JCC Bylaws
Bylaws of the Jamestown Community Chorus
(Amended October 14, 2019)
We shall be known as the Jamestown Community Chorus (JCC).
We, the members of the JCC, have come together because we appreciate the joy of choral singing and want to share it with the Community by regular concerts.
Section 1. A member in good standing is defined as one who has paid dues and music costs in the most recent Chorus session. There are no residency or age requirements for membership.
Section 2. If membership must be limited for any reason, the Director of Music shall make the decision.
Section 3. Dues – Members shall pay dues to help defray the operating costs of the Chorus. Dues shall be set by the Board and shall include fees and assessments deemed necessary by the Board. Dues shall be paid in full at the beginning of each Chorus session within the year.
Section 1. The Annual Meeting of the Chorus shall be held no later than May 31, at a time and place set by the Executive Board.
Section 2. Business to be conducted at the Annual Meeting shall include:
- Receipt of reports from the President, Secretary, and Treasurer.
- Election of Officers and Section Leaders
- Announcement of the appointment of the Director of Musicand any other appointed positionsby the Executive Board.
- Conduct of other Chorus business as appropriate.
Section 3. Other meetings of the membership shall be held during a regular Chorus rehearsal whenever requested by the President or by any other of the members, for informational purposes or to announce a proposed action that needs the vote of the members.
Section 4. Voting – Members who are in good standing shall be eligible to vote. A majority of those present and voting at a membership meeting shall decide any question to come before the Chorus, except where a larger vote is required by law or these Bylaws. Voting shall be by voice or, in the event of a challenge, by ballot.
Section 5. Quorum – Quorum shall consist of 51% of the Members in good standing. At least 14 days’ advance notice must be provided to Chorus members when a vote is proposed that would require participation of the full membership.
Section 1. Management of the affairs of the Chorus shall be vested in the Executive Board between the Annual Meetings as defined in Article IV. Special Committees may be appointed by the Board as necessary.
Section 2. Board membership
The Executive Board shall consist of the following:
- Elected at the Chorus at its Annual Meeting shall be:
- The Officers of the Chorus – President, Vice President, Secretary, and Treasurer
- Four Section Leaders: Soprano, Alto, Tenor, and Bass
- The Librarian, the Coordinator of Public Relations, and up to five non-singing (supporting)members of the Chorus to represent the community of Jamestown. The Board may ask for the recommendations of the Nominating Committee as to such members.
- Appointed by the Chorus at its Annual Meeting shall be:
- The Director of Music, who shall be appointed or reappointed annually by the Board before each Annual Meeting, shall be a member of the Board ex officio, with voice but without vote. Other employees of the Chorus may be appointed to the Board as non-voting members.
- Part-time position(s) filled by independent contractors may be created to provide administrative and technical support to the Chorus.
Section 3. Duties of elected and appointed officials shall include but not be limited to the following:
- The President shall oversee the general activities of the Chorus, preside at all regular and special meetings of the Members and the Executive Board, serve as a member ex officio of all committees except the Nominating Committee, and shall appoint Chairpersons for any Special Committees and other individuals needed to assist in the operation of the Chorus.
- The Vice President shall perform the duties of the President in the absence of the latter and assist the President as required.
- The Secretary shall keep a record of the proceedings of all official meetings of the Chorus, write letters authorized by the Chorus or requested by the President, and preside in the absence of both President and Vice President.
- The Treasurer shall receive, record and dispense funds as authorized by the Board; maintain financial records; file the tax-exempt form required by the IRS, and provide financial reports for regular meetings of the Executive Board, for the Annual Meeting, for the annual audit, and for any agency providing funds for the Chorus.
- The Librarian shall work with the Director of Music in procuring music and shall supervise its assembly, distribution and filing with the help of anyone he/she chooses. The Librarian shall function as the Chorus’ principal liaison with the Librarian of the Jamestown Philomenian Library when utilizing music form the Rita Murray Memorial Collection.
- Each Section Leader shall serve as liaison between his/her Section Members and the Board. Section Leaders shall assist in the collection of dues, distribution of music, attendance review, the social assimilation of new Members into the Chorus and in contacting Members as necessary. Section Leaders may arrange one or more sectional rehearsals during each session.
- The Coordinator of Public Relations shall be responsible for press releases and additional forms of publicity for Chorus events.
- The Director of Music shall have full authority and responsibility to select the music and determine the musical program of the Chorus, including the engaging of soloists and instrumentalists within the budget established by the Executive Board; shall conduct all rehearsals and concerts; may appoint an Assistant Director and may appoint or hire an accompanist, both of whom shall serve under the direction of the Director of Music.
- Any independent contractors shall report to the Music Director and shall assist the Music Director with technical aspects of Chorus events which shall include updating the Chorus website and social media, and special Chorus projects.
Section 4. Terms of Executive Board Members
- The President, Vice President and Secretary shall hold office for the term of one (1) year.
- The Treasurer shall hold office for the term of three (3) years.
- The Section Leaders shall hold office for the term of two (2) years.
- The members of the Board representing the Community shall hold office for the term of three (3) years.
- The term of office for the Librarian shall be ongoing at the discretion of the Board, in consultation with the incumbent,for an unlimited number of years.
- The term of office for the Coordinator of Public Relations shall be ongoing at the discretion of the Board, in consultation with the incumbent, for an unlimited number of years.
- All members of the Board, whether elected or appointed, may serve a maximum of two (2) consecutive terms in any one office or position unless otherwise specified.
Section 5. Vacancies – The Executive Board shall have the power to fill vacancies until the next regular Annual Meeting, when an election shall be held to fill any unexpired terms.
Section 6. Meetings – The Executive Board shall meet at least once every other month (September through May) or more frequently as called for by the President.
Section 7. Quorum – A Quorum shall consist of at least 51% of the Board Members.
Section 1. Any Committee, except for the Nominating Committee, needed to carry out any work that cannot be done by the Executive Board, shall be appointed by the Board with the President designating a Chairperson.
Section 2. Each Nominating Committee shall consist of three persons – a Chairperson, appointed by the President, and two other members selected by vote at a meeting of the Membership. The Committee may be constituted at any time but no later than one month before the Annual Meeting. The Committee’s duties shall be to present a slate of officers to the Annual Meeting for all elected positions (President, Vice President, Secretary, Treasurer, Section Leaders, Librarian, and Coordinator of Public Relations) and, if requested by the President, to act as an advisory committee for any other position.
Section 3. The term of office for each Committee shall expire at the Annual Meeting, but incumbent Committee members may be reappointed by the incoming President with the advice and consent of the Board.
The Fiscal Year shall extend from June 1 to May 31.
Article VIII – Contracts, Checks, Deposits and Funds
Section 1. All deeds, contracts and other instruments of writing shall be authorized by the Executive Board and shall be executed on behalf of the Chorus by the President. In the absence of the President, the Vice President or Treasurer shall be authorized to execute such documents.
Section 2. All bank accounts in the name of the Chorus shall bear the signatures of the President and of the Treasurer. Checks may be signed and withdrawals made by either officer. Authorization for the use of other financial instruments in the Chorus’ name that may be helpful in the Chorus’ normal operations (such as but not limited to PayPal, debit cards, and credit cards) shall be made by the President and Treasurer.
Section 3. The authorizations of the President, Treasurer and Secretary are required relative to non-budgeted expenditures for the Chorus.
Section 4. The JCC will not be responsible for any unauthorized expenditures made in the name of the Chorus.
Section 5. An Audit of the books will be performed annually as soon as possible after the Annual Meeting.
Article IX – Parliamentary Authority
For procedures not covered in these Bylaws or in the Rules of the Chorus, Robert’s Rules of Order Newly Revised, current edition, shall be the Authority.
These Bylaws may be revised or amended by a two-thirds vote of the membership of the Chorus at any regular meeting of the Chorus, provided that the proposed amendment(s) or revision(s) shall have been under consideration by the Chorus and the Chorus notified of the voting date at least one (1) month prior to the date of the meeting at which the amendment(s) or revision(s) are to be considered.
In the event of dissolution, all of the remaining assets and property of the organization shall, after payment of necessary expenses thereof, be distributed to such organizations as shall qualify under section 501(c) (3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal tax laws, or to the Federal government or State or local government for a public purpose, subject to the approval of a Justice of the Supreme Court of the State of Rhode Island.
Article XII – Additional clauses per IRS
Notwithstanding any other provisions of these articles, the organization is organized exclusively for one or more of the purposes as specified in Section 501(c) (3) of the Internal Revenue Code of 1986, and shall not carry on any activities not permitted to be carried on by an organization exempt from Federal income tax under IRS 501(c) (3) or corresponding provisions of any subsequent tax laws.
No part of the net earnings of the organization shall inure to the benefit of any member, trustee, director, officer of the organization, or any private individual (except that reasonable compensation may be paid for services rendered to or for the organization), and no member, trustee, director, officer of the organization or any private individual shall be entitled to share in the distribution of any of the organization’s assets on dissolution of the organization.
No substantial part of the activities of the organization shall be carrying on propaganda, or otherwise attempting to influence legislation (except as otherwise provided by IRS 501 (h)) or participating in, or intervening in (including the publication or distribution of statements), any political campaign on behalf of or in opposition to any candidates for public office.
DONATIONS POLICY
- As a 501-c-3 non-profit organization supported to a significant degree by the generosity of donors, the Jamestown Community Chorus (“the Chorus”) recognizes its responsibility to:
- Account for all donations fully and accurately
- Provide tax letters to donors within a reasonable time frame
- Acknowledge donors in Chorus publications such as concert programs
- Make meaningful and appropriate use of donations
- Honor the spirit and intent of funds given in special circumstances such as in memory of an individual.
- Employ accounting methods that make it easy to differentiate between different types of donations and income.
- In the case of donations received with no special designation, it shall be the policy of the Chorus that these funds may help to sustain the Chorus’ ongoing operations.
- In the case of donations received in memory or in honor of a Chorus member or someone closely connected to the Chorus, it shall be the policy of the Chorus that these funds may be reserved for special music- or program-related expenses. The Board of Directors shall work together with the Music Director to determine any special uses for such funds.
Rev 1; Approved by JCC Board of Directors 3-3-2025.
JCC CONCERT ATTIRE POLICY
SEE REVERSE SIDE FOR EXAMPLES
During all public performances, the JCC intends its members to appear, as a whole ensemble, both formal and uniform. Each member must agree to comply with this Policy. The Director will finally decide whether any member who is not in full compliance with this Concert Attire Policy will be allowed to perform.
ALL
- All sheet music must be in black folders. Sheet protectors are optional.
- As some are sensitive to chemicals, use unscented personal care products including aftershaves, perfumes/oils, hairsprays/lotions.
- Footwear, either shoes, heels, sneakers or boots, must be all black, including soles, laces, buckles, without metal clasps, chains or zippers visible.
- Socks/Hose must be all black, without patterns or colors.
- Belts must be matte black, without visible metal or other adornment.
- Jewelry, including watches, tie tacks, rings, bracelets, hair clips must be unobtrusive, not large, shiny, bright, neon, flowery, or glittery, and specifically:
o Necklaces: single strand, no more than 18” in length.
o Braids/beads/pearls/baubles/pendants: no more than ¾” in circumference, on chains no more than 18” in length.
o Post/clip earrings: no more than ¾” in diameter or length.
o Drop earrings: no more than 1 ½” in total drop length.
ALTOS/SOPRANOS/WOMEN - All black separates or dress/gown.
- Fabric for entire outfit must be all matte black finish, not grey, reflective, sheer, cutout, mesh, sparkled, lace, embossed, embroidered, patterned, pleated, cutout/eyelet, ruffled, sequined, or fringed.
- Neckline shape must be near or just below collarbone, in crew, boat, square, round, heart shape, not deep “V”, plunging, turtle-mock neck, or keyhole.
- Sleeve length must be within 1” of wrist bone when hand is raised with elbow bent.
- Bottom hem length must be within 1” of ankle bone when standing.
- Dress/Gown skirt shape must be “A”-line or fuller, not skin-tight, flounced, ruffled, or with slits/vents above calf.
- Dress trousers/pants shape must be wide-leg and measure at least 18” around each knee and at least 28” wide around bottom of each pant leg, resembling a skirt. No skinny, jeans, tights/leggings, casual, workout (sweat, yoga), bell-bottoms.
TENORS/BASSES/MEN - All black separates or suit with Chorus ties.
- Suit or separates must be all black, not brown, navy, or grey.
- Fabric must be all matte black finish, not striped, plaided, patterned, reflective, or without lapels, or with contrasting fabric lapels, pockets or finishes.
- Jacket sleeve length must be within 1” of wrist bone when hand is raised with elbow bent.
- Trouser hem length must cover ankle bone.
- Shirt must be white dress shirt not off-white or linen, with classic, standard, spread or tab collar not banded, wingtip/tuxedo, collarless or cutaway.
- Tie must be JCC pattern, purchased from JCC, classic-knotted at neck not bow-tied, trinity, onassis, atlantic, or double-knotted.
- Rev 1; Approved by JCC Board of Directors 4-7-2025.
Jamestown RI Community Chorus 