Constitution of Saint Cecilia's Youth Orchestra

SECTION A: General Matters

Name

1. The official name of this group shall be St. Cecilia's Youth Orchestra (SCYO).
2. St. Cecilia is the patroness of music in Roman Catholic tradition.
3. Official Translations of the name:
1. 繁體字：聖則濟利亞青年樂團
2. 簡體字：圣则济利亚青年乐团
3. 日本語：聖セシリア青年楽団
4. 朝鮮語：성 체칠리아 청년 악단

Statements

4. Our motto: "What you are is a gift from God, but what you become is a gift to God";
   in Chinese: 「才藝天主賜、成就獻主前」
5. Our slogan: "Run by youths; run for youths"; in Chinese: 「青年為青年經營」
6. Church statement: SCYO encourages participation of the youth especially at Saviour of the World Chinese Catholic Church (SOTW) and invite non-Chinese and non-Catholics into our community.

Vision

7. Our mission is to help the youths develop musical and life skills in a social and engaging manner.
8. Our core values are
1. Commitment and responsibility
2. Helpful to others
3. Respect for others
4. Integrity and honesty
5. Self motivation and passion
6. Transparency and democracy
9. Our purpose is
1. To put our talent in music to good use and share this gift
2. To promote both Chinese and Catholic musical traditions
3. To promote friendships regardless of ethnicity, religion, gender, and class
4. To provide a social setting for youths to grow in solidarity
5. To provide a learning environment for training and nurturing musical skills

SECTION B: Operations

Group Gatherings

10. SCYO operations are divided by 3 seasons that correspond with performance opportunities and school year.
1. Winter — January to June
2. Spring — July to August
3. Autumn — September to December
11. SCYO fiscal year begins September. SOTW fiscal year begins January.
12. All practice sessions happen weekly, except on holidays, including Chinese cultural, Catholic, and national (bank) holidays.
13. All members are expected to attend the Annual General Meeting.
14. All members of the executive committee are required to meet at least once a month.

Performance Protocols

15. SCYO's participation at events will be decided on a case-by-case basis.
16. Participation will be determined based on criteria, including but not limited to notice given, venue, location, and repertoire.
17. A member of the executive committee needs to be informed of a performance 3 weeks before the performance date.
18. Mandatory rehearsals may be extended around performance time at the discretion of the Artistic Director and the Principal Conductor.

Performance Uniform

19. Male upper body: White dress shirts with black suit jacket and must wear a dark-coloured tie
20. Female upper body: Black blouse or dress shirt
21. Male lower body: Black dress pants
22. Female lower body: Black dress pants or skirt (must wear dark-coloured tights if wearing a skirt)
23. Footwear: Black closed-toe dress shoes with dark-coloured socks

Sponsorship and Donations

24. All monetary and in-kind donations over $100 must be approved by SOTW and SCYO.
25. All decisions must be made in adherence to the SCYO Sponsorship Policy.

SECTION C: Membership

Eligibility

26. Every member shall accept the SCYO Constitution upon admission.
27. Membership may be revoked upon violating any section in the SCYO Constitution.
1. Suspected violators may be reported at anytime to the Executive Committee
2. Revoking memberships can only be executed with an affirmative vote of a minimum of 80% of all voting members of the Executive Committee.
28. Every member must be between 11 and 33 years old and must be within this age range at the end of each season.
29. Anyone who possess basic knowledge of playing a musical instrument and optional sight-reading ability (recommended)
30. SCYO members do not have to be Chinese nor Catholic.
31. All members must pay their membership fee within 3 weeks of the admission date.
1. Members who join during the middle of the season are to pay the amount as if it was the start of the season.
2. Members who join for the whole year shall pay $10 to cover the entire fiscal year.
3. Members who join for only the Autumn Season will pay $5.
4. Members who join for only the Winter Season shall pay $7.
5. Members who join for only the Summer Season don't need to pay.
6. Interest of $1/month will be levied on members who do not pay on time.

Initiation and Re-initiation

32. SCYO Membership must be renewed for each season.
33. All new SCYO members must have music
34. All new SCYO members must have parts assigned to them
35. All new SCYO members must have access to members area on website www.scyo.net
36. All new SCYO members must be on the SCYO mailing list
37. All new SCYO members must have handed in a registration form
38. All new SCYO members must have handed in a general transportation waiver for the season
39. All new SCYO members must have handed in a general activity waiver for the season

Responsibilities

40. All SCYO members are required to
1. practice regularly
2. acquire (printing and bringing) music required for practice
3. acquire (renting, owning or borrowing) an instrument for the season
4. check website and email periodically for updates and announcements
41. All SCYO members must attend
1. general meetings
2. scheduled rehearsals
3. scheduled performances if 75% of the season's rehearsals have been attended
42. All SCYO members must inform
1. the principal conductor if unable to make rehearsal at least 2 days in advance
2. the principal conductor if unable to make performance within a week of being informed of the performance
3. the executive council of possible performance opportunities

SECTION D: Executive Committee

Governance of the Directors

43. All SCYO members with at least one season of experience are eligible for becoming a part of the Executive Committee.
44. An SCYO member is allowed to hold maximum of two positions, except in circumstances when there are not enough members in SCYO for this criteria to be met.
45. Every Executive Committee member shall accept their duties as outlined in this section of the Constitution.
46. Membership in the Executive Committee may be revoked upon insufficient fulfillment of their duties.
1. Any SCYO member may file complaints about any Executive Committee member at anytime to any member of the Executive Committee.
2. Revoking Executive Committee memberships can only be executed with an affirmative vote of a minimum of 80% of all other members of the Executive Committee.
47. Executive Committee Members must be screened by SOTW (Screening Committee).
48. Any Director of SCYO may exercise their right to resignation at any time by informing the Chief Director of their intentions at least 1 month before the resignation date.
49. Elections are held every year at the end of December.
1. All candidates must apply to run in the election.
2. All applications will be reviewed by the Chief Director.
3. Votes are to be casted for the positions to elect first the Administrative positions, then Internal Affairs positions, and finally the External Affairs positions; the exact order follows the order of which the positions are listed in this section (in the following).
4. 75% of all registered SCYO members have to vote in order for the election to be ratified.
5. The new Executive Committee starts working in January.

Chief Director

50. The Chief Director is responsible for working towards the vision for SCYO.
51. All executive decisions must be approved by the Chief Director.
52. The Chief Director oversees the operations of SCYO with the assistance of the SCYO Executive Committee and SOTW representatives, with whom the Chief Director is responsible for keeping in correspondence.
53. In the absence or incapacitation of a Director, the Chief Director will appoint interim position until a successor is chosen
54. In the absence or incapacitation of the Chief Director
1. transactions $60 or over must be approved by 60% of the Executive Committee.
2. the Chief Secretary becomes Interim Chief Director until a successor is chosen.
55. The Chief Director is specifically responsible for
1. hosting monthly Executive meetings.
2. delegating and ensuring completion of responsibilities.
3. approving of the organization's spending.

Chief Secretary

56. The Chief Secretary is responsible for assisting the Chief Director and all of the related duties.
57. The Chief Secretary creates and maintains administrative records.
58. The Chief Secretary is specifically responsible for
1. taking meeting minutes at Executive meetings.
2. taking attendance at rehearsal.

Finance Director

59. The Finance Director is responsible for the financial matters of SCYO, and for keeping SCYO and SOTW informed.
60. In the absence or incapacitation of the Chief Director, the Finance Director may approve transactions under $60.
61. The Finance Director is specifically responsible for
1. updating and maintaining SCYO financial records.
2. producing financial statements, including public release of statements.
3. allocation of organization's spending.

Information Technology Director

62. The IT Director is responsible for working with all online resources and social media used by SCYO.
63. The IT Director is responsible for looking out for new technology that would be valuable to SCYO.
64. The IT Director is specifically responsible for:
1. updating and maintaining SCYO's website.
2. ensuring member access to member's section of website.
3. ensuring new members are included in mailing list.
4. ensuring access to social media websites (such as Twitter and Facebook).
5. maintaining the SCYO online music repertoire library (such as in Box.net, Dropbox, Live Mesh).

Activity Director

65. The Activities Director is responsible for co-ordinating spiritual, recreational and social service activities for SCYO, both internally and with other youth or focus groups.
66. The Activity Director is specifically responsible for
1. planning and implementing any non-musical ensemble activities.
2. fostering a welcoming atmosphere at SCYO.

Principal Conductor

67. The Principal Conductor is responsible for collaborating with the Artistic Director on musical decisions.
68. The Principal Conductor is responsible for professionally running rehearsals
69. The Principal Conductor professionally represents SCYO in the eyes of the public.
70. The Principal Conductor is specifically responsible for:
1. studying and interpreting each piece.
2. running rehearsal that guides the ensemble towards the interpretation of the piece.
3. planning rehearsal itineraries and informing members 3 days before rehearsal date.
4. maintaining discipline during rehearsals.

Artistic Director

71. The Artistic Director is responsible for the planning and preparation of repertoire for SCYO through all the seasons.
72. Musical repertoire is selected based on skill, interest levels of SCYO and entertainment value to audiences.
73. In the absence or incapacitation of the Principal Conductor, the Artistic Director appoints an Interim Principal Conductor until a successor is chosen.
74. The Artistic Director is specifically responsible for
1. acquiring and arranging scores.
2. designating parts for ensemble members.
3. providing musical critique whenever necessary.
4. appointing and coaching section leaders, as well as organizing sectionals.

Mass Ensemble Director

75. The Mass Ensemble Director is responsible for the administration of the SCYO Mass Ensemble (SME)
76. SME contributes to the SOTW 12 noon mass on the 4th Sunday of every month (the Youth Mass).
77. SME works in collaboration for the Youth Mass and is not responsible for the operation of the mass itself.
78. The Mass Ensemble Director is specifically responsible for
1. acquiring and arranging musical scores.
2. enlisting players and organizing rehearsals.
3. running rehearsals and providing productive critique for improvement.

Concert Planning Committee Chair

79. The Concert Planning Committee (CPC) Chair is responsible for forming the CPC for the purpose of organizing the logistical aspect of the annual SCYO Spring Concert.
80. The Concert Planning Committee Chair is specifically responsible for
1. creating special purpose teams and appointing team heads.
2. conducting regular CPC meetings and delegating all necessary details.
3. coordinating with SOTW for concert date, setup, equipment and mass announcements.
4. sponsorship relations.
5. concert promotion and ticket sales.

Logistics Director

81. The Logistics Director is responsible for organizing the logistics for all SCYO rehearsals and performances other than the annual SCYO Spring Concert.
82. The Logistics director is specifically responsible for
1. researching and presenting possible performance opportunities to executives.
2. ensuring contact between SCYO and the performance organizers.
3. informing ensemble about upcoming performances and related protocols.
4. organizing transportation of members and equipment to/from performances.
5. updating and maintaining the hard copy repertoire library and ensuring the current season's collection is present at all rehearsals and performances.

Public Relations Director

83. The Public Relations Director is responsible for promotions, sponsorship, and recruitment for SCYO, as well as inter-SOTW-group and community relations.
84. The Public Relations Director is specifically responsible for
1. creating and organizing information for recruitment material, such as but not limited to brochures, posters, banners, business cards, apparel, and press releases.
2. locating venues for promotion of the group and of performances, such as but not limited to contacting newspapers, schools, churches, and community centres.
3. monitoring and updating social media properties, such as but not limited to Facebook and Twitter.

SECTION E: Special Matters

SOTW Representatives in SCYO

85. The Adult Advisor is an appointed representative from SOTW but may not be a member of SCYO that helps oversee running of SCYO and is responsible for co-ordinating SOTW policies to SCYO.
86. The Spiritual Director is an appointed representative from SOTW who may be a member of SCYO and is responsible for regulating spiritual aspects for SCYO.

Community Service

87. Membership in SCYO and its core activities do not fit the guidelines for the compulsory community service component required by the Ministry of Education of Ontario for the Ontario Secondary School Diploma (OSSD) nor the guidelines for the Creativity, Activity, Service (CAS) component of the International Baccalaureate Diploma Programme (IB), unless
1. certain activities within SCYO or the Youth Ministry are approved by a SOTW representative.
2. the member is a member of the Executive Committee.

Constitutional Amendments

88. Additions, deletions, or changes may be made on the SCYO Constitution at any time.
89. Amendment requests must be submitted directly to the Chief Director.
90. Each amendment will be discussed and voted on by active members of the Executive Committee with the Adult Advisor and the founder (Constitution Amendment Committee).
91. A constitutional amendment can only be passed with an affirmative vote of a minimum of 80% of the Constitution Amendment Committee.
92. After amendments are agreed upon by the Constitution Amendment Committee, the executive committee will update the constitution and ensure that all members of SCYO have access to it.

Not-Withstanding Clause

93. All guidelines in this constitution are within reasonable limits.
94. Subsidiaries of SCYO inherit this constitution in its entirety upon formation.
95. Subsidiaries of SCYO may choose to override certain portions of this constitution.