Latest Minutes – 28 September 2021
Terms of Reference
1. Club Governance. So far as governance of the Club is concerned, the Board of the Royal Automobile Club Limited and The Committee (of the Club) are the same body (Rules 7- 12). Thus, the Board, which is elected by the membership, exercises sole authority over all aspects of the Club’s affairs.
2. Delegation of Authority. The Board delegates authority for the implementation of Club Strategy and the day-to-day management of the Club to the Secretary and the Club Management Committee. The Club’s four Standing Committees (Pall Mall, Woodcote Park, Elections, Motoring), Sub Committees and Activity Committees are established by the Board. The Board appoints members of Standing Committees and appoints Chairmen of Sub Committees, Activity Committees and Working Groups. The purpose of these Committees and Groups is to act as a sounding board, representing the interests of all members, and to provide advice to the Board and guidance to the Club Management Committee.
3. Officers of Committee:
• Chairman. Overall responsibility for the Choir including chairing meetings, managing the relationship with the Club Choir Conductors. In the absence of the Chair, the Chairmanship of
meetings will rotate between other Officers of the Committee. The Chairman will be appointed by the Pall Mall House Committee.
• Treasurer. Responsible for drawing up the annual budget in conjunction with the Choir Committee for approval by the Pall Mall Committee, through the Club management budget process; monitoring and advising the Choir Committee on expenditure; and arranging for Member subscriptions to be collected by the Club as required.
• Membership Secretary/ Choir Coordinator. Responsible for maintaining a database, using Service Cloud communications to comply with GDPR, of Choir members for the purpose of promoting the Choir’s activities and being the point of contact for new and existing members.
• Events & Marketing. Responsible for planning and publicising the Choir’s activities, working with the Club’s Events Team to market events/concerts and for updating the Choir activity section of the website.
• Librarian. Responsible for purchasing and distributing sheet music to Choir Members; tracking uptake of music; and maintaining a library of copies for the Choir.
• Additional Members. The Officers of the Committee might appoint additional Committee Members to support the Choir Committee as required, for example the roles of Section Leads (Soprano, Alto, Tenor & Bass). The Chairman of the Pall Mall Committee will be an ex-Officio Member.
• Standing Member (non-voting). Only if required, see paragraph 8.
4. Numbers on Committee:
• Minimum. Four
• Maximum. Eight
5. Appointment of Officers. Any new appointment shall be by recommendation by majority vote of the Committee. The name of any person so proposed will be submitted to the Pall Mall House Committee for approval. All Committees may appoint a Vice Chairman should they wish. However, no future Honorary positions such as Honorary President will be permitted.
6. Composition. All committees are to aim for no more than two thirds of their committee members to be of the same gender and are to report annually to the Pall Mall House Committee on gender composition.
7. Term on Committee.
a.Committee Members. Two terms of three years, renewable thereafter by the Chairman of the Committee, who must seek approval from the Pall Mall House Committee to offer further terms of one year each year up to a maximum of nine years.
b. Chairman. The Chairman may serve a maximum of six years as a Committee Member and a further six years as Chairman, up to a maximum of 12 years in the aggregate.
8. Standing Member. Committees may be allowed to appoint one standing member on the committee, in addition to rotating committee members, once they have served on a committee for a maximum of nine years, but only by exception and only if they provide a function which is essential to the successful conduct of that activity. The standing member is not a full member of the committee, has no voting rights and cannot be the Chairman or Vice Chairman. Standing members are to be identified in formal documents, such as minutes of meetings.
9. Quorum. Not less than 50% of the members and the Chairman of the meeting shall have an additional casting vote if necessary.
10. Frequency of Meetings. Minimum four per year and then as required in the run-up to specific events.
11. Appointment of the Conductors. Choir Conductors are to be proposed by members of the Committee and approved by the Choir Chairman. Any Conductor is to be engaged as an independent self-employed contractor for rehearsals, performances and other services which he/she is required to provide. It is the responsibility of the Choir Conductor to find a suitable replacement if he/she is unable to attend a rehearsal/event. The Conductor is not a member of the Choir Committee but may attend, when invited.
12. Objectives. The committee has six core objectives which are listed below:
a. To guide and support the Choir’s overall aim of being a fun inclusive singing group, performing at a range of Club events and concerts, encouraging members of all abilities and experience to participate.
b. To represent the interests of singers in the Club and, in conjunction with the Club Choir Conductors, encourage and support choral musical development.
c. With Club Management, to prepare and monitor a Choir budget and arrange for facilities/resources to be available to undertake rehearsals and events.
d. To promote social interaction between members of the Club through rehearsals and other social events.
e. To publicise the Choir’s activities and recruit new members from within the Club through performances, taster sessions and other singing related events.
f. Working with the Club Choir Conductors to:
i. Plan and oversee the programme of rehearsals and concerts
ii. Select a suitable repertoire and ensure sheet music is ordered and issued to members with appropriate permissions.
13.Responsibilities. The Committee has two responsibilities which are listed below:
a. Annual Reporting. Committees are required to submit an end-of-year report to the Club Secretary and the Pall Mall House Committee by 30 November on the activities conducted during the year, to seek authority for extensions of standing committee members and to report on gender composition and succession plans. This will be considered alongside the budget for the forthcoming year.
b. Representation. All committee members are representatives of the Club and have a responsibility to behave in accordance with the Club’s values, internally at Club events and activities, and externally when representing the Club.
14. Communications and Branding. Committees are to ensure that all communications are in accordance with the Club Communications Guide (including the Gender Inclusive Language Guide), and are compliant with General Data Protection Regulations 2018, seeking approval, support and guidance from the Club’s Communications Department. All branded products and merchandise, such as team sports clothes, are to be designed in accordance with the Club’s Brand Guidelines, requiring approval from the Head of Communications prior to production.