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The Smith College Vibes Charter I. II. III. IV. V. Name: The Vibes (also recognized as The Smith College Vibes) Purpose: The Vibes strive to provide its members and the greater Smith campus with a unique a cappella experience. Goals: With a jazzy, fresh, and fun repertoire and outlook on a cappella we are constantly searching for ways to go beyond the ordinary to deliver innovative and entertaining performances, events, CDs and merchandise. Membership Requirements: A) Auditions 1. Each member is required to audition and attend a callback session at the start of a new semester prior to admittance into the group. 2. Those who audition will be admitted based on said audition and callback audition, at the discretion of the current members. B) Contact Information 1. Upon membership each person is required to provide basic contact information. It is crucial for the group to be in contact with one another, particularly with regards to off campus gigs. C) Contracts 1. At the start of each year members may be required to sign a contract outlining group protocol and a basic expected Code of Conduct. This will outline policy on absences, tardiness, etc. 2. The existence and specificity of said contract is to be determined at the start of each year by returning members. 3. When formal written Contract is non-existent members are still required to comport themselves in a professional manner and live up to guidelines set by the group at the start of each year/semester. 4. Ramifications for those who break a formal or informal contract may be subject to consequences decided upon by the group or board. 5. Serious infringements may result in expulsion from the group. a. Note: A unanimous vote (excluding the person in question) among all members is required prior to the ejection of any member from the group. D) Rehearsals/Performances/Recording 1. It is expected that all members attend as many rehearsals, performances, recording sessions, and auditions as possible. E) Leaves of absence 1. All Vibes are entitled to a leave of absence from the group of up to two semesters (one year). At this point should a former member wish to rejoin the group it is required that they do so by means of the audition process. Officers, Duties, Election Procedure: A) Election Procedures All of our elected positions are decided based on a majority vote. Any person in the group may run for any position and is expected to present their experiences and how they would fulfill the duties of said position(s). B) Officers: 1. The following positions are recognized official titles: a. Pitch/Co-Pitch i. The Head Pitch or Co-Pitches are responsible for the musical organization of the group. Pitches teach songs to the group, conduct, and 1 may determine dynamics and other musical aspects of the repertoire. Pitches are also expected to make and distribute copies of sheet music for new songs, and have a copy of the sheet music for each song in our repertoire, as well as for songs formerly in our repertoire. They run rehearsal and decide what songs will be learned and practiced when. During gigs and jams Pitches determine the set list. They are responsible for bringing a pitch-pipe to rehearsals and gigs and for giving the starting notes to each song. Pitches also run auditions and lead auditionees in various musical exercises while noting accuracy, pitch, tone, etc. In the absence of a President Pitches may be asked to take on some Presidential duties at the discretion of the board and the group. b. Assistant Pitch i. The Assistant Pitch position is traditionally given to an underclassman in training for the Pitch position, though this may vary from year to year depending on group dynamic. The Assistant Pitch leads the group in warm ups and may also be asked to carry a pitch pipe and give starting notes. She/he typically helps to teach music, pitches songs, and assists the Pitch/Co-Pitches in whatever ways are deemed necessary. In the past Assistant Pitches have been asked to assist in the copying and distribution of sheet music. The Assistant Pitch should work with the Pitch closely on musical decisions. In the absence of a President the Assistant Pitch may be asked to take on some Presidential duties at the discretion of the board and group. c. Business Manager i. The Business Manager is responsible for the organization of nonmusical matters within the group. The Business Manager deals with spatial reservations for auditions, practices, and jams. Transition paperwork, and other related SGA org. paperwork is filled out by the Business Manager and she/he is to keep in contact with the SGA and its liaisons. The Business Manager is the group’s go-to person for booking and obtaining gigs. The Business Manager fills out and keeps copies of all contracts for gigs and paid performances. She/he is expected to attend regular meetings with the Business Managers of the other on campus a cappella groups to discuss and claim dates for jams, and arch sing, set rates, and any other on campus business that might arise between groups. The Business Manager is responsible for all claims including, songs, jam dates/locations, rehearsal/audition locations, callback day and time, illuminations night location etc. (In the absence of an Assistant BM, the Business Manager is also responsible for seeking out and booking guest groups to perform with and to host for jams or other performances. She/he is responsible for maintaining contact with groups we have previously performed with and fostering a positive image and relationships for the Vibes within the inter-collegiate a cappella community.) In the absence of a President, the Business Manager may be asked to take on some Presidential duties at the discretion of the board and group. d. Assistant Business Manager (optional) i. The Assistant Business Manager position is an optional position designed to assist the Business Manager and may possibly be a training position as well. This position may be particularly useful in the absence of a President, as other officers may need to take on extra 2 responsibilities. The Assistant Business manager may help the Business Manager in whatever capacity is deemed the most useful by the board and the group, though typically the Assistant Business Manager will take on the responsibility of finding and hosting guest groups. This involves contacting and working out the logistics of hosting. She/he may be asked to assist with other miscellaneous BM tasks, and in the absence of a President to take on some Presidential duties at the discretion of the board/group. e. President (Optional) i. The President is in charge of many crucial elements of organization. However as there is not always one ideal candidate to take on these responsibilities the position is optional. In the absence of a President it is crucial that these duties be divided among the existing officers either according to the wishes of the board or the group. These responsibilities are as followed: Attendance – The President is responsible for keeping a record of attendance for every rehearsal. She/he must call latecomers and those absent if they have not already claimed their mental health day. All mental health days and absences are to be reported to the President. Scheduling – At the start of the year the President is expected to obtain a copy of each members schedule and determine the best days/times for rehearsals accordingly. Contact info. – The President obtains and distributes contact information for and among the group members. Email reminders – The President is responsible for sending email alerts to remind members about rehearsals and gigs. Contracts – The President is responsible for producing and distributing a copy of an updated contract at the start of each semester. When required the President will collect the groups signatures of acceptance of the stipulations put forward by said contract. The President is also responsible for addressing breaches of contract in an appropriate manner, usually dictated within the contract itself. f. Treasurer i. The Treasurer is responsible for all of the money-related aspects of the group. She/he must work with the Student Bank to make deposits and withdrawals and refund expenses accrued by group members and will be required to go through a training provided by the college. The Treasurer, also works with the Business Manager(s) to ensure the group is paid for all gigs and should have a spreadsheet of all gigs, the amount of money due from each gig and whether or not we have been paid. The Treasurer will also be responsible for managing recoding invoices and ensuring that all necessary parties are paid in a timely fashion. It is crucial the Treasurer keeps and passes on to future officers a record of all previously mentioned transactions. g. Publicity Chair (Optional - auxiliary) i. When active the Publicity Chair is responsible for publicizing all events by designing and distributing flyers, organizing chalking, 3 creating online events etc. Publicity Chair also is in charge of making programs and setting up tables for Org fairs and CD/Ticket sales. h. Web Manager (Optional –auxiliary) i. When active the Web Manager is responsible for managing the Vibes official website and any other online Vibes groups or pages in existence. i. Social Chair (Optional - auxiliary) i. When active the Social Chair is responsible for the organization and management of all social events related to the Vibes i.e. after Jam functions, group bonding, Senior Banquet etc. He/she is responsible for budgeting and arranging for the appropriate funding of said events. The Social Chair keeps all receipts related to these events to pass on to the treasurer. Social Chair is also responsible for Vibes t-shirt making. VI. Sources of Funding: A) Money earned from gigs, CD sales, and fundraisers is a crucial part of how we obtain funds. In the past gigs and CD sales have been the backbone of how we obtain money to allow us to record, tour, etc. B) With the recent chartering requirement put in place by the SGA we hope to apply for funds that will assist us with recording and CD production costs without compromising funds already earned from gigs, CD sales, and fundraising. VII. Method to Amend: A) To amend this Charter, 2/3 of the group must express a desire to vote upon the amendment. Then there must be a unanimous vote to alter it. VIII. Method to Impeach Officers: A) Similarly to amending the charter, in order to impeach an officer 2/3 of the group must bring impeachment to the table as an issue in order for it to be voted upon. Once brought up, there must be a unanimous vote (excluding the officer in question) to impeach. B) Grounds for impeachment include failure to adequately perform the duties of one’s position as laid out in this charter. Serious actions of assault or disrespect towards another member may also result in impeachment. C) Group members may file a complaint by contacting the remaining members of the board in writing. 4