Olds Community Chorus Society Policies and Procedures

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September, 2025

The Olds Community Chorus Society PURPOSE is to provide people in the community and surrounding area on opportunity to sing a variety of music together in a welcoming, positive environment.

  1. The Society exists to serve the members. The members are those people who have paid the membership fee for the current session.
  2. The Board exists to serve the members and to be stewards of the Societies’ assets.
  3. All monies and assets belonging to the society belong to the members, regardless of the source of the funds, gift or asset.

Board Policies:

  1. Procedure for Board Motions:
  • The names of movers and seconders will no longer be recorded.
  • Motions will be recorded in the following format: “ MSC or MSD that… (Motion Wording)”

1.3 Motions will be numbered using the format: (MSC or MSD) (year-month-day).

1.4 Motions will be recorded as either “Carried” or “Defeated”. (MSC 2024-12-09-04)

  1. Contracts

All contracts for the OCC must be approved by a motion of the Board and signed by two of the members with signing authority and to be kept by the Treasurer (MSC 2025-08-20-8 )

  1. Code of Conduct -November 19/24
  • We come to meetings on time, having read the agenda and attachments and prepared to contribute. We are volunteers offering our time and talents, and we respect that everyone’s time is valuable and limited.
  • All Board members are equal. There are designated roles within the Board, but no one member has more power than any other member. All Board members have an equal say and an equal vote.
  • We leave our egos at the door. We view all actions and decisions through the lens of “the Society exists to serve the members”. We exist to serve the members’ interests, not our own.
  • We disclose any potential real or perceived conflicts of interest.
  • We make thoughtful and well-thought-out decisions, taking into account all factors, ensuring that decisions and actions benefit the Society and support its Purpose.
  • We plan and conduct meetings following an established and clear process. We keep full records of meetings, properly composed, and formatted. Minutes are the official record of the Board and its decisions. All decisions will be recorded through motions. Decisions not supported through Motions are not valid. Pre or post approval for expenditures will be recorded through motions.
  • We listen first before speaking or responding. We are adults and act with maturity and calmness. We respect each other’s viewpoints. Every Board member has a voice and has an opportunity to speak and be heard on every issue. We do not avoid conflict or difficult discussions and we are free to agree or disagree with each other and work towards solutions.
  • We ask for volunteers. We assume responsibility for tasks for which we volunteer.

Financial Policies:

  1. The OCC Board authorizes the following signing changes for the OCC ATB Business Account, effective Dec 16, 2024, with two signatures required for cheques. Three board members to have signing authority to provide coverage for always signing cheques. (MSC 2024-12-09-06)
  1. All financial transactions must be approved by a motion of the Board. ( MSC 2025-08-20-7)
  1. Fees for High School, College and University students will be $37.50 (Nov 13, 2019).
  1. 25 choral folders will be available for resale to OCC members at a price of $25.00 each, and that this resale price applies to only to these folders.(MSC 2025-02-19-4)
  1. Donations to outside groups:

That we as the OCC Society Board, do not support the donations of funds to outside charitable groups. (MSC 2025-08-20-5)

Any consideration by the board to give a donation to another outside charitable group, will be taken to the membership for a vote. (MSC 2025-08-20-6)

Membership Policies:

  1. Code of Conduct for members

Members are encouraged to :

  • Be punctual for practices and concerts
  • Be respectful of Choral Direction during practices
  • Avoid the use of scents and perfumes at all times
  • Make best efforts to welcome new members
  • Feel free to contact Board Members if you have any questions or concerns regarding the organization of the OCC
  • Feel free to contact the Director if you have any concerns regarding music or practices
  1. Privacy Policy

Please see the complete Privacy Policy in the OCC Website. (MSC 2025-09-17-3)

  1. Wind-up Party
    • To be held the Monday immediately following the Spring Concert
    • One month prior to the above date, organizers need to plan a menu and cost per person for the event.
    • Three weeks prior, organizers to provide a sign-up sheet for the event and begin collecting payment from members.
    • Final night for payment and signing up- for event is the night of dress rehearsal, to provide attendance numbers to the venue.
    • Members wanting to order individually, can order from the menu and pay the venue separately for their chosen meal.
    • Payments made by members to the OCC for the Wind-up Party will not be refunded in the case of no-shows. (MSC 2025-08-20-9)