Palomar Pacific Chapter Barbershop Harmony Society Mission, Goals, Policies and Procedures Mission Statement February 2014 The mission of the Palomar Pacific Chapter is to have a positive and inspiring presence throughout North San Diego County and Southwest Riverside County by upholding and encouraging the following principles: We enrich lives through singing. We perpetuate and celebrate the barbershop harmony style. We serve each new generation of singers through support of vocal music education. We serve audiences through an uplifting, wholesome variety of a cappella musical entertainment. We serve our members by sharing fellowship, performance skills, and leadership development. Goals, Policies and Procedures To provide the ways and means needed to support the Chapter Mission Statement Introduction and Goals The Music Men Chorus (Chorus) is the primary performing unit of the Palomar Pacific Chapter (Chapter) of the Barbershop Harmony Society (Society). The Chorus is dedicated to being a vocal entertainment ensemble whose goals are: performance excellence, fun, and fellowship. Performance excellence shall be measured by a positive audience response, the attraction of prospective Chorus members, and contest results. In order to achieve and maintain these goals, the Chapter's Board of Directors has established this uniform standard of policies and procedures so that every Chapter member will know what is expected of him. 1
Prospective members should be aware that our Chapter is organized primarily as a Chorus from which Quartets emerge. We are affiliated with an international singing organization specializing in a cappella harmony and musical interpretation in the barbershop style. The Music Team, comprised of the Chorus Director, Associate and Assistant Directors, the Music and Performance Vice President and Section Leaders will administer the Board's policies as they apply to performance excellence. The Chorus will represent the Chapter and the Society in all official appearances, including those which serve the community, a responsibility held highly by the Chapter. Also, the Chorus will compete from time to time with other chapter choruses in regional or other contests. It is essential to the achievement of the Chapter's stated goals that all such public performances meet the Board's established standards of performance excellence. The Palomar Pacific Chapter has adopted the policy that each Chapter member must demonstrate a defined level of musical proficiency in order to perform publically as a member of the Chorus. Members who do not pass the musical proficiency test or choose not to apply for Chorus membership are encouraged to continue as Chapter members and to support the Chapter by participating in other administrative capacities. Non-Chorus members will be encouraged to join in the Chorus warm-up period, the Chapter business meeting, the meeting closing songs and social or other functions that do not require Chorus membership. All musically inclined men of good character are welcome and encouraged to become members of the Chapter, and all Chapter members are encouraged to become members of the Chorus. There is no minimum or maximum age for membership. A. Chapter Entrance Procedure (How a Guest becomes a Chapter member) What a Guest can expect when visiting and eventually seeking membership in the Palomar Pacific Chapter. 1. On his first visit, a Guest, if accompanied by the member that invited him, will be introduced by the Chapter Development VP. Guests arriving with no Sponsor will be referred to the Chapter Development VP by the Chapter member manning the sign in desk. The Chapter Development VP will help complete a guest registration form and name tag. The Guest will be given an initial welcoming packet and introduced to the Director who will perform a voice placement and evaluation. 2. The Director will introduce the guest to appropriate Section Leader and if the Sponsor is not in that section, a Buddy will be assigned that is in the same voice part. The Buddy will obtain a music Guest Book from the Librarian and ensure it is returned at the end of the evening. 2
3. For subsequent visits, the Buddy will ensure that the Guest is signed in, has a name tag, any additional information provided by the Chapter Development VP and a music Guest Book for the evening. 4. The Guest can request membership after three visits. The Chapter Development VP will assist the Guest in filling out a membership application and answer any questions regarding membership. 5. The Director, through continuing analysis, along with input from the relevant Section Leader, will determine if the Guest demonstrates the potential of becoming a Music Men Chorus member and advise the Chapter Development VP. Any Guest that does not demonstrate the potential to become a Chorus member must be so informed by the Chapter Development VP at the time of application. 6. The Board will consider approval of the applicant with input from the Chapter Development and Music VPs' input. The Chapter Development VP will then direct applicants to the Secretary who will collect the necessary fees and process the application. Definitions, duties, and responsibilities of Chapter members regarding a Guest seeking Chapter membership. Definitions Duties 1. Sponsor - The member who recruits the Guest. 2. Buddy - The member assigned within a section to help mentor the Guest. 3. Mentor - The Sponsor and/or the Buddy of the guest. 1. Sponsor - Mentor his Guest through the membership process. 2. Buddy - Along with the Sponsor, mentor the Guest through the membership process. Assure the Guest has signed in, been given information packets by the Membership team, has a name tag, and a music Guest Book for the evening. 3. Mentor - Inquire on how the Guest is proceeding and resolve questions he may have about the Chapter and Chorus. 4. Chapter members - Be available to serve as Buddies and make Guests feel welcome. B. Music Men Chorus Entrance Procedure It is the Chapter's hope that all Chapter members will become members of the Music Men Chorus. To facilitate this goal, the Chapter will provide each member with a "buddy" in his own part whose responsibility it will be to assist the prospect in qualifying for the Chorus. 3
A checklist for new members will be provided by the Chapter Development VP to assist in the introduction to key Chorus members, the issue of badges, uniforms, learning CDs and musical arrangements. Details needed to access the Chapter website shall also be provided. C. Chorus Member Requirements and Expectations Policy 1. Each member must do his part to help the Chorus to reach its goals. This requires a commitment to achieving and maintaining a high level of performance and maintaining the same standards required for admittance into the Chorus. The goal is for everyone to become qualified to perform with the Chorus. 2. Each member is expected to commit the repertoire words and music to memory as soon as possible. Rehearsal time is to be used for polishing the performance, rather than for teaching the words and music. To assist each member, learning CDs and / or website downloads for new songs will be made available. Their utilization is expected outside of rehearsal. 3. Each member is encouraged to bring a personal recording device and all current repertoire music to each rehearsal. Recording one's voice can be very helpful in critiquing oneself on a weekly basis to prevent inaccuracies from becoming permanently ingrained. 4. All members are to be prepared to participate in the Chapter meeting at the designated starting time. Any members who can, should plan to arrive early enough to assist, as needed or requested, setting up risers, audio equipment, chair seating, etc. and to perform administrative functions. 5. Each Chorus member is expected to participate in Chorus performances and other singing opportunities. We expect all Chorus members to use their best efforts to be present for performances. Scheduling conflicts should be reported to the Section Leader in advance. With Board approval, the Music Committee can establish attendance and performance criteria that members must meet in order to participate in a specific performance. Any such criteria must be published and distributed to the Chorus members no later than two weeks prior to the starting date of the attendance period. Chapter attendance records will be used to determine if the criteria has been met. Special dispensation from these requirements may be granted by the Music Team upon a member s specific "request for exception". 6. During rehearsals, each Chorus member is expected to give his quiet, individual attention to the music Director, Assistant Director, Coach or any individual addressing the Chorus. 7. Each Chorus member is expected to strive for vocal improvement to learn the craft of barbershop singing and to take full advantage of Chapter and Societysponsored music / singing educational opportunities. 4
8. Every member's participation in performances of any kind is dependent on and conditional to his demonstrated proficiency in every song to be performed. The Music Team will administer the musical proficiency standards and testing methods. Demonstrating mastery of the music to the satisfaction of the Music Team will be required. Singing and performing the correct words, notes, interpretation and stage presence are all important and will be given equal weight when evaluating the proficiency being demonstrated. The music team will evaluate the Chorus member's ability to perform in any of the customary methods, such as singing in an octet, providing a performance recording or the recommendation of his Section leader or the Director based on actual performance observation. 9. Quartets and ensembles are not to perform as a "Chapter group" without the approval of the Music VP. Groups must audition for the Music VP, the Director and Assistant Director. No mention may be made of The Palomar Pacific Chapter or the Barbershop Harmony Society during their performance for the public if the group cannot pass the audition. Quartets obtaining a score of 50% in Divisional contest are automatically qualified. This procedure is designed to protect the image of our Chapter and the Society. D. Chapter Administration Policy 1. The Chapter goal of performance excellence by its Chorus requires a unified and farsighted leadership team. The Board of Directors is committed to achieving that goal. 2. The Board shall actively encourage the leadership development of its Chapter members and shall support all newly elected Board members in attending relevant Society organized leadership educational events. 3. The Board is committed to providing the Chorus with opportunities to demonstrate its excellence locally through contracted shows and free performances throughout the year, as well as the active support of the art of singing throughout the community. Each year the Board will decide if the chorus will participate in any of the Far Western District or other competitions. 4. The Board is committed to well-run Chapter meetings that start and end promptly on time. The meetings will start with warm-ups and craft training. The business meeting portion shall be kept short with all members in attendance. Information of a detailed nature shall be distributed to members in writing or via email. Chapter Guests will be introduced following the business meeting. A Quartet segment will be conducted at each meeting to reinforce our dedication to quarteting. 5. Board and committee meetings are open to all Chapter members. Suggestions from members are welcomed. Ideas and input for improvements at any level will be considered. For administrative accountability, an organization chart will be published each year, along with a roster of the 5
membership and all officers, Board members and committee members. A calendar of events for the ensuing year will be posted at Chapter meetings, on the Chapter website and reminders will be published via email and other social media. E. Chorus Administration Policy 1. Each rehearsal will generally include a performance segment of certain songs from the existing chorus repertoire and a rehearsal of certain songs being learned for upcoming performances. The Music Team will announce the intended songs to be rehearsed at the next meeting and will announce deadlines for the introduction of new material, dates for "getting off the paper" and dates for having material ready so that stage presence may be taught. 2. Guests and non-qualified members who are seeking Chorus admittance are encouraged to sing with the Chorus, except when the Chorus is in a performance mode or learning and perfecting stage presence. At those special times they may be asked by the Director to sing from the floor level at the riser wings or from their seats so that the flow of the performance will be maintained. Non-qualified members should consult with the Music Team about target dates for proficiency testing. 3. The Chapter supports quarteting and encourages each member to enhance his personal abilities by participating in a Quartet. Such activities will raise the level of excellence of the Chorus as a whole. Special music will be made available for Quartets to learn and perform for songs that the quartet will perform as part of a chorus performance or show to enhance the theme of our performance packages. 4. Stage presence suitable to certain songs in the current repertoire will be designed and implemented to enhance the performances of the Chorus. Chorus performances should include Quartet segment(s) whenever possible as a means to showcase our quartets. The Music Team will conduct Quartet auditions for Chorus performances in advance of the performance. Registered Quartets may also be engaged for public performances on a preferential basis. 5. A weekend retreat or extra rehearsals may be scheduled to refine a show or contest performance. Such sessions may be made mandatory with Board approval. 6. In order to maintain this document as an accurate representation of the current Chapter's Mission, Goals, Policies and Procedures, it shall be reviewed by the Board each February, amended as necessary and redistributed to the membership. 6