MEMBER HANDBOOKSEATTLE PEACE CHORUS

Fred West, Music Director

How do I get on the e-mail lists?

S E A T T L E P E A C E C H O R U SP.O. Box 30152 - Seattle, WA 98113-0152 (206) 264-5532 www.seattlepeacechorus.org

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Last Updated: Sep 2012

WELCOME

Welcome to the Seattle Peace Chorus (SPC)!

The Seattle Peace Chorus was founded in 1983 to help build a more humane and peaceful world through music. Our international repertoire and citizen diplomacy have come together to build bridges between people.

This handbook has been created to help new members gain a better understanding of who we are and what we do. For all members, it is designed to serve as a reference to and reminders of chorus policy and procedures.

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Questions and Answers about the ChorusWhat are my responsibilities as a chorus member? p. 4

Who are the members, and how are they chosen? p. 4

What are the benefits of being in the chorus? p. 4

When and where do we rehearse? p. 5

How much are dues, when do I pay them, and to whom? p. 5

Do I have to pay for my music? p. 5

What is the attendance policy? p. 6

What if I miss a rehearsal? p. 6

What kind of support is there for new members? p. 7

Who is my section leader? What do section leaders do? p. 7

What if I know someone who wants to audition? p. 7

What do I wear to concerts? p. 7

What is the stage etiquette for concerts? p. 8

How do I get onto the e-mail lists? p. 8

What is the difference between SPC-Business and SPC-Talk? p. 8

Are there opportunities to serve on committees? p. 9

AppendicesI Sexual Harassment Policy p. 12

II Discrimination Policy p. 12

III Governance p. 13

IV Statements of Common Understanding p. 13

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MEMBERSHIP AND RESPONSIBILITIES

What are my responsibilities as a chorus member?The success of the Seattle Peace Chorus depends upon your support of the chorus mission, "to consistently present SPC’s message through choral excellence." You are expected to:

Attend rehearsals, major concerts, and retreats. Learn or memorize music as directed. Practice parts between chorus rehearsals. Sell a minimum of 10 tickets per concert

In order to "to build and sustain harmonious relationships and cultural bridges locally and globally," you are further asked to learn, practice, and model communication skills that nurture harmonious relationships.

The success of the chorus also depends on your active participation in the events, roles, and committees that are critical to the functioning of the chorus. To the extent that you are able, you are expected to:

Participate in concert ticket sales, fund raising activities such as, yard sales, auctions, and other activities as needed.

Volunteer time and skills for roles and/or committees within the chorus. Roles include positions on the Board of Directors and the role of section leader, music librarian, or historian. Committees encompass many tasks. See the descriptions of committees.

Who are the chorus members, and how are they chosen?The Seattle Peace Chorus is composed of 40 -60 singing members from the Greater Seattle area. We strive to be diverse culturally and ethnically, honoring a range of perspectives. Members are chosen on the basis of musical ability, commitment to the SPC mission, and willingness to contribute skills toward the growth of the chorus.

Auxiliary (Supporter) MembersThe Seattle Peace Chorus also has openings for auxiliary (supporter) memberships. Auxiliary members support the chorus mission and want to participate in ways other than singing. They are interested in serving on an SPC committee or as a board member. They pay a nominal fee and are invited to join us for choral tours.

What are the benefits of being a member? By singing together during rehearsals and performances, our spirits and hearts grow through

the collaboration of music. We gain satisfaction by using singing talents to entertain and make social contributions to our

community. We make new friends through a supportive, non-competitive community of people. We enjoy travel opportunities through SPC choral tours, giving us an opportunity to learn and

use our citizen diplomacy skills. We meet and collaborate with a diverse group of performance artists and community groups. We develop singing, volunteer, and leadership skills through our involvement with SPC.

When and where do we rehearse?

When: Mondays, 7:00 p.m. - 9:30 p.m. (doors open at 6:45pm)Where: Keystone Congregational Church (Wallingford neighborhood) 5019 Keystone, Seattle 98103

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S E A T T L E

P E A C E C H O R U S

M I S S I O N

S T A T E M E N T

To communicate through music the

desire for a

just and peaceful world;

To consistently present our message

through choral excellence and

nonviolent activism;

To celebrate life in all its diversity;

To build and sustain harmonious

relationships and cultural bridges

locally and globally.

Carpool!

Easier for all to park

Get to know your fellow

singers

Better for the environment

How much are dues, when do I pay them, and to whom? The dues amount per member is determined by the board and is subject to change. Full payment is due by the third Monday rehearsal in September. A full year’s dues are required in the fall and one year’s participation is expected for each returning and new member.

Payment of dues may be made to the chorus Treasurer.

If you are unable to pay in full by the third Monday rehearsal, you may pay in installments. For example, you may pay $100 in September, $100 in October, and the remaining balance due in November. For exceptions to this policy, please see below, “Guidelines for Members Seeking Assistance with Dues.”

Singers joining for the second half of the season shall pay a reduced amount as determined by the board, and are expected to pay full annual dues the following fall. There are no refunds once the choral season is underway.

Dues are a critical means of support for SPC. They are used to pay basic expenses including (but are not limited to) the salary of the Music Director, the cost of an accompanist, rent for rehearsal space, concert production, and the cost of music.

Payment of dues is necessary for a singer to be considered an active member and thereby eligible to rehearse, perform, and travel at home or abroad with the chorus. Anyone who has an outstanding balance of dues at the end of a calendar year will not be eligible for chorus membership the following year until the balance has been paid.

Guidelines for Members Seeking Assistance with Dues If you are unable to pay the full amount of membership dues, you are encouraged to find a sponsor who will pay your dues in part or in full. With the sponsor’s agreement, the SPC will recognize the sponsor as a “Friend of the Peace Chorus” or “Ally in Peace” in the fall and spring concert programs.

If you are unable to find a sponsor, you may petition the SPC Board for a reduction in dues or for a scholarship. In either case, you must volunteer to contribute your skills, services, and time to support the chorus. You will sign an agreement with the details of your volunteer plan. The exact amounts and numbers of scholarships will change with the financial situation of the chorus, but our goal as an organization is to make it possible for auditioned singers who have financial need to join the chorus. Whether you are reporting a sponsorship or seeking financial assistance, please contact the Membership Committee Chair, who will advise you on how to proceed.

Do I have to pay for my music?Typically, there is no charge for the music, although some musical scores will be available for you to purchase. For some scores, you may be asked to sign out your copy and return it after the concert. Make notations in pencil only. If you damage the score—for example, if you don’t erase your notations—you will be asked to pay the replacement cost.

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What is the attendance policy? The attendance policy is an affirmation of our commitment to the Seattle Peace Chorus’ musical excellence, social cohesion, and organizational health. We recognize that individual attendance affects our collective ability to perform well, to create music in a positive atmosphere, and govern ourselves effectively. Our sense of group wholeness and unity depends upon the steady presence of all of us.

You are expected to attend:

1. Weekly rehearsals (Mondays, 7:00 p.m. - 9:30 p.m.)Plan to arrive at 6:45 p.m. so that you are seated and ready to rehearse at 7 p.m. There is usually a 10 minute break around 8:20 p.m., and business announcements are either made at that time or at 9:15 pm. Sometimes announcements are made during this break. You are expected to stay until 9:30 p.m. to hear announcements, since they concern important business information.

2. Extra rehearsalsTypically, two or three extra rehearsals are held the week before the concert. Occasionally, Saturday morning rehearsals may be scheduled.

3. Sectional Rehearsals as scheduled by section leaders or by the Music Director.

4. Major Concerts (fall and spring)

5. Member RetreatTypically, there is one retreat in the fall and one retreat in the spring. Details and duration of the retreats are determined and communicated each season. You are encouraged to attend retreats as this is an important—and very fun!—community-building event. If this isn’t possible, please make an effort to attend for at least a portion.

6. Annual MeetingThe annual meeting is held in the spring, toward the end of the season. Usually, a potluck precedes the meeting. At the meeting, new board members are elected and policy changes, including changes to the bylaws, are voted on.

If you are unable to attend the annual meeting, you may express your opinion in advance of the meeting to any board member, who will convey this information at the meeting. You are expected to familiarize yourself with any policy changes or changes to the bylaws that are enacted at the meeting.

What if I miss a rehearsal?You may miss no more than three rehearsals during the concert preparation period, which lasts approximately 12 weeks. Missing more than three rehearsals, whether planned or unplanned, is considered an extended absence. If you incur an extended absence, please confer with the Music Director—ahead of time, if possible—to determine if you are capable of performing in the concert and what you must do to make up for lost rehearsal time. At the director’s request, the Membership Committee chair or the board president may assist with these situations

If you know that you will miss a rehearsal, please notify your section leader (s) prior to your absence, if possible. Contact your section leader(s) after missing a rehearsal to find out about any musical notations you might have missed.

What kind of support is there for new members?Your Section Leader will serve as the primary support function for new members. In addition, experienced SPC singers are expected to support new members by reaching out and helping to answer any questions as necessary.

Bring to rehearsals:

o music in binder

o pencil with eraser

o water

o Tape recorder (optional)

Fragrances

Please avoid wearing perfumes or scented

creams at rehearsals and performances as

they affect the breathing and voices of some

members – even when applied in moderation.

Going to miss a rehearsal or be

late?

Let your Section Leader know!

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Experienced members are expected to check in with new members to see how they are getting along. Do they have the music ? Are they receiving the Peace Notes? Experienced members are also expected to help new members get to know other singers.

Who is my section leader? What do section leaders do?Section leaders will be announced at the beginning of each season. Each music section will have a section leader. Use your section leader as a resource. Call or email them if you plan to be late or absent to a rehearsal. Ask them questions and keep them informed.

Note: • Section leaders are appointed by the director. • Some sections may have two leaders who share responsibilities.• Section leaders are evaluated and reappointed each year. Section leader qualifications and responsibilities:

• Attends rehearsals regularly.• Keeps attendance records for section members.• Demonstrates good musicianship.• Is proactive in the following ways:

o Schedules sectional rehearsals, as needed.o Provides feedback to the Music Director regarding problematic musical passages for that

section.o Works with the director to achieve section's concert readiness.o Contacts members of the section when repeated absence is an issue and consults with the

Director as necessary.

What if I know someone who wants to audition?Have a friend who would like to join the chorus? Auditions are generally held in the fall before rehearsals begin and again in December. Auditions can be held at other times, but special arrangements must be made. To find out about auditions once the season has begun, contact Pat Clayton (Soprano).

What do I wear to concerts?Women: black long sleeve floor length gown, or black long sleeve blouse with black pants; black opaque stockings; black, closed-toe shoes. Nothing shiny, no fragrances.

Men: black long sleeve shirt (no tees or turtle necks), black pants, black socks, black closed-toe shoes. Nothing shiny, no fragrances.

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What is the stage etiquette for concerts?To communicate our professionalism and to contribute to a polished performance, we follow these stage etiquette guidelines:

Walk on and off of the risers with your music binder at your side and facing away (upstage) from the audience.

When you walk on stage and face the audience, smile to communicate the joy you feel in anticipation of a wonderful concert!

Keep your eyes on the Music Director, or, during a performance by a soloist or group, on the performing artist(s).

Smile back at the audience when they applaud. During the applause, quietly turn pages to the next song. Refrain from talking, whispering, or sending "knowing glances" to other singers, even between

songs. Refrain from waving to or signaling to anyone in the audience throughout the performance. Refrain from putting your hands in your pockets. Refrain from touching your face. Enjoy each piece you are singing!

COMMUNICATIONS

How do I get on the two e-mail lists?

Once you are accepted into the chorus, the Membership Committee chair will contact the e-mail list administrator and provide your e-mail address. The email list administrator will add you to the SPC-Business and SPC-Talk e-mail distribution lists.

What is the difference between SPC-Business and SPC-Talk?

SPC-Business@seattlepeacechorus.org is for information about official chorus matters only.

Only current dues-paying members are on SPC-Business.

Current dues-paying members that have an email account must be on this list, as important information about rehearsals and concert will be communicated here.

Any dues-paying chorus member can post to SPC Business. Appropriate postings are from:

the Music Director the person posting the Peace Notes a board member making an announcement an individual working on a Seattle Peace Chorus event who needs to convey information

related to concerts, travel, fund-raising, etc. any current chorus member who has lost their music, water-bottle, etc.

SPC-Talk@seattlepeacechorus.org is for chorus community announcements. Being on this list is optional. The list includes current chorus members and other individuals, including chorus supporters and former chorus members. Joining this list is optional. If you want to opt out, contact the email list administrator.

A sample of appropriate topics for posting to spc-talk@seattlepeacechorus.org:

social justice

BLACK MUSIC BINDERWe memorize short, less formal music. For longer, more challenging pieces, we rely on our music. Please put your music, in concert order, in a regular black, 3-ring binder. A professional music binder with 3-rings and elastic bands for holding bound scores is also available for about $25. In the past, we have ordered these from the Missoula Community Chorus; however, they are not currently available from this source. You can order a professional binder online.

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a rally a march a speaker a film, play, or other cultural even a party feedback about our concerts an apartment for rent kittens who need homes

How to Post

Create an email addressed to either:

SPC-Business@seattlepeacechorus.org or SPC-Talk@seattlepeacechorus.org

Reminders:

You must post using the email address used to subscribe to either, or both, lists. Please reserve SPC-Business for official notices so that they can be easily spotted. Reply to only the person who has posted the e-mail unless it’s necessary to “Reply to all.”

We want to cut down on unnecessary e-mails as much as possible. Any changes to your subscriptions can be managed by you by using the links at the

bottom of every email received from spc-business@seattlepeacechorus.org and spc-talk@seattlepeacechorus.org.

COMMITTEES

Are there opportunities to serve on committees?The chorus welcomes your presence on SPC committees, and you are strongly encouraged to volunteer. Following, in alphabetical order, is a list of the committees, along with descriptions of their activities. Some committees are only active intermittently, as needed. Please consider participating in these great opportunities to support the chorus and to build your community, and sign up as soon as possible. Active participation on these committees is critical for keeping the chorus functioning.

Budget and Finance TeamRequired members include treasurer(s), president, and the chair of the Resource Development Committee (see below). Others are welcome to join. Oversees budget and review finance issues. Proposes SPC annual budget for member comment, board review, and adoption. Proposes SPC member dues structure. Monitors revenue/expenses, including dues payments, and reports to board on same.

Community Outreach Committee Coordinates publicity. Oversees SPC community relations and efforts to increase awareness of the SPC in the

community, including identification with and support for the SPC mission. Proposes ways for the community to support the SPC mission, such as contributions of

humanitarian aid in conjunction with SPC travel, benefit concerts, or donation of a percent of proceeds from sales of CDs, tee-shirts, mugs, and other items.

Maintains the website (www.seattlepeacechorus.org); webmaster includes summary of concerts and chorus participation in other events for each season.

Concert Production Committee As program plans take shape, proposes detailed concert budget for board review and

adoption.

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Assures compliance with grants to the SPC and reports to board on same. Assists the Music Director in planning logistics of concert production. Overseas and assists in the promotion of SPC performances, including advertising, pre-event

interviews, news articles, mailings, and so on. Recruits or leads task teams to set up, staff, and manage the performance, including both

house- and stage-management. Recruits advisors, former members, and community supporters, as appropriate, to help with

the planning.

Subcommittee: Costume Committee o Proposes performance attire for board/member approval and oversees costume

arrangements for all members.

Membership Committee Oversees recruitment efforts. Responds to audition requests and works with Music Director to set up auditions. Introduces new members to section leaders and to the chorus at large. (The Music Director or

board president may also make introductions.) Encourages experienced SPC singers to help new members feel at home.

Communicates new member e-mail addresses to the e-mail list manager. Maintains the membership roster and sends out updated rosters via an e-mail attachment. Updates the SPC Member Handbook at the beginning of fall season. Helps with retreats, elections, SPC community building events – ie picnic, and so on, as

needed.

Peaceful Communication GroupTo fulfill the chorus mission, “To learn, practice, model, and share communication skills that nurture harmonious relationships,” Peaceful Communication Group members study and practice the principles of non-violent communication. The group also shares the concepts and tools of non-violent communication at member retreats, and may offer workshops and other activities during the season..

Repertoire Committee Works with the Music Director to review and advise on music repertoire, helps find music, and

plans future events. With the Music Director, proposes and plans the SPC's schedule of performances (at least

one year ahead), including program themes and general outlines. Oversees the spoken word in performances, perhaps engaging outside speakers. Identifies liaison to work with person in charge of printed concert program to confirm order of

pieces for each concert and name(s) of narrators. Oversees and manages small group performances. Selects pieces and themes for future CD recordings. Selects a standing repertoire of 8-10 not-too-difficult songs that are good rally and

spontaneous songs. Develops a song book of sing-along-type songs for spontaneous sings where audience can

participate.

Resource Development Committee Oversees fundraising, grant-seeking, and SPC financial resources. Updates and builds "Friends of SPC" donor list. Plans appeals for contributions via mailings, concert program inserts and so on. Builds the SPC's grant-seeking ability; develops and maintains a fundraising portfolio

(i.e., the SPC’s organizational resume). Oversees the plans and deadlines for grant applications, major donors, and grant-writing. Develops plans for SPC fundraisers and recruits or leads task groups to carry out fundraising

activities or events. o Oversees the biennial auction (procures auction items, organizes publicity, mailing and

promotion of the auction; dinner and entertainment planning; organizes and oversees the flow during the auction and dinner.

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o Oversees the annual yard sale (recruits volunteers, procures materials, secures site) and other fundraising activities

Proposes, plans, and carries out arrangements for design of SPC logo and production of tee-shirts, mugs, or other items for sale.

SWAT (Singers with Activist Tendencies) Promotes the appearance of the chorus at community events such as rallies and marches. Contacts organizers of community events to arrange for appearance by chorus. (These events are optional for chorus members.) Recruits singers, provides singers with information about event logistics. Selects music, arranges for the Music Director, Assistant Director, or a substitute to lead

singing.

Travel Committee Plans travel for SPC trips, including travel logistics. Offers rationale to chorus about options for destinations. Develops theme, trip mission and description for internal and external communications that

can be used for publicity, grant writing, and other needs. Recommends to the board pre- and post- trip-related events to further the SPC mission;

oversees these activities. Reports to the board on experiences during the trip and effectiveness of the trip.

Chorus HistorianIn addition to the above committees, a volunteer serves as the chorus historian. The historian maintains archives of concert programs, concert publicity, and information and handouts about other chorus events, including concert tours. For a full history of the chorus, see www.seattlepeacechorus.org/history.htm.

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APPENDICES

I Sexual Harassment Policy

The Seattle Peace Chorus will not tolerate sexual harassment by any member or employee directed toward anyone within the SPC organization. This policy must be adhered to by all chorus members and employees.

Sexual harassment is defined as unwanted repeated advances, suggestions, comments, stories, or jokes of a sexual nature which create an uncomfortable situation for any individual or the group as a whole. This behavior is counter to the mission and ideals of SPC, which include respect for all chorus members and employees. In addition to violating SPC policy, sexual harassment is against the law.

If you believe you have been sexually harassed by any member or employee, contact a member of the SPC Board. Upon your request your complaint will be brought to the SPC Board for investigation. This will be done with discretion and total confidentiality. Your identity and the content of your complaint will be protected.

Violation of the Sexual Harassment Policy could be reason for membership revocation or employment termination.

II Discrimination Policy

Seattle Peace Chorus will not tolerate discrimination directed at any member or employee based on gender, religion, age, race, disability, or sexual orientation or preference. This policy must be adhered to by all chorus members and employees.

Discrimination is counter to the mission and ideals of SPC which include respect for all chorus members and employees. In addition to violating SPC policy, discrimination is against the law.

If you believe you have been discriminated against by any member or employee, contact a member of the SPC Board. Upon your request they will bring your complaint to the SPC board for investigation. This will be done with discretion and in total confidentiality. Your identity and the content of your complaint will be protected.

Violation of the Discrimination Policy could be reason for membership revocation or employment termination.

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III Governance

Board Of DirectorsThe Seattle Peace Chorus is an incorporated non-profit 501-C (3) charitable organization. It is governed by a board whose members are typically elected for two-year terms. Except for the Music Director, there is no paid staff. The remaining functions of the organization are solely the responsibility of its volunteers.

The Music Director is a non-voting member of the board. Board members are elected in the spring and generally meet on a monthly basis, currently the second Tuesday of the month. All members are welcome to attend.

IV Statements of Common Understanding

Amongst the members of the Seattle Peace Chorus, we have a high level of agreement with the following statements about the Seattle Peace chorus and its mission.

Our commitment to peace through nonviolent activism means that: We participate in events that protest violence, war and injustice. We are against the type of strike that began the Iraq war.We demand humane treatment for prisoners and civilians in accordance with international law.We pursue a peace and justice agenda consisting of a well –defined focused set of priority issues in which we center our activities.We could support acts of nonviolent civil disobedience on a case by case basis that further our mission and agenda.We expect every member to support our mission.

Our commitment to peace through nonviolent activism does not mean that we expect every member to engage in activist activity in addition to singing in concerts.

Building and sustaining harmonious relationships means that we must model with each other those relationship that we strive to obtain in the larger world.

Creating cultural bridges includes traveling domestically and internationally to engage in people –to-people diplomacy in the cause of peace. Creating cultural bridges includes identifying projects worthy of our support as a result of our travels and people –to-people diplomacy

Our commitment to integrating peace activism and choral excellence means that we recognize that they complement each other to further the SPC mission.

The Seattle Peace Chorus is well served by having a range of views within overall agreement on the vital peace issues of the day to achieve a focused message.

The Seattle Peace Chorus is a peaceful, humane, diplomatic, culturally knowledgeable voice representing our country in a manner that builds international respect, understanding and cultural awareness. We are for a better America by cooperating with , listening to , and learning from the international community.

(The next two items are important but are lower priority than the above listed statements.)

Our commitment to celebrating life in all of its diversity means that part of our political agenda includes taking positions and engaging in actions that support a sustainable environment, and that we protest programs and acts that destroy or degrade the environment.

Our commitment to peace through nonviolent activism means that we engage in active efforts to help victims of violence, war, and injustice.

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(The following statements are important to many members but they do not represent a common ground for all members)

Our commitment to peace through nonviolent activism means that we raise funds for other peace organizations.

Spreading peace and justice is a higher priority than helping victims of war and injustice

The purpose of people –to-people diplomacy through travel to other countries is to promote our agenda for peace and justice when it disagrees with that of our government..

Our commitment to peace through nonviolent activism means that :We participate in and support acts of civil disobedience.We make direct appeals to decisions makers as one of our strategies.

When choosing travel destinations the first consideration is to countries where there is conflict between our government and theirs. When faced with an unavoidable choice, we will routinely choose nonviolent activism over choral excellenceWhen faced with an unavoidable choice, we will routinely choose choral excellence over nonviolent activism.

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