Choral Arts Society of Frederick

By-Laws of the Choral Arts Society
of Frederick County, Inc.

Article 1: Name

The Name of this organization is the CHORAL ARTS SOCIETY OF FREDERICK COUNTY, INC. hereinafter referred to as CASF. Its principal office is in the city of Frederick in the state of Maryland.

Article 2: Purposes

The purposes of CASF are:
To provide an opportunity for members of the community to study vocal techniques and to perform fine choral music.
To foster an appreciation of the Musical Arts by promoting choral group singing and by offering musical productions to the community.

Article 3: Membership

CASF is comprised of community members and student participants.

Section 1: Community Membership
Membership to this organization is open to all individuals age sixteen and older interested in choral music and willing to accept the responsibilities of membership listed in Section 4.

Section 2: Student Participants
Student participants who do not pay the full membership dues must pay a music fee which is determined by the Board prior to each semester. Student participants cannot vote or serve on the Board, but they must accept the other responsibilities of membership listed in Section 4.

Section 3: Applications
New members will be accepted in September and January, and at other times at the discretion of the Choral Director.

Section 4: Responsibilities of Members
Notify their section leader if they will be absent.
Pay membership dues and/or music fees promptly when due, unless specific arrangements have been made for extended payments.
Purchase and keep their own music.
Share duties incidental to the concert productions as listed in Article 7: Standing Committees.
Vote on matters requiring the approval of the membership at large.
Prepare as appropriate for concerts, including learning the required music, maintaining an acceptable choral folder, and dressing as required in the handbook or as directed for a specific performance.
Cooperate with other choral members to enhance the rehearsal and performance experience.

Article 4: Board Members

Section 1: Composition
The Board consists of the President, Vice President, Secretary, Treasurer, and leaders for each section. The immediate past President shall sit on the Board in an advisory capacity.

Section 2: Election
Board Members shall be elected annually by majority vote at the end-of-season community membership meeting, which must be held before June 15. At least four weeks prior to the election date, the President shall appoint a nominating committee, which shall submit a slate of Board Members to the membership one week before the annual membership meeting. Additional nominations may be made from the floor, provided each nominee's willingness to serve has been determined in advance. A nominee must have been a member of CASF for at least one semester and have fulfilled member responsibilities as listed in Article 3.

Section 3: Term of Office
The term of office shall be one year. Board Members shall hold office from July 1 through June 30.

Section 4: Vacancies
A vacancy on the Board may be filled by a majority vote of the Executive Committee. The Board Member so named shall be presented to the members for ratification and if ratified shall hold office until the next scheduled election.

Section 5: Duties of Officers and Section Leaders
Preside at all meetings as outlined in these by-laws, and notify the Vice President of any intended absence.
Represent the organization in all business matters, in particular, by contracting for hall rentals, recordings, soloists, and musicians.
Schedule monthly board meetings.
Work with the choral director.
Appoint an audit committee after the community membership meeting and before July 1.
Appoint a nominating committee of three members.
Other duties as assigned.
Vice President
Represent the organization and preside at meetings in the absence of the president.
Oversee committees to ensure their tasks are addressed and completed.
Work closely with the director, stage manager and house manager to ensure the details of concert production are addressed and completed.
Other duties as assigned.
Keep a record of the proceedings of all Board and community membership meetings.
Issue notices of meetings, locations, and agenda after consultation with the President.
Conduct all the correspondence of the organization, including acknowledgment of donations and program advertisers.
Keep standing committee records as needed.
Correspond with the membership as required.
Other duties as assigned.
Collect fees and dues from community members and student participants.
Be the custodian of all funds.
Maintain the membership roster.
Render an account of all receipts and expenditures each month or as requested.
Pay the bills of the organization.
Prepare the annual budget.
Other duties as assigned.
Section Leaders
Maintain a roster of members in their section.
Keep records of members' attendance at rehearsals and performances.
Contact absentee members when reason for absence is not known.
Organize section rehearsals as needed or requested by the Choral Director or Assistant Director.
Represent their section on the Board.
Maintain order in their section.
Work with standing committees.
Other duties as assigned.

Article 5: Executive Committee

Section 1: Composition
The Executive Committee consists of the President, Vice President, Secretary, and Treasurer. The immediate past President shall sit on the Executive Committee in an advisory capacity.

Section 2: Powers and Duties
The Executive Committee shall exercise all powers allowed by law and necessary for the conduct of the business of the organization, coordinating such matters with the Choral Director as provided herein. The duties of the Executive Committee include but are not limited to establishing dues, operating budgets, recruiting candidates for Choral Director, approving appointments to staff, determining dates and times of rehearsals and concerts, and entering into contracts for artistic or technical services. The Executive Committee may also form a committee consisting of at least one member from each section to assist the Choral Director in the selection of music.

Section 3: Removal
Any member of the Executive Committee may be recalled by a petition signed by one-half (1/2) of the community membership.

Article 6: Artistic Staff

Section 1: Choral Director
The Executive Committee shall advertise for a director for a period of not less than two weeks.
The Executive Committee shall rate each applicant.
A selection is made with three-fourths (3/4) majority of the Executive Committee.
The Choral Director will be reviewed at the end of each fiscal year.
Duties and Responsibilities
The Choral Director is responsible for all rehearsals and concerts, communicating in a timely manner with the Executive Committee on all matters concerning projected expenses, music selection, and concert programs. The Director shall also plan concerts and other performances at least one year in advance to assist with budgeting and planning.

Section 2: Assistant Director(s)
The Assistant Director(s) may be chosen by the Choral Director, with the approval of the Executive Committee.
The Assistant Director(s) will be reviewed at the end of each fiscal year.
Duties and Responsibilities
The Assistant Director(s) assume the duties of the Choral Director in his/her absence; consult with section leaders in arranging sectional rehearsals, and undertake special musical projects subject to approval of the Choral Director. The Assistant Director(s) may be responsible for directing any CASF Small Group Ensembles.

Section 3: Accompanist(s)
Accompanist(s) may be chosen by the Choral Director, with the approval of the Executive Committee.
Accompanist(s) will be reviewed at the end of each fiscal year.
Duties and Responsibilities
Accompanist(s) shall provide instrumental support for rehearsals and concerts, as directed by the Choral Director.

Section 4: Removal
The Choral Director, Assistant Director(s), or Accompanist(s) may be recalled by a three-fourths (3/4) vote of the Executive Committee where just cause can be made and is documented by attempts to resolve undesirable behavior.

Article 7: Standing Committees

Section 1: Formation
Standing committees shall be formed from the community membership by the Executive Committee. Committees may be expanded or combined as circumstances require. Standing Committee Chairpersons shall be appointed by majority vote of the Executive Committee.

Section 2: Duties
All standing committee chairs are welcome to attend Board meetings.
Annually audit the books and report to the Executive Committee by the first Board meeting in September. The audit committee consists of the incoming president, one Executive Committee member (but not the Treasurer), and one community member.
Costume Committee
Assist members to obtain proper concert attire, perform the concert attire check, and arrange for concert attire emergency kit. Maintain CASF wardrobe.
Arrange social activities, particularly those following performances. Arrange for refreshments at rehearsal breaks, performance intermissions, and “afterglow” parties.
House Manager
Arrange for ticket sales and distribution, ticket takers, and ushers. Arrange for head count of audience.
Maintain lists of current and past members, update contact information, contact prospective and past members and encourage them to become active members, introduce new members to the Director and chorus.
Solicit and identify candidates for office and submit a slate of Board Members to the membership one week before the annual membership meeting. The nominating committee consists of three community members.
Take responsibility for the design, layout, and printing of programs, posters, and tickets for each performance. Arrange for distribution of posters.
Plan and oversee public relations activities. Prepare notices and articles about the activities of the Society for the media. Prepare advertisements for new members and of concerts and other choral events.
Stage Manager
Arrange technical support required for performances, including but not limited to: lighting, temperature, risers, music stands, chairs, conductor podiums, acoustic shell, piano tuning, sound system support, audio & video recordings, sets, and stage decorations.
Ways and Means
Plan and oversee all fundraising activities, including fundraising drives and solicitation of program ads and donations, in coordination with the President. Research, prepare, and submit grant applications.
Maintain and update CASF website and social media sites.

Article 8: Meetings

Section 1: Membership Meetings
Regular Meetings
Brief regular meetings of the membership may be held at rehearsal times for purposes of transacting business and receiving reports. The presiding officer shall ensure such meetings do not impinge on available rehearsal time.
Special Meetings
Special meetings of the membership may be called by the President or a majority of the Executive Committee at their discretion. The President or presiding officer shall work with the Secretary to notify the active membership of these meetings.

Section 2: Board Meetings
The Board shall hold monthly meetings. Additional meetings may be called by the President as needed. All standing committee chairs or community members are welcome to attend Board meetings.

Section 3: Quorum
A simple majority shall constitute a quorum for both community membership and Executive Committee meetings.

Article 9: Fiscal Year

The fiscal year for CASF shall be from July 1 through June 30 of the following calendar year.

Article 10: Amendments

These By-Laws may be amended by a two-thirds (2/3) vote of the members present and voting at any community membership meeting, provided a copy of the proposed change has been given to each member at least 2 weeks before the vote.

Article 11: Dissolution

Section 1: Merge or Dissolution
CASF may be dissolved or merged with another organization only by an affirmative vote of two-thirds (2/3) of all members, at a community membership meeting, or by written approval of two-thirds (2/3) of all members.

Section 2: Disposition of Assets
Upon dissolution, all debts owed by the society shall be paid first. Any remaining assets shall be donated to a musical organization qualifying as exempt under Section 501(c)(3) of the Internal Revenue Code.

Article 12: Standing Rules

All questions of parliamentary procedures not covered by these By-Laws shall be decided according to the latest edition of Roberts Rules of Order.


The foregoing are certified as the By-Laws of the CHORAL ARTS SOCIETY OF FREDERICK, INC.,
adopted by the community membership on May 14, 2013.


The Choral Arts Society of Frederick is a non-profit organization funded by grants, endowments, membership dues, fundraising drives, ticket sales, and tax-deductible gifts.

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