in collaboration with the Musical Director and appropriate Team Leaders. Major decisions or concerns will be brought to the entire membership for input and put to a vote, if required. On the occasions that a vote is needed, a response of 50% plus one is required.

The following positions will be elected: Coordinator (3 year term), Assistant Coordinator (3 year term), Secretary (2 year term) and Treasurer (2 year term). All terms begin on August 1st and end on July 31st of the appropriate years involved. In order to ensure continuity within the leadership team, the election schedule included in the appendix will be followed. In the event that an elected team member is unable to complete their term, the remaining team members may decide to continue with an unfilled position and divide the duties of that position, or they may choose to temporarily appoint a choir member to fill the vacated position until such time that an election may be held according to the schedule.

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!Appendix A – Julie’s Vision

I have a dream….

I dream of a Broadway show choir…..

- that has amazing vocal skills - that is well-drilled, well prepared, well-rehearsed - that is entertaining, maybe even dazzling, to its audience - that presents a well-balanced program of choreo, staging, costumes, special

effects & props, along with traditional choral singing (with music, not 100% off book) !

I dream of the people in this choir as a people (and I include myself in this)

- who love & respect each other - who accept our individual differences - who accept that we are human and we make mistakes when dealing with one

another, therefore, people who have forgiving hearts – I have/will make mistakes

- who have the common bond of love of singing and love of Broadway music - who are aligned with the vision of the leader - who work together as a family toward common goals - who embrace newcomers to the choir with open arms, and not sit in judgement

and/or wait for them to “prove” themselves - who take personal responsibility for self-improvement and for learning &

practice, and who willingly & cheerfully catch up when they unavoidably have to miss a rehearsal

- who help others who are struggling in a loving, non-accusatory manner - who help each other in times of need outside of choir - who see & understand the fun in the work, culminating in the joy & fun in the

performance - who are in accord that the common good of the group takes precedence over

any individual - who embrace being challenged to constantly improve and fine tune their skills !

I dream of rehearsing & performing in an atmosphere

- where I do not feel I am being judged in everything I say and do - where I can feel “free” to lead to the best of my ability & to grow and get

better as both a leader & musician - where there are no divas, no back biters, no talking about me or fellow choir

members in a derogatory manner behind their backs, no secret agendas, no personal agendas

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- where “tattle-telling” is neither encouraged or tolerated, but where differences are aired and resolved in a loving manner, not unlike one would with family

- where everyone can be vulnerable without being at risk, where we can count on each other, where we can have total trust in each other, feeling secure in knowing we have each other’s backs

- where the people “get me” – they understand my tough love approach, that I see my role as their coach is to push them beyond what they think they can do, that I believe in each person more than they believe in themselves at times, they understand that even though I sometimes come across as harsh, and I admit I do, I always sincerely have the best intentions in my heart, and that I am passionate and focused, and none of it is ever personal !

I dream of a choir whose governance

- is “by the people for the people” – it’s YOUR choir, you deserve to have a say in policies and procedures, and major decisions

- is open & honest, and communicates well with all members - truly represents the wishes of the choir members, not of a select few - works WITH me and doesn’t try to control me and/or impose its will on me,

thereby liberating me to become all I can be for the choir !Am I insanely naïve? Too optimistic? Idealistic? Out of my mind?

I don’t think so.

I believe most of you are here because you are aligned with my vision of a show choir that “performs” as opposed to a choir that stands on risers with folders and sings.

But there’s so much more to it than that, and never before have I been given the opportunity to articulate to you what is in and has been in my heart and in so many areas. I’m sure you could hear the past and the present in this talk….but mostly I hope you heard the future – I still believe in the choir of my dreams!!!! Thanks so much for listening and for caring.

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!Appendix B – Choir Governance Positions

!Artistic/Musical Director Julie Pietrangelo

Assistant Musical Director Yolanda Postma

Coordinator Joseph Alfano

Assistant Coordinator Stephanie Goodall

Treasurer Heather Brandt

Secretary Julie Wilson

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!Appendix C – Teams

TASKS VOLUNTEERS (TL = Team Leader)

Marketing, Advertising, Media, Corporate Sponsors

Dan (TL), Susan, Abe

Venues and Bookings Joseph (TL), Julie

Fundraising Adriene (TL), Kristin

Writing Julie W (TL), Lauren, Adriene

Props, Costumes and Concert Attire

Susan (TL), Lisa, Lauren

Tech Support Abe (TL), Dan, Randy, Tom

Graphics Design, Posters, Tickets and Videos

Abe (TL)

Membership/Social Team Steph (TL), Pauline, Angela

Website and Facebook Dan (TL), Julie, Abe

Dance Captain/Librarian Julie W.

Assistant Dance Captain Bonnie

Masters of Ceremonies John Pacheco

Stage Manager Cathy Hooper

Production Manager Kristin

Front of House for June Show/Ushers

Joaquin (TL), Scott, Reuben, Abby

Sales Table for June Show

Miranda

Ticket Sales Heather, Joseph

Camera Operators Aleen

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!Appendix D – Projected Election Schedule

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!The asterisk (*) indicates an election for that position for the upcoming season.

Season Secretary Treasurer Assistant

Coordinator

Coordinator

2013-2014 * * * *

2014-2015 * *

2015-2016 *

2016-2017 * *

2017-2018 * *

2018-2019 *

2019-2020 * *

2020-2021 * *

2021-2022 *

2022-2023 * *

2023-2024 * *