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CLAUSE 1: THE NAME AND MOTTO

1.1 The name shall be St. Charles Lwanga Catholic Church Choir.
1.2 The motto is:” We shall sing”

2. CLAUSE 2: AIMS AND OBJECTIVES

2.1 To promote and foster the high standard of music in the church.
2.2 To encourage creativity of Sacred Music.
2.3 To promote a better appreciation of Sacred Liturgy and enthusiastic
participation in it.
2.4 To support and generate cordial relations with neighboring church choirs and
community choirs.
2.5 To participate actively in musical structures (Diocese, Inter-Diocese and Inter-
provincial).
2.6 To provide training on leadership skills within the choir.

CLAUSE 3: MEMBERSHIP
3.1 Membership shall be open to all members of the parish i.e. baptized and confirmed
members of the parish.
3.2 Application for membership shall be made on the choir’s form and submitted to the
Executive Committee for approval.
3.3 Membership shall be renewed at the beginning of each year.
3.4 An agreed fee shall be paid on renewal of membership.
3.5 AGED AND FRAIL MEMBERS
3.5.1 They are still (members of choir) Visit the members at their homes spend a day with them

CLAUSE 4: TERMINATION OF MEMBERSHIP

4.1 VOLUNTARY RESIGNATION
4.1.1 A member who wishes to resign must submit a formal resignation letter to the secretary of
the choir.

4.2 FORCED RESIGNATION

4.2.1 Any member who will be found guilty of certain irregularities will be
brought before the disciplinary committee of the choir and if he/she does
not agree with the rules, he/she will be forced to resign from the choir.
4.3 AUTOMATIC RESIGNATION
4.3.1 A member will automatically loose his/her membership for contravening the
rules and regulations of the choir.
5. CLAUSE 5: RE-ADMISSION
5.1 The Executive Committee shall grant re-admission of a member in
consultation with the Parish Priest.
CLAUSE 6: COMMITTEES
6.1 EXECUTIVE COMMITTEE

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6.1.1 Executive committee shall consist of ten (10) elected members that is:
1. Chairperson
2. Deputy Chairperson
3. Secretary
4. Deputy Secretary
5. Treasurer
6. Public Relations Officer (PRO)
7. 3 Additional members

6.2 DUTIES OF THE EXECUTIVE COMMITTEE

6.2.1 To manage the choir, draw and amend the constitution of the choir.
6.2.2 Initiate the amendment of the constitution of the choir.
6.2.3 To handle all matters of choir.
6.2.4 The executive committee will consult on all the matters concerning the choir.
6.2.5 The executive committee has to attend to all matters concerning the choir.
6.2.6 To deal will all disciplinary matters
6.2.7 To liaise with disciplinary committee
6.2.8 To appoint delegates to attend matters on behalf of the executive committee
6.2.9 In case of the chairperson and vice chairperson being absent the members shall elect a
chairperson of the day.
6.2.10 To communicate with the parish pastoral council and parish priest.

6.3 CHAIRPERSON
(a) To chair and to control meetings
(b) Shall be responsible for the maintenance or order and see to it that procedures are properly
followed according to the approved agenda for meetings for meetings.
(c) Shall exercise his/her discretion to adjourn meetings if order cannot be maintained.
(d) Adjourn the meeting in consultation with the members of the meeting if order cannot be
maintained.
(e) Shall lead and chair all the meetings of the choir i.e. general meetings and executive committee
meetings.
(f) Shall bring the entire proposal for amendments, counter to the vote, when the motion that has
been voted for by the majority shall be adopted as the resolution of the choir.
(g) Shall bring a proposal for amendments.
(h) Submit a report at the Annual General Meeting about the activities of the choir.
(i) Shall have authority for casting a vote where there is an equality of votes.
(j) Shall have authority for casting a vote where there is a tie of votes.

DEPUTY CHAIRPERSON
(a) Shall be an assistant of the chairperson.
(b) Shall serve in the finance committee.
(c) Deputizes on behalf of the chairperson.

SECRETARTY
(a) Writes and types minutes at all meetings.
(b) Reads minutes of meetings, reports, notices, announcements and other communication.
(c) To circulate the notices of choir meetings.

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(d) Shall convene meetings under the instruction of the chairperson.
(e) Prepares roll call for meetings.

DEPUTY SECRETARY
(a) Assist the secretary.
(b) To serve in the finance committee.
(c) Acts as secretary in absence of secretary.

TREASURER
(a) To chair the finance committee together with fundraising and executive committee
(b) To keep financial records and submit a report bi-monthly.
(c) To give quarterly finance report.
(d) To present a financial report immediately after every event.
(e) Manage and keep record of all tickets for Diocese and Inter-Diocese.
(f) To report all financial matters.

PUBLIC RELATIONS OFFICER

(a) Heads and lead transport committee.
(b) Is responsible for marketing and enhancing the image of the choir.
(c) Organize venues for workshops, retreats and concerts.
(d) Has a responsibility for general activities of the choir in conjunction with the treasurer.
(e) Responsible for recruitment of new members.
(f) Shall be responsible for keeping members informed about bereavements, celebrations,
visits and unveiling of tombstones.

6.4 MUSIC COMMITTEE

6.4.1 The music committee shall consist with all conductors and one representative from
each voice.
6.4.2 DUTIES OF THE MUSIC COMMITTEE
(a) Draw and implement a music programme for the year.
(b) Provide copies for all choristers, ensure that the choristers have correct music files for all
the events and safe keep for filing all music copies.
(c) Shall bring all the important decisions to the executive committee for ratification
(d) Shall ensure that choir maintained the high standard of music in the church
(e) To communicate with other conductors
(f) To recruit the new members to the choir.

6.4.3 SPECIFIC DUTIES OF THE CONDUCTORS

(a) To be responsible for all music programmes.
(b) To liaise with the Liturgical Committee of the parish.

6.5 SUB-COMMITTEES
6.5.1 The sub-committees shall consist of:
(a) TRANSPORT: 2 members and Public Relations Officer (PRO)
(b) UNIFORM: 3 members and conductor
(c) CATERING: 5 members

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(d) DISCIPLINARY COMMITTEE is consisting of PRO and executive committee

6.4.2 DUTIES OF THE SUB-COMMITTEES

(a) TRANSPORT
* To co-ordinate all transport requirements of the choir.
(b) UNIFORM
* To coordinate the purchase of uniform.
* To ensure safe keeping of the uniform.
(c) CATERING
* To coordinate all catering needs of the choir.
(d) DISCIPLINARY COMMITTEE
* To maintain and sustain the discipline of the choir.
* To attend and resolve the issues of discipline.

CLAUSE 7: MEETINGS
7.1 CHOIR AND EXECUTIVE COMMITTEE MEETINGS
(a) Meetings shall be held monthly.
(b) For the meetings to be properly constituted the following are required
Chairperson, Secretary and at least three other members of Executive Committee must
be present.
(c) Notice of the meetings shall be on first week of the month on Monday and any suitable
day in the case of emergencies, prior to the date on which the meetings shall be held.
(d) Invite the Parish Priest to the meetings for Spiritual Direction.
(e) All meetings of the choir shall be conveyed by the Executive Committee.

7.2 FINANCE COMMITTEE MEETINGS

(a) Shall be held quarterly and when there is a need.

7.3 SUB-COMMITTEES MEETINGS

(a) Shall be held quarterly or when the needs arise.

CLAUSE 8: ELECTIONS
8.1 EXECUTIVE COMMITTEE ELECTIONS
8.1.1 The term of the executive committee shall be three (3) years.
8.1.2 All elections shall be conducted at the general meetings.
8.1.3 Only registered members shall be eligible to vote and be elected.
8.1.4 The management committee (The executive committee) or the chairperson shall appoint the
electoral officer.
8.1.5 The electoral officer must the spiritual adviser or parish priest.
8.1.6 All the elections shall be conducted by the electoral officer
8.1.7 Voting shall be done by secret ballot.
8.1.8 The office bearers should exceed more than two terms in office.

8.2 PROCEDURE OF ELECTIONS

8.2.1 The presiding officer shall dissolve the existing Executive Committee
8.2.1 The presiding officer shall call for nominations for each vacancy. position

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8.2.2 The candidates shall be elected by a simple majority.
8.2.3 Three nominations from each vacancy (position) the one with majority wins.
8.2.4 In case of two people with equal votes there shall be re-election votes.

8.3 SUB-COMMITTEES
8.3.1 All sub-committees shall be administered by an Executive Committee member.
8.3.2 All members of the sub-committees shall be nominated by members of the choir.
8.3.3 The sub-committee shall be dissolved at the end of term of office of the Executive
Committee.

CLAUSE 9: RULES AND REGULATIONS FOR CHORISTERS:

9.1 PUNCTUALITY at practices, rehearsals, Mass including all activities of the choir.
9.2 Choristers shall attend all rehearsals and all activities of the choir.
9.3 Duration of rehearsals shall be at least four hours a week or more depending on the occasion.
9.4 The choice of days for such practices shall be left at the decision of the conductors.
9.5 During rehearsals all choristers shall abide with the instructions of the conductor. Warm up
voices
9.6 Any corrections, remarks shall be addressed only after rehearsal session except when
necessary.
9.7 No irrelevant discussion will be permitted during rehearsal.
9.8 There shall be mutual respect among choristers.
9.9 All choristers should be in possession of all church hymn books and music file when attending
rehearsal.
9.10 Complaints and suggestions should be addressed to Chairperson and any TWO MEMBERS OF
THE EXECUTIVE COMMITTEE (ADDRESS TO THE CHAIRPERSON) in WRITING.
9.11 Every member shall observe the following: SEFLF RESPECT AND DISICPLINE.
9.12 Choristers should refrain from carrying negative information about choir to non-choir members.
9.13 A chorister shall not be absent without an apology.
9.14 When choir rehearsal starts attendance register will be marked.
9.15 Church choir shall always be present and active at Mass except if arranged otherwise. All
members shall warm up voices before singing.

CLAUSE 10: RULES FOR CHURCH CONDUCTORS

TO ENSURE THE SUCCESS OF THE CHOIR, THE CONDUCTORS SHALL BE EXPECTED TO:
10.1 Prepare themselves thoroughly prior to rehearsals.
10.2 To conduct the whole congregation during Mass.
10.3 To arrive at church early and to see if the Mass programme is in order.
10.4 To set a good example to the choir by a sound leadership.
10.5 TO COMMUNICATE AND CONSULT WITH OTHER CONDUCTORS

CLAUSE 11: DISCIPLINE

11.1 In the event when a member of the choir commits a breach of the constitution rules and
regulations or be found guilty of improper conduct.

The Executive DISCIPLINARY Committee shall do the following:

11.1(a) Reprimand such a member(s) THE OFFENDER
11.1(b) Suspend such a member(s) for a certain period after consultation with the Parish Priest.
11.1(c) Advice such a member(s) to take a break.

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11.1(d) If a chorister fails to resign he/she will be dismissed.
11.1.(e)The Executive Committee has to write a letter to recall a member in failing to abide by the rules
of the choir.

In case a chorister fails to comply with the regulations of constitution will be reprimanded, the
executive committee will consult the parish priest. The Parish Priest will be requested to assist with
handling the matters of discipline.

CLAUSE 12: BEREAVEMENT

12. 1 MEMBERS
12.1.1 The choir will be involved in the condolence under the following circumstances:
12.1.2 Prayers before the burial and during funeral services.
12.1.3 A fixed amount of condolence shall be donated per chorister. GROCERY
12.1.4 A collective grocery donated per chorister for condolences.
12.1.5 Irrespective of where the chorister will be buried, all choristers shall attend the funeral service.

12.2 CORE FAMILY MEMBERS

12.2.1 Prayers during weekdays.
12.2.2 If possible choristers should attend the funeral.
12.2.3 For immediate family members in the household the groceries will be collected for condolences.
12.2.4 Contribute for the parents not staying with you in the same house the groceries will be collected
for condolences.

12.3 PARISH FUNERALS (VERY, VERY MUCH IMPORTANT)

12.4.1 Choristers shall attend prayers with their section on various prayer days except for Tuesdays and
Wednesdays.
12.4.2 All choristers shall attend and reinforce the section during Requiem Mass.

CLAUSE 13: AMENDMENTS

13.1 A quorum for amending the constitution shall be fifty percent of the majority of members.
13.2 Amendments of the constitution shall only be made in a special meeting convened for that
purpose in a general meeting.
13.3 A fourteen (14) days' notice shall be given to the management (EXECUTIVE) committee and only
the clause to be amended shall be dealt with.
13.4 A simple majority shall approve the amendment of the constitution.

___________________________ __________________________
CHAIRPERSON: Ms. Petunia Msiza SECRETARY: Ms. Yvonne Sepato
DATE: 14/01/2024 DATE: 14/01/2024

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