1 C# Organization Constitution and Bylaws Established March 2013 Last Amended: September 7, 2015
2 CONSTITUTION AND BYLAWS OF C# Table of Contents ARTICLE I. NAME ARTICLE II. ARTICLE III. ARTICLE IV. ARTICLE V. ARTICLE VI. MISSION STATEMENT VISION STATEMENT STRUCTURE MEMBERSHIP ALUMNI ARTICLE VII. MEETINGS, REHEARSALS, & CONCERTS ARTICLE VIII. MUSIC IN C# ARTICLE IX. ARTICLE X. ARTICLE XI. RECRUITMENT FINANCIAL POLICY ELECTIONS & OFFICER VACANCIES ARTICLE XII. BOARD OF DIRECTORS ARTICLE XIII. CABINET OFFICERS ARTICLE XIV. SECTION LEADERS ARTICLE XV. AMMENDMENTS ARTICLE XVI. HISTORY
3 CONSTITUTION AND BYLAWS OF C# Article I. Name The official name of this organization shall be C# at Carnegie Mellon University. Article II. Mission Statement Section 1. C# Mission Statement C# organization develops programs that contribute to the growth of a supportive musical community where members are encouraged to unwind from academics by challenging themselves as singers, performers, and leaders. The community is built around C# Singers, which is comprised of students dedicated to growing as musicians and fostering the Club community. Section 2. C# Singers Mission Statement C# Singers encourages members to continuously grow as musicians and performers through rigorous rehearsals and programs focused on gaining an understanding of music theory, ensemble, and performance. Section 3. Db Singers Mission Statement Db Singers encourages members to grow through a learning community of supportive members and musicians and guided rehearsals tailored for choral beginners and experienced performers. Section 4. C#Open Mission Statement C#Open will foster musical interest, stress relief, and confidence in club members and across the C# community. Regular events and rehearsals will be held for C#Open in order to develop a supportive musical community within the CMU campus. Section 5. Organization Functions Policy All activities and functions of the organization must be legal under University, local, state, and federal laws. The most recent version of The Word and The Student Organization Handbook & Resource Guide will supersede all requirements set forth during the creation and revision of this constitution. Article III. Vision Statement C# will be a respected organization comprised of tight-knit performance groups of talented musicians and a larger surrounding Club community, where performance group members guide and share musical passion with the Club community. This will be accomplished by: 1. Encouraging performance group members to improve their vocal technique and knowledge of music theory through C# Musical Resources (such as a Technique Book, Arrangement Workshops, and C# Library), 2. Encouraging performance group members to learn to develop as ensemble members and performers through rehearsals and performances, 3. Providing C# members with a supportive musical community with stress relief and social support in mind, 4. Developing relationships between like-minded students and vocalists, and 5. Promoting events and programs that contribute to the growth and expansion of the C# organization.
4 Article IV. Structure Section 1. C# Organization The administration of the C# organization is a Board of Directors that leads C# with the assistance of a Cabinet and advisement of the Alumni Board. The C# organization contains three subdivisions: C# Singers, Db Singers, and C#Open. Section 2. C# Singers CSharp Singers (C# Singers) is an a cappella of auditioned singers in the C# community. C# Singers rehearsals are led by the Directors and any other C# members who contributed to the arrangement being rehearsed at the time. Section 3. Db Singers Db Singers is an auditioned choir that provides a supportive and guided learning environment for choral performers and beginners. Section 4. C#Open C#Open is an open community of students that are active in Club events such as Open Rehearsals. C#Open rehearsals are led by a Director, with C# Singers members leading each voice part. Club functions are led by the Directors. Section 5. Alumni Association The C# Alumni Association is run by an elected Alumni Board, and includes all C# Alumni. The Alumni Association serves to encourage continued involvement and growth of C# Alumni by providing organization updates, sponsoring events that contribute to building connections between C# Alumni or the growth of C# organization, and growing the network of C# Alumni. Article V. Membership Section 1. Eligibility All members of the Carnegie Mellon University student body (undergraduate and graduate) are eligible for C# membership. Section 2. Code of Conduct A. C# will comply fully with all federal laws. Members must fully cooperate with any regulatory investigation, and are expected to fully cooperate with any internal or external investigation. B. Hazing will not be used as a condition of membership in C#. C. C# will not tolerate any discrimination based on gender, race, religion, or creed. D. C# membership abides by the CMU Statement of Assurance and Non-Discrimination. Section 3. Membership Status A. C# Singers Performer (Active) Status a. C# Singers members are entitled to all the benefits of C# Singers as long as they are in good standing with C# and the university, which is recognized by: i. Enrollment as a student of Carnegie Mellon University. ii. Abide by the Student Organization Code of Conduct. iii. Attends all rehearsals, events, and activities hosted by C# that require representation. B. C# Singers Probation Status
5 a. C# Singers members are put on probation and not allowed to partake in any non-rehearsal activities. They may still participate in performance-related activities with the approval of the Musical Director and Section Leaders (must be unanimous). b. C# Singers members are automatically put on Probation if they do not have a 70% attendance record for rehearsal and mandatory events during that given semester. This status can only be placed after the 3 rd week of rehearsals each semester. c. C# Singers members who have 3 unexcused absences C. C# Singers Inactive Status a. C# Singers members who are taking a temporary (up to 1 semester) leave of absence may do so once during their involvement in C#. This may be for academic, health, or personal reasons and must be cleared with the President in order to be granted this status. b. Inactive C# Singers members will retain their position in the performance group and may rejoin during their semester of absence. c. Active members who are interested in applying for Inactive Status must notify the President and receive majority Board approval in order for the Status change to be granted. D. C# Alumni Status a. If a C# Singers Performer who is not on Probation leaves C# Singers and/or C# (whether at the end of a semester or upon graduation), they earn the title of Alumni. C# Alumni who were in C# Singers retain all privileges of being a C# Singers Performer, excluding performance and rehearsal participation. Alumni also have the privilege of joining the C# Alumni Association and applying for the C# Alumni Board. b. C# Alumni who were in C# Singers and are interested in revoking their Alumni Status and returning to C# Singers Performer status can do so with the unanimous approval of the Board of Directors during the Recruitment period (during the Auditions and Callbacks Deliberations meetings). E. Club Member Status a. Club C# members are entitled to all the benefits of private and public Club events, including Open Rehearsals and Club meetings. F. Community Member Status a. Community Members are kept informed about and invited to public C# events, performances, and activities. Section 4. Removal of Members A. C# membership can only be revoked if a non-board member files a complaint to the Board and the Directors unanimously vote to remove a member. B. C# membership cannot be re-instated for 1 full semester term following that member s removal. Membership can be re-instated by a majority vote from the Board. Article VI. Alumni Section 1. Alumni Board A. The Alumni Board consists of 5 Board members. B. The Alumni Board serves to advise the Board of Directors, as well as organize activities and events for the Alumni Association. Section 2. Alumni Association A. The Alumni Association consists of all C# Alumni who choose to join the Association.
6 Article VII. Meetings, Rehearsals, & Concerts Section 1. Board Meetings A. Weekly Board Meetings a. The President presides over Board meetings, which takes place once every week during the fall and spring semesters and once every 3 weeks over the summer. The purpose of the meetings is to discuss how to carry out C# s mission as well as a means of confirming logistical issues and communication between the members of the Board. b. The President conducts the meetings by setting the agenda and orchestrating the flow of discussion. The agenda should cover the following topics: i. The President should cover: 1. A brief summary of the agenda 2. A weekly summary of Director progress and upcoming events 3. Any announcements pertaining to: recognition, constitution, performance, recording, rehearsal, meeting, or event logistics ii. Conductors should cover: 1. A weekly update on the progress of their performance group 2. A proposed weekly rehearsal schedule for the performance group iii. Musical Directors should cover: 1. A weekly update on the progress of arrangements 2. A weekly update on Arrangement Meetings (if applicable) 3. Any new setlist proposals or revisions iv. The VP External should cover: 1. Any announcements on updated PR (flyering, tabling, or media updates) 2. A weekly update on public events, collaborations, C#Open, and external affairs in the last week. 3. Updates on planning progress for upcoming public events. v. The VP Internal should cover: 1. A weekly update on internal events in the last week. 2. Updates on planning progress for upcoming internal events. vi. The Treasurer should cover: 1. A weekly update on the current financial status with any incoming revenue or costs from the past week. 2. The status of budget proposals from the past week. vii. The Secretary should cover: 1. Any updates on group logistics c. Attendance is mandatory for all Directors. Attendance to the first meeting of every month is mandatory for all Cabinet Officers. d. Computers and cellphones are not allowed to be used during Board meetings, with the exception of the Secretary s laptop. B. Monthly Board Meetings a. The first Board meeting of every month is a Monthly Board meeting. b. Monthly Board Meetings cover at least the following topics. i. A proposed schedule of performance group rehearsal times/locations, performances, additional rehearsals, and recording hours for the next month, prepared by the President and Musical Director. ii. A detailed schedule of C#Open rehearsal times/locations, major club meetings, major club events, and a proposed setlist of songs to cover at least all of the Open Rehearsals.
7 iii. A schedule of public performances and events to send to Community Members during the next month. iv. Potential upcoming internal events. C. Special Committee Meetings a. Special Committee Meetings are for specialized events that involve specific Directors and members of the Cabinet. b. These events include Audition and Callback Deliberation meetings. D. Board Retrospective a. During the last month of each semester, the Directors will dedicate a 1-hour meeting (which can replace a weekly meeting) to discuss the success and downfalls of the administration during that semester. b. Full Board attendance is required at Board Retrospectives. c. The Board Retrospective agenda includes the following: i. Each Board member discusses a positive event, person, or situation that has occurred in C# that semester. ii. Each Board member presents a negative event, person, or situation that has occurred in C# that semester. iii. Board members present and discuss Puzzles, Risks, Appreciations, and Wishes for C# and C# Singers. 1. Puzzles: Questions for which you have no answer. 2. Risks: Future pitfalls that can endanger C# or C# Singers. 3. Appreciations: Things you enjoyed or liked. 4. Wishes: Not improvements, but ideas for ideal developments in C# or C# Singers. Section 2. C# Rehearsals, Meetings, and Events A. General Body Meetings a. There will be at least 1 General Body Meeting each month, preferably at the beginning of each month. GBMs are hosted by the President, and will be hosted by the VP Internal if the President is absent. b. All C# members are invited and encouraged to attend the General Body Meeting. c. The following topics are covered during GBMs: i. Upcoming C#-related performances and events ii. General performance group updates iii. C#Open rehearsal schedules iv. Public Service Announcements about musical ongoings in the CMU community d. Following each General Body Meeting, the VP Internal will send out a summary of the discussed topics and schedule of upcoming events to the C# community. B. Fundraising Events a. Fundraising Events may be mandatory for performance group members, as set by the Treasurer and Fundraising Chairs. b. Fundraising requirements can only be applied once per C# member, regardless of how many performance groups the member is in. For example, a 2-hour requirement may be set for a tabling event. A member in 2 performance groups will only need to complete 2 hours of tabling, not 4. Section 3. Performance Group Rehearsals & Meetings A. C# Singers d. C# Singers Rehearsals
8 B. Db Singers i. C# Singers rehearsals are practice times for those in C# Singers. During these practices, ii. iii. the C# Conductor and Musical Director lead the group through the prepared rehearsal agenda. e. Technique Rehearsals C# Singers rehearsals are at least 4 hours twice a week. Attendance is mandatory for all members of C# Singers. i. Technique Rehearsals are led by the C# Singers Conductor and Musical Director. ii. Technique Rehearsals take place once a week and focus on ensemble techniques such as blending and pitch correction. f. Lateness & Attendance Policies i. C# Singers follows the C# Lateness and Performance Group Attendance Policies. ii. a. Db Singers Rehearsals Excused absences may be made up by leading C#Open rehearsals. i. Db Singers holds rehearsals twice a week for 2 hours (4 hours total). ii. Rehearsals include a warm-up followed by a 30-minute technique component. b. Lateness & Attendance Policies C. Arrangement Workshop i. Db Singers follows the C# Lateness and Performance Group Attendance Policies. a. Arrangement Workshops are optional bi-weekly (once every 2 weeks) meetings for C# members, Directors, and guests. b. During Arrangement Workshops, any attendee may present musical arrangements to be reviewed and proposed for the C# Singers Setlist. c. The C# Singers Musical Director sets the agenda and leads Arrangement Workshops. D. Performance Group Retrospectives a. During the last month of each semester, performance groups must dedicate a 1-hour meeting to discuss the success and downfalls of the performance group during that semester. b. Full performance group attendance is required at Retrospectives. c. Performance group retrospective agendas must include the following: i. Each member discusses a positive event, person, or situation that has occurred in C# or the performance group that semester. ii. Each member presents a negative event, person, or situation that has occurred in C# iii. or the performance group that semester. Members present and discuss Puzzles, Risks, Appreciations, and Wishes for C# and the performance group. 1. Puzzles: Questions for which you have no answer. 2. Risks: Future pitfalls that can endanger C# or the performance group. 3. Appreciations: Things you enjoyed or liked. 4. Wishes: Not improvements, but ideas for ideal developments in C# or the performance group. Section 3. Club Rehearsals & Meetings A. C#Open Rehearsals a. Open Rehearsals are events that allow Club C# members to have a casual singing session with other members. b. Open Rehearsals are led by performance groups (advisably alternating groups hosting each week) and coordinated by the VP External.
9 c. The purpose of Open Rehearsals is to be a social event to encourage musical interest in members of the CMU community and give them the opportunity to get experience singing with others. d. C# Singers are required to attend all C# Singers-hosted C#Open rehearsals. e. Db Singers are required to attend at least 4 Db Singers-hosted C#Open rehearsals. Hosting a C#Open rehearsal counts as attending 2 C#Open rehearsals. B. Club Meetings a. Club meetings involve those in Club C#. At Club meetings, Directors introduce information and opportunities to those who may be interested so members can come and learn about upcoming events, logistical changes, and other club matters. Section 4. C# Concerts A. C# Showcase B. Db Singers Concert a. C# hosts 1 Db Singers concert per semester. Performances are mostly (if not completely) performed by Db Singers. b. Db Singers Concerts showcase the songs that Db Singers has been learning that semester. Section 5. C# Lateness and Attendance Policies A. C# Lateness Policy i. Members that arrive 5 minutes after a rehearsal or meeting begins will be given a Lateness demerit unless excused by giving 24-hour prior notice to event organizers. 3 Lateness Demerits are counted as equivalent to 1 Unexcused Absence. ii. Absences are defined as Inexcused and Excused absences. Absences are marked as Excused if the event organizer was notified of the person s tardiness or absence at least 24 hours before the event, and Inexcused otherwise. B. C# Performance Group Attendance Policy i. Active Members: Members in good standing. ii. Probation: Less than 70% attendance at required events. Note: Inexcused and excused absences are both counted equally as absences. iii. If a member is absent for more than 30% of rehearsals, the Board of Directors will meet to discuss their status and may revoke the member s status and ask the member to re-audition the next semester. iv. Suspension: At least 3 unexcused absences (or its equivalent). Members on suspension cannot attend any performance group-exclusive events and will be contacted by the board. Article VIII. Music in C# Section 1. Performance Group Setlist Proposals Performance Group Setlist Proposals are proposed at Board Meetings (by the President and respective Conductor and Musical Director). Songs proposed for the C# Singers must follow the C# Singers guidelines. Songs are then proposed and passed with a unanimous Board vote. Songs proposed for specific performance setlists must be proposed and passed with a unanimous Board vote. Db Singers setlists must be proposed and passed at least 1 week prior to a performance and pass with a 75% majority Director vote.
10 Songs on the C# Singers Setlist that are scheduled to be recorded and released must have been arranged by C# members (or properly credited). Section 2. C#Open Meeting Proposals C#Open Setlist Proposals are presented at the Monthly Planning meeting and are immediately approved following proposal. At this time, the Setlist can be revised by a majority vote of the Directors and Cabinet. Section 3. C# Library The C# Library consists of arrangements done by C# members and is stored on the C# website. C# members, Directors, and the Cabinet have access to the C# Library. All entries in the Library must be complete with information on the song, original artist, arrangers, and an access link to the arrangement. Arrangement descriptions should also include C# rehearsal and performance history (ex. If the song was done at an Open Rehearsal or recorded by C# Singers). Section 4. C# Musical Traditions The C# Musical Chant is taught at the beginning of each semester to all C# members and performance group members. The C# song is also taught at the beginning of each semester and sung at all performance group initiation ceremonies and formal internal events. Section 5. Arrangement Philosophies Book The Arrangement Philosophies Book is a learning reference for those interested in learning how to arrange. The Book also includes guidelines and information on the arrangement and setlist review process for C# Singers. The Book was created and amended by the C# Singers Musical Directors. Section 6. Technique Exercises Book The C# Technique Exercises book is a composition of general vocal technique exercises that C# members can access and contribute to over time. Article IX. Recruitment & Auditions Section 1. Recruitment Policy A. Recruitment for all subdivisions of C# take place during the first 3 weeks of every semester. Recruitment events will include general C# events as well as a few events that give potential members the opportunity to learn more about each subdivision of C#. B. Membership for C# is open at all times, and those eligible may join the club anytime during the academic year. Section 2. Performance Group Auditions & Callbacks A. Auditions for performance groups take place during the second week of every semester. Callbacks take place the day after the last day of auditions. B. Auditions for all performance groups take place at the same time and place. Callbacks will be scheduled separately by the performance groups, and callback decisions are made independently by each separate performance group. C. Attendance at C# Performance Group Auditions is highly encouraged for all performance group members. There are no absentee ballots. D. C# Auditions Process a. All Performers must attend auditions in order to assist in making acceptance decisions. An Auditions Deliberation meeting is held after the final audition. b. For each auditionee, all Performers discuss and give a score to decide whether the auditionee should be given a callback for each group they auditioned to. These votes are totaled to give
11 an auditionee a score, and the scores are used to determine who is given a callback. If an auditionee is auditioning for 2 groups, they will have 2 scores. c. Audition scores are calculated as follows so that each Performance group is given equal weight in every score: i. Each Performer gives a score from 0-10 based on the rubric released that semester by the President and Conductors. ii. The scores are averaged within each Performance group. iii. The average score from each Performance group is averaged together. d. Auditionees should prepare up to 3 songs: 1 choral (if auditioning for Db Singers), 1 pop (if auditioning for C# Singers), and 1 optional expressive song. E. C# Callbacks Process a. All Directors and Performance group members must attend callbacks in order to assist in making acceptance decisions. A Callbacks Deliberation meeting is held within 1 day after callbacks. b. After deliberating an auditioner, a vote will be taken and counted by the VP Internal. At least 75% of the Performance group must approve of the auditioner in order for them to be accepted. Once new members have been decided, they will be extended an invitation to join the Performance group and given 24 hours to accept or reject the invitation. c. The callbacks process is designed to give us an idea of how professional the auditioners are. While some a cappellas teach callback pieces during the callback, we specifically value hard work and being prepared over being able to learn something quickly. F. C# Singers membership should not exceed 16 members per semester, but may be higher at the discretion of the Directors. G. Db Singers membership should not exceed 40 members per semester, but may be higher at the discretion of the Directors. H. Additional Auditions a. If the membership of C# Singers falls below 14 members, the President may bring up a motion to hold Additional Auditions after the first month of each semester. A unanimous Directors agreement for this motion will start the process for holding Additional Auditions. b. Additional Auditions will be publicized and held using the C# Auditions Process Article X. Financial Policy Section 1. Budget A budget proposal should be presented at Weekly Board meetings by the member or Director who is in charge of the matter that requires monetary compensation from C#. A. Budget Proposal must include: a. A description of the event or function that the budget proposal is for (including the date, time, and place of the event, if applicable). b. A list of requested items and their costs. c. The total budget requested. B. Budget Proposal Approval a. If the Treasurer approves of all items on a Budget Proposal, funds must be set aside to cover the costs needed. b. If the Treasurer does not approve of all items on a Budget Proposal, the Treasurer may ask the member who proposed the budget to revise it. Section 2. Reimbursements The Treasurer sends out reimbursements for pre-approved (items on approved Budget Proposals that were purchased following the approval) purchases through the C# Funds (Venmo account or cash equivalent). The receipt for the item must be turned in to the Treasurer in order for the purchase to be reimbursed. Funds may only be removed from C# Funds in the form of a pre-approved reimbursement.
12 Section 3. Fundraising Fundraising records must be kept up to date in order to reflect the current C# Funds. Section 4. Donations Donation records must be kept up to date in order to reflect the current C# Funds. Donations from sponsors and alumni serve to contribute to C# s internal growth and community development. A. Sponsor Levels a. There are currently no sponsor levels. All donors are given the status Sponsor. B. Donation Categories a. Donors may specify specific uses for their donations. Donations with specified categories may only be used for those categories. If there is no longer the ability to use the donation for that category, the donation will be returned to the donor. b. Donation Categories include: i. Equipment ii. Performances (transportation, rehearsal resources, competition fees) iii. Internal Development iv. External Outreach Section 5. Payments made to C# Payments made to C# must be added to the C# Funds. Article XI. Elections & Board Policies Section 1. Election Process A. Duration of Terms The duration of Directors positions is for one year. Every other position is for one semester. B. Schedule Selections of members of the Board take place in the 3 rd to last week of each semester. C. Selection Process i. Directors and Officers will be elected by nomination for candidacy and then an interview with the Directors. All performers must be present at the interviews and may ask any questions of their own. Any C# member may submit a nomination for any eligible member, including themselves for all positions except performance-group labeled positions. Only members of a specific performance group may submit a nomination for a performance-group position. Following the interviews, an Interviews Deliberation meeting will take place. i. All Performers have 1 vote, no matter how many groups they are in. Performers may vote on a candidate or on No Confidence. Candidates with the majority vote will fill the office. If No Confidence wins the majority vote, though, a re-election must take place. ii. Performers must discuss and reach a 75% agreement on one candidate to fill the Presidential office. iii. Any member of the current Board who is also a candidate for that position abstains her vote for candidates of that position. iv. There are no absentee ballots. ii. Board interview applications are ed to C# members at least 1 week prior to the time interview are scheduled to take place. iii. Selected Board members will be notified by at most 2 weeks after the Board interviews are completed. D. Expedited Cabinet Selection Process i. If Cabinet Offices need to be filled after the usual Election period, then the officers will be elected by application review of the Directors. All Directors are expected to attend the
13 Application Review meeting, and there must be a majority agreement on one candidate (or two for Recruitment Chairs) to fill the position. E. Section Leader Selection Process i. Section Leaders who plan to retire will choose a candidate to fill their position once they leave. If the candidate is approved by a majority vote by the Board and current Section Leaders, the candidate will become the new Section Leader. ii. If a section does not have a Section Leader and the previous Section Leader is unable or unprepared to choose a Section Leader candidate, a candidate will be chosen by the President and approved by a majority vote of the Board and current Section Leaders. F. Absentee Ballots i. All Directors who are present at the time of the interviews must attend the closed Interview Decisions meeting. Directors who do not attend the meeting are asked to abstain for the vote. If they do not agree, a different meeting time must be scheduled. ii. The Interview Decisions meeting must take place prior to the end of the semester. G. Transition i. Newly selected members of the Board and Cabinet will participate in Board meetings and transition meetings once the Selection process is complete, and will take office during the last week of the semester. ii. The President-elect will host 1-on-1 transition meetings with each Director or Officer who is taking a position they did not previously occupy. Section 2. Removal of Directors and Officers A. Board members that are consistently inaccessible and not fulfilling duties may be removed from the roster (after reasonable efforts to approach them). All of the Board members (who are at the meeting and not the director/officer being considered for removal) must agree in order for the director to be officially removed. B. A Director or officer may at any time voluntarily step down from their position so long as the entire Board has been made aware. Section 3. Vacated Offices C. C# club members must be notified of Vacated Offices. D. The Selection Process (Article XI.2) is used to fill Vacated positions, though any part of the process may be expedited at the discretion of the Directors. Article XII. Board of Directors Section 1. Board of Directors A. The Board consists of 9 Directors. B. Directors (listed by order of rank) a. President b. VP of Internal Affairs c. VP of External Affairs d. C# Singers Conductor e. Db Singers Conductor f. C# Singers Musical Director g. Db Singers Musical Director h. Treasurer i. Secretary C. Terms of Office a. All director positions are held for 1 academic year. Section 2. Voting Rights A. The Board of Directors hold voting rights in Director-decided matters. B. Each members of the Board of Directors has 1 vote, regardless of how many positions he/she holds.
14 Section 3. President A. The President is in charge of promoting and developing the overall vision of C#. The President should be a role model not only for the C# members but also for the Directors and Officers. B. Presidential Duties a. Develop, supervise, and encourage new reforms and initiatives that further C# along its mission, with the support of the Directors. b. Plans and leads Director Meetings, and is in charge of organizing meeting agendasprior to meetings. c. Supervise the Board of Directors and ensure that matters proceed in a timely manner and stack on track. d. Is in charge of ensuring all performance group and club matters occur in a timely manner and stay on track. e. Assists all performance group Conductors with designing rehearsal and event schedules and performance setlists with the advice of the Directors. f. Acts as the liaison to other organizations. g. Acts as the liaison to concert organizers and manages bookings for C# performance groups. h. Supervises programs and events that affect the image of the organization. i. Is in charge of being the Voting Representative for C# Singers in the IAC or choosing someone in C# Singers to fulfill this role. j. Hosts at least 1 C# showcase per semester. k. Hosts at least 1 Db Singers concert per semester, with the help of the Db Singers Directors. C. Eligibility a. Must have been in C# Singers for at least 2 semesters. Section 4. Vice President of Internal Affairs A. The Vice President of Internal Affairs maintains relations within the performance group and club. B. Social Events i. Is in charge of parties and social events for the club. ii. Plans at least 4 C# social events per semester that are officially prioritized over performance group-exclusive socials, which are mostly planned by performance group Social Chairs with the advisement of the VP Internal. C. Internal Relations i. Organizes Director and Officer Elections at the end of each semester. ii. Updates the performance group and club members of upcoming rehearsals, performances, and events via and Facebook. iii. Oversees Social Chairs and ensures social affairs are in order within the club and C# performance groups. D. Eligibility i. Must have been in C# Singers for at least 1 semester. ii. In the occasion there is a position vacancy, the Directors may take a unanimous vote for a non- C# Singers member at their discretion at least 1 week after the Election Period. Section 5. Vice President of External Affairs A. The Vice President of External Affairs maintains relations with other groups, organizations, and communities in the University. B. Community Responsibilities i. Is in charge of mixers, parties, and other social functions with other clubs. ii. Plans and coordinates at least 1 collaboration with a non-c# group per semester. iii. Plans and coordinates at least three open rehearsals per semester. iv. Updates the performance group and club of social events by other organizations. v. Oversees Recruitment Chairs and ensures recruitment affairs are in order within the club and C# performance groups. vi. Works with the Conductor of each Performance Group to organize Auditions at the beginning of each semester. C. Public Relations i. Updates the Facebook page, twitter account, and general d-list with announcements and upcoming public events and performances. ii. Supervises organization public relations and advertisements for all C# events and programs.
15 D. Eligibility i. Must have been in C# SingersC# Singers for at least 1 semester. ii. In the occasion there is a position vacancy, the Directors may take a unanimous vote for a non- C# SingersC# Singers member at their discretion at least 1 week after the Election Period. Section 6. C# Singers Conductor A. The C# Singers Conductor is in charge of promoting the C# mission within C# Singers. B. C# Singers Conductor Responsibilities C. Eligibility a. Is in charge of ensuring all C# Singer matters occur in a timely manner and stay on track. b. Leads C# Singers rehearsals, or is responsible for assigning this responsibility to someone else. c. Works closely with the President and C# Singers Musical Director to prepare performance group rehearsal and event schedules and develop performance setlists. d. Organizes and oversees C# Singers auditions and callbacks with the help of the VP of External Affairs. e. Prepares and posts weekly performance group-exclusive updates. a. Must have been in C# Singers for at least 1 semester. Section 7. Db Singers Conductor A. The Db Singers Conductor is in charge of promoting the C# mission within Db Singers. B. Db Singers Conductor Responsibilities C. Eligibility a. Is in charge of ensuring all Db Singer matters occur in a timely manner and stay on track. b. Leads Db Singers rehearsals, or is responsible for assigning this responsibility to someone else. c. Works closely with the President and Db Singers Musical Director to prepare performance group rehearsal and event schedules and develop performance setlists. d. Organizes and oversees Db Singers auditions and callbacks with the help of the VP of External Affairs. e. Prepares and posts weekly performance group-exclusive updates. a. Must have been in Db Singers for at least 1 semester. Section 8. C# Singers Musical Director A. The C# Singers Musical Director is in charge of promoting the musical vision of C# Singers. B. Musical Director Responsibilities a. Manages and contributes to the C# Library and works with the President and C# Singers Conductor to develop performance and rehearsal setlists. b. Works with the Musical Directors of all performance groups to organize and assist in arrangement collaborations within C# and with other organizations, or is responsible for assigning this responsibility to another C# Singers member. c. Is in charge of leading C# Singers rehearsals when the President is not in attendance. d. Works closely with the President and C# Singers Conductor to prepare performance group rehearsal and event schedules. C. Eligibility a. Must have been in C# Singers for at least 1 semester. b. In the occasion there is a position vacancy, the Directors may take a majority vote for a non-c# Singers member at their discretion at least 1 week after the Election Period. Section 9. Db Singers Musical Director A. The Db Singers Musical Director is in charge of promoting the musical vision of Db SIngers. B. Musical Director Responsibilities
16 a. Manages and contributes to the C# Library and works with the President and Db Singers Conductor to develop performance and rehearsal setlists. b. Works with the Musical Directors of all performance groups to organize and assist in arrangement collaborations within C# and with other organizations, or is responsible for assigning this responsibility to another Db Singers member. c. Is in charge of leading Db Singers rehearsals when the President is not in attendance. d. Works closely with the President and Db Singers Conductor to prepare performance group rehearsal schedules. C. Eligibility a. Must have been in C# Singers for at least 1 semester. b. In the occasion there is a position vacancy, the Directors may take a majority vote for a non-c# Singers member at their discretion at least 1 week after the Election Period. Section 10. Treasurer A. The Treasurer is in charge of keeping C# financial records and affairs in order. B. Treasurer Responsibilities a. Creates and manages the C# budget proposal to the Carnegie Mellon Senate by working with the Senate liaison to C#. b. Approves budgets for C# events and programs. All C# expenses must be approved by the Treasurer prior to spending. c. Is in charge of cataloging all C# expenses and revenue. d. Oversees Fundraising Chairs and ensures Fundraising affairs are proceeding in a timely manner. C. Eligibility a. Must have been in C# for at least 1 semester. Section 11. Secretary A. The Secretary is in charge of keeping C# records and affairs in order. B. Secretary Responsibilities a. Updates the club calendar with upcoming rehearsals, performances, and events. b. Is in charge of managing C# room & table reservations. c. Is in charge of managing and organizing C# documents and director resources. d. Takes notes at weekly C# board meetings. C. Eligibility a. Must have been in C# for at least 1 semester. Article XIII. Cabinet Officers Section 1. Cabinet Officers A. There are 8 Cabinet Officers. Cabinet Officers strongly advise Directors on numerous decisions, events, and activities throughout the semester. B. Officers i. Webmaster ii. Choreographer iii. Technical Director iv. Recruitment Chairs v. Fundraising Chairs vi. Design Chair vii. Photographer viii. Social Chairs C. Terms of Office i. Cabinet Officers hold office for 1 semester. Section 2. Voting Rights
17 A. Cabinet officers do not have voting rights aside from the rights they have from holding a Director position or C# Singers membership. Section 3. Eligibility A. All C# members are eligible to run for a Cabinet office. Section 4. Webmaster A. The Webmaster is responsible for the club website, updating the website continuously throughout the year. This includes updating the audition section, managing the list of auditions from the website, updating the Libraries of albums and C# arrangements. Section 5. Choreographer A. The Choreographer is in charge of choreographing and teaching all choreography for C# Singers performances, and is the lead choreographer for any additional choreography that is involved with C# or C# Singers events. Section 6. Technical Director A. The Technical Director is in charge of organizing and overseeing the technologies used for C# events and affairs. Section 7. Recruitment Chairs A. There will be 2 Recruitment chairs per semester. (It is advised that at least one of the Recruitment chairs has been a Recruitment Chair in a previous semester and has held membership status for 1 year.) B. The Recruitment chairs organize all recruitment events and are the main contact for potential members. The Recruitment chairs also help organize performance group interest meetings and auditions. Section 8. Fundraising Chairs A. The Fundraising Chair is in charge of organizing and executing fundraising events to meet C# s expenses and to give to philanthropies/charities. B. There are 2 Fundraising Chairs. There must be 1 Fundraising Chair from each performance group. Section 9. Design Chair A. The Design Chair is in charge of all graphics for C# such as flyers, brochures, etc. Section 10. Photographer A. The Photographer is in charge of taking photos and/or video recordings at C# events, including C# Singers and Club performances and rehearsals. Section 11. Social Chairs A. Social Chairs are in charge of assisting the VP of Internal Affairs in planning social events for their respective performance groups. B. There are 2 Social Chairs. There must be at least 1 Social Chair from each performance group. Article XIV. Section Leaders Section 1. Section Leaders A. There are 4 section leaders (Soprano, Alto, Tenor/Baritone, and Bass/Beat-boxer). B. Terms of Office a. Section Leaders hold their position until they are removed from office (Article XI.2) or retire from C# SingersC# Singers. Section 2. Voting Rights A. Each Section Leader makes the final decision for new members in their section during the Callbacks Deliberation meeting. Section 3. Description
18 A. Section Leaders are the role model for members in their section. B. Responsibilities a. Are responsible for finding an appropriate meeting time for members in their section to meet weekly for the Sectional Rehearsal. b. C# SingersC# SingersLead their section during C# Singers Rehearsals. Article XV. Amendments Changes to the Constitution or Bylaws may be amended or additions made by a ¾ vote by the Board of Directors and Section Leaders (each person has max 1 vote, even if they hold multiple positions). The Constitution and Bylaws will be distributed to every member at the beginning of the academic year or the beginning of their first semester. Article XVI. History Section 1. Creation This constitution was created on October 5, Section 2. Dates of Revision November 22, 2014 by Emily Yeh March 28, 2015 by Emily Yeh June 11, 2015 by Emily Yeh September 7, 2015 by Emily Yeh