Bylaws & Rules
Standing Committee

This committee familiarizes themselves with the Sweet Adelines International and Regional Bylaws & Rules, writes the chorus Standing Rules, presents them to the management team for approval and submits them to the membership for voting approval.  The Chair of this committee acts as Parliamentarian for the chorus.

 ACTIVITIES:
The Chair may appoint additional committee members as desired to complete committee work

From this website, http://www.sweetadelineintl.org/forms.cfm download “Standard Form Chapter Bylaws, Management Team” and  “Standard Form Regional Bylaws, Management Team”, and read the SAI “Corporate 
Bylaws”.
Borrow the “Chapter Guide” and the “Policy Book” from the Team Manager.  Using the “Guide for Chapter Standing Rules” and/or the  “Sample Standing Rules” from the “Chapter Guide”, draft rules for Red  RockAppella Chapter, bearing in mind the intent and spirit of the original standing rules adopted by the chapter founders:
        - Come to rehearsals
        - Learn your music
        - Pay your dues
        - Be nice to each other

Be sure that nothing in our standing rules repeats the information in, or conflicts with, the Corporate, Regional or Chapter Bylaws.

Present draft of the Standing Rules to the Team Manager.  When approved by the chapter administration, the standing rules are to be voted on by the chapter membership.

Distribute copies of the Standing Rules (electronic or paper copy) to the membership one week before voting.

Approved rules and revisions are forwarded by the Team Manager to the Regional Team Coordinator for her review and approval.

After our standing rules are written, approved and in place, the Chair serves as the authority on all the bylaws and standing rules, using “Roberts Rules of Order, Newly Revised”.
Standing rules should be reviewed annually.  Any revisions are approved by the management team and voted on by the chapter membership.

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Access to the internet
Access to a copy machine
Energy and enthusiasm for order within the management of the chorus

 NOTES:
The Founders elected the Management Team form of government, as opposed to a Board of Directors.

______________________________________________________________________________________________________________

ACTIVITIES:
The chair may appoint additional committee members as desired to complete committee work
Send invitation to a regional dignitary to present charter document
Decide what kind of party will be held, and the time, date and place it will be held
The party could be private, for chorus members and families; or a large party with neighboring chapters, local dignitaries, other musical organizations; or a charter show, for invited guests only or 
open to the public
Choose any food, drinks, or refreshments to be served and arrange for its purchase/donation
Invite Region 21 personnel, quartets or other guests, including members of the local men's barbershop chorus
Arrange for the formal program: introductions of VIPs, remarks, songs, MC work, etc. and charter presentation
The RRA chorus sings; visiting quartets and choruses sing; other musical groups perform

DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Excellent social and networking skills for liaison with visiting individuals, groups
Enthusiasm and energy for appropriate social events

NOTES:
When we are notified that HQ has sent the chapter resume to the International Board, we must request a date clearance for the charter party from Region 21

If we have a paid event, complimentary tickets should be sent to the regional VIP for herself and a guest

 DESCRIPTION:
The Historian collects and maintains a visual history of the chorus activities, including but not limited to, photos, videos, newspaper articles, flyers, etc.  This history will be displayed at special chorus events – e.g.  Charter party, holiday parties, membership recruitment drives, on our website, etc.

 ACTIVITIES:
The Chair may appoint additional committee members as desired to complete committee work.
Carries a camera to all chorus performances and other activities
Maintains for posterity, preferably in electronic form, a log of chorus activities and events, with photos or videos
Arranges for pictures to be taken of each chorus member and posts them on our website
Collects, documents and preserves chorus flyers published and newspaper articles about the chorus
Adds to the history as events occur; passes accumulated data on to succeeding history chairs
May or may not maintain a chapter scrapbook

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Access to a digital camera
Energy and enthusiasm for capturing special moments of the chorus and members

 NOTES:

Examples of our history may include, but not be limited to:

Examples of our history may include, but not be limited to:
Beginning with the chapter founders and their first meeting, to the  first meeting of the chorus, the progress through the "Steps" program  including visits by regional personnel.
Our brand new risers and how we bought them
The first informal, unauthorized performances
    For the Sedona United Methodist Church
    Others
Our show for official approval for public performance
The first election and installation of team coordinators
Our wide-eyed participation in regional events the first year
Parties, including our charter party
Our first show

Standing Committee

 ACTIVITIES:
The Chair may appoint additional committee members as desired to complete committee work
Greets visitors as they come into rehearsal and assigns them a numbered Guest Music Book if they are interested
Works closely with the Music and Tape Librarian to ensure Guest Music Books have copies of all music for our current repertoire
Arranges with the Director or Associate Director for an initial voice screening of a prospective member
Introduces guests to the chorus at each chorus rehearsal
Sends a “Thank you for visiting” letter to the guests after their first visit inviting/encouraging them to return
At the appropriate time, arranges for the audition of a prospective member with the Director, Section Leaders, and/or Music Committee
Presents the results of the prospective member’s audition to the Management Team and obtains approval or rejection, and sends a letter of acceptance or rejection to the prospective member
Obtains a completed Application for Membership on prospective members who pass their audition, provides them with a copy of the Chapter Bylaws and Standing Rules, and collects the first month’s dues, plus $7.50 for their Red RockAppella name tag
Submits Application for Membership to Sweet Adelines International (SAI) in Tulsa, Oklahoma on a timely basis
Turns money collected over to Financial Manager

• Request for Leave of Absence from chorus; Member continues to pay dues during LOA and no paperwork or notification to the Region or SAI Headquarters is required
• Request for Transfer of Membership to another chorus or Chapter-at-Large; submits the required paperwork to notify Region 21, SAI Headquarters, and the other chorus, if applicable; ensures that appropriate funds, if any, are forwarded and/or returned to the member
•  letters of resignation from the chorus; submits the required paperwork to notify the Region and SAI Headquarters; ensures that all chorus property is returned to the appropriate Committee Chair on a timely basis and appropriate refunds, if any, are returned to the member

Excellent people skills
Good organizational and time management skills
Access to a computer with Microsoft Access software to maintain the membership database
Access to a copy machine
Energy and enthusiasm for maintaining the chorus membership records and interacting with chorus members and prospective members

 NOTES:
The Membership Chair reports to (or may be) the Membership Coordinator

The Chair may appoint additional committee members as desired to complete committee work
Orders music as directed by the Chorus Director and maintains paper copies of chorus music in files (kept at SUMC in our file cabinet)
Prepares music books for individual guests and for individual members once they have joined the chorus
Keeps guest books updated as new music is added to our repertoire
Reproduces tapes or CDs and distributes to chorus members as needed
Collects $1 per tape or $2 per CD
Refunds the $1 if member returns the tape or CD with case

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Access to a copy machine
Access to a tape/CD copy machine
Good organizational and time management skills
Energy and enthusiasm for maintaining the chorus music files

 NOTES:
Members need a tape or CD of a whole quartet singing together plus their individual part sung alone (part predominant)

The Nominating Committee is appointed by the Team Coordinator with ratification by a majority vote of the Management Team
The Nominating Committee consists of three members, at least one of  whom is not a member of the Management Team
The Committee prepares a list of nominees consisting of at least twice the number of vacancies to be filled. A single slate is valid only if the Nominating Committee is unable to secure the consent of  two qualified members for each of the five positions to be filled
The Chair reminds people selected for the slate that campaigning is not permitted under SAI rules
A list of qualifications of each nominee is distributed to the membership at least 14 days prior to the election meeting; This can  be done by email
Nominations from the floor are allowed, provided prior consent of the  nominee has been obtained
Absentee ballots are sent upon request to any member in good standing  (dues paid) who is unable to attend the election meeting
The Nominating Committee counts all votes, announces the successful candidates to the chorus, and destroys all ballots

DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Ability to engage with members to determine qualifications for the  Management Team
Access to a computer for sending email
Keyboarding ability for preparing the slate

NOTES:
As stated in the Standing Rules, the Management Team consists of five members. The newly elected team members appoint from among themselves the Team Coordinator, Secretary, Financial Coordinator and Membership Coordinator

The chair reports to the Performance Coordinator
The chair may appoint additional committee members if desired to complete committee work
Inspects each site where the chorus will perform including, but not limited to:

     Appropriate stage size
     Adequate lighting (and availability of a technician)
     Appropriate sound system (and availability of a technician)
     Availability of risers or assistance with set-up/take-down of our risers
     Adequate dressing rooms for chorus with adequate mirrors and lighting for make-up application
     Hanging space for a change of costume (if needed)
     Accessibility of an adequate number of restrooms for chorus members
     Adequate parking spaces for chorus members
     Ready access from parking area to backstage entrance for chorus members

DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Excellent negotiation skills for meeting with venue representatives
Attention to details

 NOTES:
Any equipment or service costs incurred to meet our chorus needs are in excess of our agreed-upon performance fee.  No costs will be deducted from our performance fee for any reason.

DESCRIPTION:

The Public Relations/Marketing committee plans and implements the promotion of the chorus within the community, the region and the SAI organization.   

ACTIVITIES:
The Chair may appoint additional committee members as desired to complete committee work.  Potential assignments might be:

Writer/Editor
Graphic Design

Create an annual PR/marketing planning/promotions calendar for the chorus, including a projected budget. .
Research cost for materials and services required for the promotion of each event/project and determine the increased revenue and other benefits that will result from such promotion.
Work with the Membership Committee to design and implement programs for membership retention and recruitment.
Create fliers, tickets, program and other marketing material for our annual show and other special performances or events.
Develop a positive working relationship with appropriate media personnel and/or community officials/organizations for promoting the chorus.
Create, Monitor and update any ongoing advertising in local newspapers.
Create news releases, newspaper advertisements, fliers, commercials, displays and advertising specialty items for publication within the community.
Write and submit written documentation of our chorus’ newsworthy activities to appropriate local, regional and international websites, newsletters and/or magazines for potential publication within SAI.

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Excellent written communication skills, spelling and grammar
Excellent people skills
Good organization and time management skills
Access to the internet
Access to a copy machine
Energy and enthusiasm for promoting the chorus and maintaining a good public image.

(may have a new Show Chairman for each show)

DESCRIPTION:
The Show Chair oversees all aspects of the upcoming show.  She works closely with the Director and the Chairs/Coordinators of the following committees to assure a smooth-functioning, successful show:  Costume, Financial, Performance/Site and PR/Marketing.  She completes the Show Timeline Checklist to assure all deadlines are met.  (See NOTES below.)

 ACTIVITIES:

• The chair shall recruit chorus members to assist with the show
•  Obtain show date clearance from the Region; place show on Regional calendar (Team Coordinator)
• Develop Show Budget including all anticipated revenue and expenses
  
• Select site and assure that legal contract is signed with the venue (Performance Site Coordinator)
• Create show script in conjunction with Show Committee and Director (final approval)
• Delegate the negotiation of potential headliner quartet(s), their fees, housing and transportation (if appropriate to the script)
• Oversee creation, storage and use of scenery and props (if appropriate to the script)
• Appoint a Stage Manager (if scenery/props will be used)
• Work with Costume Chair to assure that appropriate costumes are available for script
• Have PR/Marketing Chair print tickets, flyers and programs for the show
• Obtain volunteer ushers and ticket takers for the show
• Obtain a volunteer truck and guys to move risers to and from the show venue
• Have the Treasurer send the Performance Licensing Fee to ASCAP 10 days post show

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:

• Enthusiasm and energy for the project
• Well organized, flexible

 NOTES:

Show Timeline Checklist

Reports to the Marketing/Public Relations Chair.
Drafts newsworthy items for The Pitch Pipe and other publications of the Sweet Adelines international organization
Drafts newsworthy items for the Region 21 Yahoo Group or the Golden West Magazine/Newsletter
Drafts newsworthy items for local/regional newspapers or contacts local/regional newspapers to arrange interviews for articles
Works with the Historian to obtain photos/graphic reproductions supporting her articles
Forwards drafts with deadline dates to Team Manager or her designee for review/critique
Submits approved articles to appropriate publications in a timely manner to meet press deadlines

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:
Excellent written communication skills, spelling and grammar
Access to a copy machine
Access to the internet
Energy and enthusiasm for sharing activities of the chorus with other Sweet Adelines

Young Women in Harmony (YWIH)

DESCRIPTION:
The YWIH Coordinator is knowledgable regarding materials available for the Young Women in Harmony Program and music educators through SAI.  The chair presents the YWIH program to music educators in the Verde Valley including: musical options, benefits, resources, funding sources, and assistance from Red RockAppella.  The YWIH Committee may work with youth in a variety of activities including, but not limited to:  one hour classroom presentation, ½ hour demo-performance, assembly hall quartet presentation, weekly vocal music class assistance, coaching a local YWIH quartet, securing performance opportunities for YWIH groups, securing special YWIH music arrangements, writing grants for travel funding to festivals and YWIH educational events.

 ACTIVITIES

• The chair may recruit chorus members to assist with the YWIH program
• Notify the Regional YWIH Chair of all activities in advance
• Obtain a complete set of materials from SAI including: Educator’s Guide & Songbook, voice-part learning CDs, introductory brochures and the promotional YWIH Introductory CD
• Present the benefits of the program to music educators
•  Offer the materials and herself as resources
• Offer assistance with presentations or demonstrations by a quartet
• Select activities that seem appropriate for each school contacted – be flexible
•  Maintain records of all school contacts and activities
• Publicize all YWIH activities in local papers and Regional website/magazine

 DESIRABLE SKILLS, ABILITIES and EQUIPMENT:

• Excellent networking skills for liaison with school music educators and administrators
•  Enthusiasm and energy for the project
•  Well organized, flexible
• Musically knowledgable