1. TITLE

The name of the Society shall be the Sheffield Oratorio Chorus hereinafter referred to as the Society.

The Society shall be an Associated Society of Sheffield Cathedral.

2. OBJECTS

The object of the Society shall be to promote, improve, develop and maintain public education in, and appreciation of, the art and science of music in all its aspects by the presentation of public concerts and recitals and by such other ways as the Society, through its Committee, shall determine from time to time.

3. MEMBERSHIP

a) The membership of the Society shall be those persons who pay the annual subscription at the appropriate rate or rates as shall be determined by the Committee and confirmed at a General Meeting of the Society and (in the case of singing members) who shall provide such evidence of musical ability as shall satisfy the Director of Music or some other authority as directed by the Committee.

b) The subscription shall be payable within four months of joining or within four months of recommencing rehearsals and in any case not later than the end of the financial year.

c) Such other non-singing members of the Society are entitled to participate in social activities and receive benefits as may be determined by the Committee.

d) Equal Opportunities. No individual shall be excluded from membership of the Society or debarred from any official capacity on the Committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability, political affiliation or on any other improper grounds.

e) The Committee may exclude from membership of the Chorus any member who fails to comply with the Society’s rules, or whose conduct at a rehearsal or concert, or in any other way, is deemed by the Committee to be unacceptable. Before a final decision is made, the individual concerned shall have a right to be heard by the Committee, accompanied by a friend if desired.

4. OFFICERS AND COMMITTEE

a) The Society shall elect a President at the Annual General Meeting (AGM) for a term of 3 years. Individuals who have made a significant and lasting contribution to the Society may be made Honorary Vice Presidents by a simple majority of votes to that effect at a General Meeting of the Society.

b) The management of the Society shall be in the hands of a Committee of Trustees consisting of the Chair, the Honorary Secretary, the Honorary Treasurer (as officers of the Society), the Marketing and Sales Lead, the Concert Manager and five Singing Representatives.

c) The Director of Music shall be appointed by the Committee and is invited to attend all Committee meetings ex officio in a non-voting capacity. As applies to all the members of the Committee, the Director must withdraw from any meeting or part of one, where personal interests are involved, at the request of the Chair.

d) The Officers, the Marketing and Sales Lead and the Concert Manager shall be elected by and out of the Society’s members at the AGM. They shall hold office for three years and be eligible for re-election for the full term once in a particular post, save that after 2 full terms the annual meeting may accept a nomination for an officer in post for a further term by a 2/3rds majority (of members present) where no other nominations have been received. The five Singing Representatives shall be elected for three years and shall not be eligible for re-election for a minimum period of one year. In the event of a vacancy arising during a term of office a member shall be elected to complete that term of office at a Special General Meeting of the Society and shall be eligible for re-election. A General Meeting may elect a Trustee for less than 3 years, where this will facilitate the work of the Committee, e.g. to stagger the dates terms of appointment would end, such shorter terms of appointment may be additional to the usual maximum consecutive period of office.

e) The Committee may appoint other posts from time to time as required (for example Membership Secretary, Finance Assistant, Making Music representative). These may be held by a trustee or by an ordinary member of the society.

f) The Committee shall have power to co-opt not more than three non-Trustee members.

5. MANAGEMENT

a) The management functions of the Committee shall specifically include all the arrangements for the Concerts and other events and the control of finance.

b) Singing members shall be expected to perform in all concerts and shall attend at least 75% of rehearsals. The Director of Music shall have the authority to require a member not to perform in a concert if he considers that insufficient attendance has been made for that concert.

6. POWERS

The Committee shall have the following powers:

a) To raise funds, to receive donations, grants-in-aid and financial guarantees and to make sales to the public in connection with concerts and other events, provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.

b) Subject to any consents required by law to borrow money and to charge all or part of the property of the Society with repayment of the money so borrowed.

c) To pay fees and expenses to self-employed musicians and others in pursuit of the objects of the Society.

d) To co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects or of similar charitable purposes and to exchange information and advice with them.

e) To establish or support any charitable trusts, associations or institutions formed for all or any of the objects.

f) To appoint and constitute such advisory committees as the Committee may think fit.

g) To do all such lawful things as are necessary for the achievement of the objects.

h) To make and amend rules for the Society.

7. MEETINGS AND PROCEEDINGS OF THE COMMITTEE

a) The Committee shall hold at least two ordinary meetings each year. A special meeting may be called at any time by the Chair, or by any two members of the Committee, upon not less than four days notice being given to other members of the Committee of the matters to be discussed, but if the matter includes the appointment of a co-opted member then not less than seven days’ notice must be given.

b) The Chair shall act as Chair at meetings of the Committee. If the Chair is absent from any meeting, the members of the Committee present shall choose one of their number to be Chair before any other business is transacted.

c) The quorum at Committee meetings shall be five members at least one of whom shall be an Officer of the Society. In the event of an equality of votes the Chair shall have an additional or casting vote.

d) The Committee shall keep minutes of the proceedings at meetings of the Committee and any Sub-Committee, and shall ensure that these are stored safely and that they are available for inspection as required.

e) The Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this constitution.

f) The Committee may appoint one or more Sub-Committees or Sub-Groups, consisting of three or more members of the Committee, for the purpose of making any enquiry or performing any function or duty which, in the opinion of the Committee, would be more conveniently undertaken or carried out by a Sub-Committee or Sub-Group, provided that all acts and proceedings of any such Sub-Committee or Sub-Group shall be fully and promptly reported to the Committee.

g) All meetings of the society shall take place face to face, save that in exceptional circumstance, it shall be open to the Committee to decide that meetings take place by means of electronic communication.

8. FINANCE

a) The financial year shall end on 31st July.

b) A banking account shall be opened in the name of the Society and all cheques drawn on the account must be signed by at least two Trustee members of the Committee.

c) The Director of Music and the accompanist at rehearsals shall be paid such fees as shall be agreed by the Committee. The duties of the Director and accompanist will be set out in contracts and related job descriptions agreed with him/her.

d) The income and property of the Society howsoever derived shall be applied solely towards promoting the objects of the Society as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member or members of the Society except in payment of legitimate expenses incurred on behalf of the Society.

9. GENERAL MEETINGS

a) Within 6 months of the end of each financial year, an AGM shall be held with at least three weeks notice in writing having been given to all members. It shall be held no earlier than 10 months and no later than 15 months after the last AGM.

b) The Committee shall present to each AGM the report and accounts for the Society for the preceding year.

c) Nominations for election to the Committee or for the position of President must be made by members of the Society in writing and should be in the hands of the Secretary of the Committee one week before the AGM. Should nominations exceed vacancies, an election shall be held. Where too few nominations are made in advance, they may be made during a meeting.

d) A Special General Meeting (SGM) may be called at any time by the Committee and any member of the Society may require the Secretary to call an SGM provided that he or she can provide the signatures of 30 members in support of the proposition. At least three weeks notice in writing shall be given to all members stating the purpose of the meeting and no other business may be transacted.

e) A quorum of any General Meeting shall be a third of the members of the Society.

f) The Secretary or other person specially appointed by the Committee shall keep a full record of proceedings at every general meeting of the Society.

g) Elections at a General Meeting.

(i) The election of persons duly nominated for Committee posts or the office of President as in 9 c) above shall be conducted by a show of hands or by secret ballot.

(ii) A secret ballot shall be held if supported on a show of hands by a simple majority of members present.

(iii) If a secret ballot is held the Chair of the Meeting will appoint tellers to count the votes cast.

10. FINANCIAL ACCOUNTS

a) Accounts audited or examined to the extent required by legislation or, if there is no such requirement, scrutinised by a person independent of the Committee are to be presented at the Annual General Meeting.

b) A suitable person shall be appointed by members at the Annual General Meeting and shall not be a member or related to members of the Committee.

11. AMENDMENTS

a) The Constitution may be amended by a two-thirds majority of the members present and voting at an AGM or SGM provided that three weeks notice of the proposed amendment has been sent to all members and provided also that nothing contained therein shall authorize any amendment which shall have the effect of the Society’s ceasing to be a charity.

b) No amendment may be made to clause 1 (the name of the charity), clause 2 (the objects), clause 8d (distribution of assets) or clause 12 (dissolution), without the prior written consent of the Charity Commission.

c) The Committee shall send the Charity Commission a copy of any amendment made under this clause.

12. DISSOLUTION

In the event of the winding–up or dissolution of the Society any remaining assets after all liabilities have been discharged shall not be paid or transferred to any member or members of the Society but shall be transferred to a charitable organisation whose objects are similar to those of the Society and whose rules preclude the distribution of income and assets among its members.

Revised 7th July 2021

EQUAL OPPORTUNITIES AND FAIR PRACTICES POLICY

1. This policy applies to Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations and contacts.

2. This policy has been prepared by a working group led by the Hon. Secretary of SOC.

3. The person responsible for leading policy reviews is the Hon. Secretary of SOC.

4. This policy was approved and adopted by the SOC Trustee Board on 29.9.15 and operates from that date. The policy and its action plan will be reviewed every 3 years by the committee in consultation with the membership and other relevant people, and will be subject to interim monitoring. Copies of the policy are available from the Hon. Secretary. The Policy and the Action Plan are displayed on the Notice Board.

5. SOC values and commitment:

a) SOC recognises the importance of affording equal opportunity and equal treatment in all its activities and will work towards establishing and reinforcing fair practices.

b) SOC values diversity and opposes unfair treatment, including discrimination on grounds of ethnicity, gender, sexual orientation, age, religious beliefs, mental health, social status and disability.

c) SOC is committed to challenging discrimination and unfair treatment in all its forms.

6. In pursuit of SOC values and commitment we aim to:

a) Identify possible barriers to participation in SOC activities by potential, new and existing members, audiences, and other contacts and try to rectify them.

b) Take positive action where necessary to ensure fair treatment and equality for all.

c) Respect, support, promote and act in accordance with the spirit and intentions of the policy.

7. What SOC will do to carry out its aims:

a) SOC committee will formulate and carry out an action plan to address equal opportunity and fair practice in all its identified activities and review the plan regularly as at 4 above.

b) SOC committee takes ultimate responsibility for ensuring this policy is implemented and dealing with any allegations of breaches.

c) SOC committee may appoint a focus person/group to monitor and report on equal opportunities issues and may appoint a person/group to deal with initial queries/complaints.

8. Discrimination and harassment

Acts of discrimination and harassment are unlawful and all to whom this policy applies should be aware of possible legal consequences. Anyone who discriminates against, harasses or victimises any person whilst engaged in SOC activities may have action taken against them in accordance with SOC disciplinary rules.

SAFEGUARDING POLICY

1. This policy applies to Sheffield Oratorio Chorus, hereinafter known as SOC, (registered charity no. 500578) in all its operations.

2. This policy has been prepared by a working group led by the Vice Chair of SOC Trustee Board.

3. The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.

4. This policy was approved and adopted by the SOC Trustee Board on 25th May 2019 and operates from that date. The policy and its operation will normally be reviewed every year at the first committee meeting after the AGM.

5. How SOC operates

SOC is a registered charity of amateur choral singers managed by a committee of volunteer trustees elected at the annual general meeting or co-opted as necessary.

To carry out its charitable objects it presents a number of concerts a year, sometimes performing with orchestral groups and professional soloists. Our self-employed Director of Music or a substitute runs rehearsals with an accompanist.

Whilst there are no employees, SOC may from time to time engage short-term staff to assist the committee in exercising its duties. From time to time SOC organises other events such as choral workshops and social events.

SOC is open to any person over 16 passing an audition.

6. Policy Statement

SOC is committed to anti discriminatory practice and to ensuring that all children, young people and vulnerable adults have the same protection regardless of age, disability, gender, racial heritage, religious belief, sexual orientation or identity.

7. Background

a) Legal Requirements

The law requires any organisation involving children, young people or vulnerable adults to take all reasonable measures to ensure that the risks of harm to the welfare of vulnerable adults and children are minimised, and where there are concerns, to share them with other local agencies.

b) Who are children or vulnerable adults?

In this context anyone up to the age of 18 is a child. A vulnerable adult is defined in the Care Act 2014 as someone over 18 years old who has care and support needs, is experiencing or at risk of abuse or neglect as a result of their care and support needs or is unable to protect himself or herself against the abuse or neglect or the risk of it.

8. SOC has developed this policy to provide:

a) Protection for children, young people and vulnerable adults with whom SOC has contact (including the children/relatives of adults who use our services)

b) Guidance to ensure that the risks of harm to children, young people and vulnerable adults welfare are minimised.

c) Guidance for responding to a child or vulnerable adult making an allegation of abuse

d) Guidance on procedures that should be adopted in the event that any adult suspects a child, young person or vulnerable adult may be experiencing, or be at risk of experiencing harm

9. Policy guidelines

a) Should any children participate in any SOC activity responsible adult(s) will be nominated who will be responsible for them throughout the activity.

b) Joint concerts with schools. SOC will make appropriate joint working arrangements and take all reasonable steps to ensure that responsible adults nominated by the school(s) are present and responsible for the welfare of children from the school(s) throughout the activity. These arrangements will be consistent with this safeguarding policy.

c) Audiences and Social Events

SOC is aware that children and vulnerable adults may attend their concerts as members of the audience, or attend social functions hosted by SOC. It is the responsibility of the parent, guardian or carer to ensure adequate supervision. If a parent/guardian/carer is not personally attending an event this policy requires them to be satisfied that the child or vulnerable adult will be adequately supervised by a responsible adult acting on their behalf at all times.

d) Privacy

Parents and guardians should be aware that photography, audio and video recording are undertaken from time to time at concerts and rehearsals. These provide valuable tools for promoting SOC’s work. Parental permission will always be sought for any photographs or filming of anyone under 18 and such photos/films will be stored securely and password protected. Anyone perceived as taking inappropriate photographs during a performance or social function should be brought to the attention of the safeguarding officer.

e) Abuse

SOC notes the importance of being alert to signals of abuse and to the difficulty children or vulnerable adults may have in reporting it.

10. Policy implementation

a) Safeguarding Officer

SOC have appointed a safeguarding officer and an assistant from amongst its members to be the designated person in respect of safeguarding. This person, who is DBS checked, will undertake appropriate training as required and will be identified to children and vulnerable adults as the principal person they should turn to if they have any concerns or queries.

b) The Chair of SOC will be DBS checked

c) Reporting safeguarding issues

Any concerns regarding either a child or a choir member, employee or other adult must immediately be reported to the safeguarding officer or in her/his absence to the assistant safeguarding officer. In the absence of both designated persons any concerns must immediately be reported to the Chair of SOC committee.

d) Publicising the safeguarding policy

SOC will publicise its safeguarding policy on its website and include the policy in its welcome pack to members.

e) Recruitment

SOC will embed safeguarding principles in recruitment processes to the extent appropriate to the role.

11. Disciplinary rules

Anyone who breaches this policy may be made aware of the breach by the committee and be given the opportunity to respond. For minor breaches a verbal warning may be given. For more serious breaches a written warning may be given. More serious breaches may result in suspension or ultimately expulsion from SOC.

12. Grievance rules

Anyone who believes that he/she has suffered discrimination/unfair treatment may raise the matter by speaking to a Singing Representative (in the case of a member under the age of 18 the CRB/DBS certificate holder) or by writing to the Secretary. All grievances must be made in good faith and must not be untrue or mischievous. If the issue cannot be addressed satisfactorily by the Singing Representative, CRB/DBS certificate holder or the Secretary the grievance will be forwarded to a panel appointed by the committee. The committee’s decision is final.

CARERS POLICY

When a concert ticket is bought by a person who needs the support of a carer to attend, no charge will be made for the carer’s ticket.

This policy was determined by the Committee at its meeting on 22nd June 2010, item 35/10 b).

DEALING WITH PROBLEMS

1. A breach of policy, unacceptable behaviour or other problem may be raised by a SOC member, committee member, music professional, or non-member. This may be in the form of a complaint, grievance or as other feedback.

2. All such matters must be raised in good faith and must not be untrue or mischievous.

3. A matter may be raised initially by speaking to any member of the Committee (or if the member is under 18 to the CRB/DBS certificate holder) or by writing to the Hon Secretary.

4. SOC takes reporting of problems seriously and will try to resolve them in a timely manner.

5. SOC committee may delegate a person or people to deal with the issue. They may be able to reach a resolution on the spot.

6. If 5 above does not resolve the issue SOC committee can designate two or more people to deal with further steps.

7. Informal interviews may be arranged with relevant parties to try to resolve matters. Any interviewee may be accompanied by supporter. Notes will be made of any interview/s and the outcome/s reported to committee.

8. If 7 above does not resolve the matter, Committee may convene further meetings, may give a verbal warning, or may issue a written warning.

9. If the behaviour, policy breach or other matter warrants it, committee may issue a final written warning or, as a last resort, ask the person causing the problem to leave the Chorus immediately without recourse to the steps above.

10. Any illegality involved may be reported to the appropriate authority if necessary.

11. If a complaint or grievance has been raised about any issue the person raising it will be kept informed of the outcome of the matter within an agreed timescale.

12. All proceedings will be conducted by all parties in confidence.

13. The committee may involve an independent mediator if necessary.

14. The committee’s decision is final.

DATA PROTECTION POLICY

1. This policy applies to:

a) Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations.

b) All members, volunteers and sessional professionals acting on behalf of SOC.

2. This policy has been prepared by a working group led by the Hon. Secretary of SOC Trustee Board.

3. The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.

4. This policy was approved and adopted by the SOC Trustee Board on 16.7.2014 and operates from that date. The policy and its operation will normally be reviewed every 3 years.

5. Policy Statement

a) We want to ensure SOC complies with the law and good practice guidelines in respect of the information (data) we keep about individuals.

b) We want to ensure confidential keeping and timely disposal of such information.

c) We want to respect individuals’ rights and be open about our policy and procedures.

6. We keep information within the provisions of the Data Protection Act for the purposes of:

a) Membership and financial administration

b) Choir events administration

c) Maintaining lists with details of non-members, supporters and additional singers

7. The kind of information we keep includes but is not limited to:

a) Member, non-member and sessional musician contact information

b) Accounting data

c) Results of questionnaires/feedback sheets, both named and anonymous

d) Archive information which may include elements of any/all the above

e) Information may be kept on computer or paper record

8. New categories of information can only be kept with the agreement of the committee.

9. Information will be kept up to date and accurate in the ways outlined below.

10. All information will be processed in line with individual rights under the Data Protection Act in the ways outlined below:

a) The Membership Secretary will update the membership lists every 6 months, or as needed, and may issue supplementary information separately.

b) Records of leavers will be deleted from current lists but held in archives if necessary at the discretion of the Membership Secretary.

c) The Membership Secretary will find out from leavers if they are interested in being occasional singers/if they want their details to be kept on the list of potential extra singers.

d) The Membership Secretary will update the list of contacts for extra singers and maintain the list indefinitely. People will not be deleted from it unless they request this or the Membership Secretary has established that the details are out of date and cannot be updated.

e) During a Data Protection policy review the following items will be reviewed:

Categories and nature of personal information kept by SOC

(i) Who holds what categories of information on SOC’s behalf

(ii) The arrangements for secure and safe keeping of personal information

(iii) The need to confidentially destroy material or archive it.

11. Access to personal information

Anyone wishing to see the information kept about her/him can do so by asking the Membership Secretary.

12. Safekeeping of personal information

Any individual in charge of items of personal information will keep the details confidential unless given permission to divulge them by their owner for the purpose of administration as in 6 above.

13. Timescale for disposal of information

The Secretary will organise the keeping of all categories of information for as long as is needed to comply with relevant laws and insurance requirements and as necessary for items listed at 6 above. Information will be destroyed confidentially when no longer needed, in accordance with Data Protection Act requirements.

14. Sharing information

Certain categories of information may be accessed by named individuals in specific roles by agreement of the committee – subject to 11 above (see Data Access Restrictions below). Anyone may share their own details by consent with others.

15. Where information is used

Data will be used only within the UK. All information on the website will respect the need for individual confidentiality (e.g. no personal contact details such as telephone numbers or e-mail addresses will be divulged on the website).

Data Access Restrictions

Information about members and others is held by individuals by agreement of SOC committee, and for specific reasons. The full copy of the membership list with names, voice parts, addresses, telephone numbers and e-mail addresses will be held by the following essential user roles for the named purposes below:

Chair Dealing with member and other confidential issues and feedback, investigating complaints, urgent situations, and disciplinary issues

Librarian Operating the music score lending and purchasing scheme, processing and chasing payments and scores etc.

Membership Secretary Maintaining and updating member and potential member records

Musical Director All aspects of concert, rehearsal and musical management, liaison with members

Secretary Overview and management of organisation administrative procedures

Treasurer Organisation financial administration incl. accounts, receipts and payments

Edited lists, with varying elements depending on requirements are made available by the committee to other roles for the carrying out of specific tasks. These roles include:

Academy Administrator Operating the Academy including taking payments, following up queries etc. from members and non-members.

Concert Manager Dealing with all aspects of concert management including confidential additional needs requirements, seating plans.

Finance Assistant Collecting fees and other monies as required.

Singing Representatives Dealing with member queries and complaints in confidence if requested.

Other roles/members may have access to or collect selected items of information from members and non-members at the committee’s discretion.

YOUTH POLICY

1. This policy applies to;

Sheffield Oratorio Chorus (registered charity no. 500578) in all its operations.

2. This policy has been prepared by a working group led by the Hon. Secretary of SOC Trustee Board.

3. The person responsible for leading policy reviews is the Hon. Secretary of SOC Trustee Board.

4. This policy was approved and adopted by the SOC Trustee Board on and operates from that date. The policy and its operation will normally be reviewed every 3 years.

5. Policy Statement

SOC Trustee Board is committed to creating opportunities for young people to become involved with the Chorus and thus help ensure the survival of choral music in SOC’s area of benefit.

• SOC wishes to try to meet the needs of young people living in our area of benefit in terms of;

• Access to membership of SOC

• Access to concerts and other SOC events

• Making our activities known to young people via existing networks and creating new networks if appropriate

• Making opportunities available to young people to gain experience in a range of Chorus activities e.g. singing, conducting, administration.

• Provision of appropriate support and education for singing or other activities undertaken when involved with SOC.

• Compliance with any law and good practice guidelines in respect of young people.

6. In carrying out the aims of the policy statement SOC will;

• Appoint a Trustee Board member or other appropriate person to oversee the workings of the policy in practice.

• Set appropriate reduced rates for membership of SOC for people under 25.

• Set appropriate ticket prices for under 25’s to encourage concert and event attendance.

• Consider season concert programmes with a view to attracting young people to join the Chorus or our audiences.

• Make active efforts to target recruitment of young people.

• Explore networking opportunities with other organisations to further youth involvement in SOC.

• Regularly review the membership profile, and monitor and evaluate the effectiveness of the process (see 4 above).

• Consider introducing further incentives and activities for young people to join as appropriate.