1. Name of Organization

A. This organization shall be known as the College of William and Mary Cleftomaniacs.

II. Purpose of Organization

A. The Cleftomaniacs shall be a coed a cappella group. The group can sing any genre of music the members deem appropriate.

III. Membership in Organization

A. Any student in the William and Mary community is eligible for membership in the Cleftomaniacs. This includes both undergraduate and graduate students. This also includes any former undergraduate or graduate students who have taken a temporary leave of absence from the college.

B. Membership in the Cleftomaniacs shall be determined by an audition process. Auditions may include, but are not limited to, the auditions scheduled by the A Cappella Council at the beginning of each semester. The decision to have auditions can be made at any time and proposed by any member, and is to be determined by a two-thirds (2/3) vote.

C. The agenda for auditions shall be determined by the Music Director after he or she has received input from the other members.

D. Directly after auditions, the group will hold a meeting in which it decides whom it is willing to accept as new members. The group will also determine an order of preference for the potential new members. The Business Manager or the Music Director will act as moderator for the meeting, and any continuation of debate or call for a vote shall be determined by the moderator. Any decision made by the moderat

or can be overturned by a majority vote by all members present. The final preference list shall be approved by a unanimous vote by all members present.

E. For any vote to occur, two thirds (2/3) of the group must be present.

F. Dues for membership in the Cleftomaniacs shall be $20 per academic semester. Accommodations will be made for anyone financially unable to pay his or her dues.

IV. Offices

A. The offices of the group are Business Manager, Music Director, Assistant Music Director, Treasurer and Public Relations Chair. Every officer is expected to keep a binder with all information pertinent to their office, which is to be given to the next person to hold the office before the end of the semester.

B. The Business Manager is expected to be the primary administrator for the group. This includes coordinating potential concert opportunities and maintaining a group roster. It also includes handling any necessary communication with current and former members of the group. The Business Manager is also the spokesperson for the group.

C. The Music Director is responsible for all musical aspects of rehearsals and performances and for scheduling extra rehearsals as needed. He or she also is responsible for deciding which songs the group will perform at a given performance, taking into account the sentiments of the group. The group can overturn the Music Director’s decision by a majority vote.

D. The Music Director and the Business Manager shall together make any pressing decisions when a group vote cannot be obtained, taking into account information from other officers or specific group members, if necessary.  The Music Director and the Business Manager together will make up the representatives to the A Cappella Council.

E. The Assistant Music Director is responsible for helping the Music Director in any way needed. He or she should conduct certain songs and run certain rehearsals to ensure that, in the case that the Music Director cannot attend a rehearsal or performance, the group can continue to run smoothly.

F. The Treasurer is responsible for all financial records and transactions for the group, including, but not limited to, reimbursement of group members for expenses incurred because of group activities, management of group funds, and the costs of CD recording and production. The Treasurer will coordinate with the Public Relations Chair in fundraising.

G. The Public Relations Chair is responsible for publicizing the group around campus. This includes, but is not limited to, publicizing concerts, auditions, and CD sales and releases. The Public Relations Chair is also responsible for updating and revitalizing the group website. (Fall 2012)

V. Elections

A. The five (5) officers will be elected prior to the end of the winter semester. Each candidate must be nominated for a specific office by a member of the group; self-nominations are accepted. Each candidate must be present to accept his or her nomination and will be allotted two (2) minutes to speak on his or her behalf. Nominations shall occur in the same order as the offices are listed above, and a vote will occur for each office before nominations for the next office begin. The candidates shall leave the room following their speeches so that the group may freely discuss and vote.  

B. The current Business Manager shall act as moderator in addition to having a vote.  If the current Business Manager is a candidate for a position, he or she shall be replaced as moderator for that position only. The order of succession is as follows:  Music Director, Assistant Music Director, Treasurer, Public Relations Chair. The voting process shall be defined as follows:

1. The group discusses the attributes of the candidates.

2. The moderator decides that debate is over and calls for a vote. The moderator’s decision can be overturned by a majority vote.

3. All present members shall vote for one candidate. The candidate with the least number of votes shall be eliminated from contention.

4. The moderator may decide that further discussion is required. After that further discussion has concluded, repeat step 3.

5. This process shall continue until only one candidate remains.  

If a vote results in a tie between two candidates, one of whom must be eliminated, the group will vote, following a brief discussion, on which of the two candidates shall be removed from contention for that office. If a tie occurs again, the moderator may decide to continue discussion and hold another vote, or, if the group is hopelessly deadlocked, a simple majority vote will suffice. Again, the moderator’s decision may be overturned by a majority vote. Any member may abstain from voting, but a minimum of two thirds (2/3) of the present members must vote for the election to be valid.

D. Each term for any office shall last for one year. No office has a term limit. If an office is vacated or empty, a special election shall occur at the group’s next meeting to fill the vacancy. The voting process for a special election is identical to the voting process detailed above. If an officer fails to meet his or her specific duties, any member can call for a vote to remove said officer. A two-thirds (2/3) majority of all group members is required for such a removal.

VI. Meetings and Attendance

A. Whenever possible, the group shall rehearse at least two (2) times per week. Members of the Cleftomaniacs are expected to be at all practices and performances. Each member is expected to arrive early enough so that practice can start at the appointed time.

B. Excused absences are defined as absences due to major illness, family emergency, mandatory class attendance, and unavoidable job conflict. All other absences are unexcused absences. Each member of the Cleftomaniacs is allotted a maximum of one (1) unexcused absence per semester. If a member accrues more than the allotted unexcused absences, he or she will have to meet with the Business Manager and the Music Director to discuss the consequences.

C. A member must contact the Business Manager or Music Director with reasonable prior notice if he or she will miss rehearsal or arrive late to a rehearsal or concert warm-up. If a member arrives more than five (5) minutes late three (3) times to either a rehearsal or a concert warm-up without giving an excused reason specified above, he or she will accrue an unexcused absence.

D. If a member misses a rehearsal or a concert without contacting the Business Manager or the Music Director, he or she will have to meet with the Business Manager and the Music Director to discuss the consequences. Possible consequences include, but are not limited to, a warning, the re-audition of a solo, removal from group temporarily or permanently, and removal of group with grant of re-audition the following semester. The board will decide on a punishment and the group, excluding the individual in question, will vote to agree to the punishment, or choose a new one. In extreme cases if a problem has not been solved after a warning, the issue will be brought to the entire group. The individual in question will be allowed to defend their position, explain their situation, and make suggestions to what consequences should take place. The group is then allowed to vote on the member in questions place in the group (Fall 2014.)

E. Members of the Cleftomaniacs are required to notify the Music Director at least three (3) weeks in advance if they have to miss a concert, excepting if they must miss the concert for any of the excused reasons listed above that were unknown to the member three weeks in advance. Any member that fails to do this will have to meet with the Business Manager and the Music Director to discuss the consequences.

F. If a member misses one or more of the rehearsals before a concert or major event, he or she will not sing at the concert or major event unless the Music Director deems said member’s participation indispensable to the group’s performance.

G. The Music Director can schedule or cancel rehearsal, but his or her decision can be overturned by a majority vote. The group can decide whether or not it will perform at a certain event by a majority vote.

VII. New Arrangements

A. Music can be arranged for the group by any member. Before arranging a song, a member should mention it to group to determine if the group is interested in learning and performing said song. The Music Director will decide, with input from the group, when the group will begin learning a recently arranged song. The arranger and the Music Director will work together to help teach the song to the group.

B. By the rehearsal during which the group will begin to learn the new arrangement, the arranger must make sure the new arrangement is copied, either stapled or hole-punched, and brought to rehearsal to ensure that each member of the group may have his or her own copy.

C. When the Music Director has determined that sufficient progress has occurred with a new song, if applicable, he or she will announce solo auditions for some subsequent rehearsal. Solo auditions shall be conducted identically to elections, except that, in place of a speech, members desirous of the solo shall perform a portion of the solo chosen by the Music Director.

VIII. Retreats

A. Once per semester, the group will hold a retreat to build unity and teamwork among members. The dates and times of departure and arrival to and from campus must be planned at least one week in advance for the sake of the hosts of the retreat, and to allow any work not pertaining to the Cleftomaniacs to be done ahead of time. Such planned dates and times are not subject to change.

B. The retreat will include hours of rehearsal designed to prepare the group for the semester. Also, the group will participate in activities that are not musically based to build relationships among members.

Ratified December 2006

IX. Amendments

A. Any member of the group may submit to the group a written amendment to the constitution. After discussion, an amendment takes effect immediately if and only if it is approved by a four-fifths (4/5) majority of all current members in the group.

X. Ratification

A. This constitution takes effect once it is unanimously approved by the current members of the group.

B.  The above Constitution was voted into affect on December 9, 2006.

 

Amendments

 

I.   In addition to his or her other responsibilities, the Public Relations Chair will handle fundraising for the group in coordination with the Business Manager. PR will also send a quarterly newsletter to alumnae and fans concerning the group’s activities as well as letters concerning donations to the group.

II.  In addition to their other responsibilities, the Public Relations Chair and the Business Manager will together head the Recording Committee responsible for CD production and sale

III.   Members do not have to be present at elections to run for office in the case of study abroad, semester off, or emergency circumstance. Those interested must submit a letter of intent to be read at elections by the Business Manager.

IV.   Arrangements

A.      A meeting will take place at the end of each semester to determine which songs will be added in the next semester. During this meeting potential songs may be proposed by any group member, even if this member does not intend to arrange the song him or herself.

B.      Song proposals must explain why the song is appropriate for a cappella, specifically why it is appropriate for the group. The group will listen to a recording of the song following the proposal. After all songs are discussed the groups will review the choices and vote based on the types of songs needed at the time, specifically genre and solo.

C.      If a song proposed by one willing to arrange it is selected, this arranger is bound to arrange the sound to be ready at the beginning of the following semester.

D.      If a song proposed by one not willing to arrange it, the group will nominate possible arrangers, who may accept or decline the nomination. A vote will then be taken to determine who will arrange the song.

E.    The group must learn at least three new arrangements each semester.

-For song selection--pass four songs with no alternate.

F. Non-returning members will not be allowed to vote during the song selection for the following semester.

V. Retiring Songs

A.  A song may be performed for a maximum of four semesters with the   original soloist within a four -year time span or from the semester they are premiered. A song must be performed for at least two semesters before it may be retired.

B. A song may be kept for one additional semester at the discretion of the director   

C. The Alumni Song of the Cleftomaniacs is “Can You Feel the Love Tonight” arranged by Heather LeMunyon.

D. The group has an established permanent repertoire, and songs may be added during Constitutional Revisions with a ⅘ majority vote. (December 2014.)

VI. Attendance

A.    Each semester every member is allowed three unexcused rehearsal absences. At the third absence the member will be spoken to concerning commitment to the group and asked to evaluate his or her priorities. At the fourth absence the member will be suspended for the semester, after which he or she may return to the group, understanding that this may result in the revocation of any solos or auxiliary lines he or she may have had.

B.     Excused absences include severe illness (contagious or otherwise restrictive), family emergency, or class conflict. Class conflicts should be discussed with the Business Manager and the Director at the beginning of the semester.

C.    Concert Attendance: For events given at least a week in advance to which a member commits, if said member fails to attend the absence counts toward as one of his or her three rehearsal absences.

D.    Retreat is mandatory for all members. Absence from half of retreat counts as one rehearsal absence; absence from all of retreat counts as two absences.

E. If a member misses a rehearsal or a concert without contacting the President or the Music Director, he or she will have to meet with the President and the Music Director to discuss the consequences. Possible consequences include, but are not limited to, a warning, the re-audition of a solo, removal from group temporarily or permanently, and removal of group with grant of re-audition the following semester. The board will decide on a punishment and the group, excluding the individual in question, will vote to agree to the punishment, or choose a new one. In extreme cases if a problem has not been solved after a warning, the issue will be brought to the entire group. The individual in question will be allowed to defend their position, explain their situation, and make suggestions to what consequences should take place. The group is then allowed to vote on the member in questions place in the group. (December 2014.)

VIII. Recording

A.    At least one recording date will be set at the beginning of each semester. This date will be determined at the discretion of the entire group so all may attend.

IX. Offices

A.  The title of President has been changed to Business Manager. The Constitution has been edited to reflect this change (December 2014.)

B.   The title of Business Manager has been changed to Treasurer. The Constitution has been edited to reflect this change (December 2014.)

C l e f t o m a n i a c s

Constitution

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