LOS CANTANTES DE MANILA OPERATIONS POLICIES
PART 1
MEMBERSHIP POLICIES
1 APPLICABILITY OF PART 1
Part 1 of the Operations Policies of LOS CANTANTES DE MANILA shall be applicable to and shall be provided to Applicants, Trainees, and Members.
2 APPLICATION PROCESS AND PERIOD
2.1 Procedure
2.1.1. A person who wishes to join the LOS CANTANTES DE MANILA (“LCDM” or “Choir”) as an Applicant must fill out an online application form (http://loscantantesdemanila.weebly.com/auditions) and send an audition video to [email protected]. The date and time of the audition shall be provided by the [Membership Officer] upon receipt of the application form to the potential Applicant via email or text message.
2.1.2. The person wishing to be an Applicant shall prepare a song of his choice for the audition video.
2.1.3. After submitting their video audition, It shall be reviewed by the Artistic Committee. The potential Applicant is subject for a 2nd screening where he/she shall also be put through some basic drills to assess vocal range, pitch, rhythm and quality.
2.1.4. Persons who pass the audition (each, an “Applicant”) shall begin the process for acceptance as Trainees.
2.1.5. The Applicant shall be informed of his acceptance via email or text message.
2.2 Process and Standards for Acceptance as Trainees
2.2.1 An Applicant is required to attend rehearsals and comply with the rules of attendance (See “Rehearsals” below).
2.2.2 After a period of rehearsals, such period to be determined by the Musical Director, the Applicant shall take a quartet exam.
2.2.3 The Applicants will be accepted as Trainees based on the following criteria:
i. Skill in singing;
ii. The results of the quartet exam;
iii. Commitment shown in attending rehearsals and performances;
iv. Temperament and personality;
v. Suitability to participate in the training program and performances of the Choir.
2.3 Training Period
2.3.1. The Training Period shall begin on the date the Applicant is accepted as Probationary Trainee of the Choir and shall become a Regular Trainee after two weeks of probationary period and passing an announced quartet exam. Training shall continue for one (1) year until the first national/international performance of the Trainee.
2.3.2. During the Training Period, an Trainee will be evaluated and interviewed by the Membership Committee for his performance, attendance and behavior every three (3) months. Schedules and commitments will also be discussed with the Trainee during these quarterly evaluations.
2.3.3. At each quarterly evaluation of the Training Period, the Membership Committee have the option to remove a Trainee
2.3.4. If the Trainee passes the evaluation and agrees to the commitment of becoming a Member, an agreement is forged, and he/she will elevate to the level of Member of LCDM. Rules governing the acquisition and maintenance of membership in LCDM shall be in a separate Membership Policy to be issued by the Board of Trustees.
2.3.5. Trainees who are inactive for a period of two (2) consecutive weeks of rehearsals and/or performance without notice will no longer be considered a Trainee of the LOS CANTANTES DE MANILA.
2.3.6. To regain Trainee status, he must re-apply with the Choir and, if accepted, participate in the Process to be accepted as a Trainee in the Choir’s training program again.
3 REHEARSALS, PERFORMANCES AND ACTIVITIES
3.1 Attendance
3.1.1 All Applicants are invited to attend the regular rehearsals.
3.1.2 All Trainees and Members are expected to attend all regular rehearsals, sectionals, general rehearsals, performances and other activities declared official by the choirmaster/officers.
3.1.3 Except in case of an emergency,
a. permission for an absence should be requested from the Musical Director/choirmaster a day before the scheduled absence;
b. permission for tardiness shall be requested four one (1) hour before the rehearsal or other activity.
3.1.4 The CM will decide if the absence/late is excused or unexcused. (Note: Need to discuss consequences of tardiness and absence)
3.1.5 Corrective Action Process for Absences of Members
a. Notice to Explain—During the first absence without notice, the membership officer must serve and furnish member at offense a Notice to Explain.
Notice to Explain states the time and date the absence was committed by the member and an order directing the member to explain and submit evidence. This will all be done thru SMS/email/Facebook Chat. Screenshot/ Softcopies will be saved by the membership officer.
b. Written Warning—After the commission of the second absence, the membership officer must serve and furnish member at offense a Written Warning (‘WW’).
Written Warning states the time and date the absence was committed by the member and an order directing the member to explain and submit evidence.
The WW should be signed, dated, noted by the conductor, president, and timekeeper, personally served by the membership officer to the singer. The original copy of the document shall be given to the singer while the receiving copy should be kept by the membership officer. The member is required to submit a written reply / explanation, signed.
Another WW will be furnished for the third absence without notice, specifying therein the termination of his/her membership once he/she commits another absence without notice.
c. Termination of Membership—Once a member commits an absence for the fourth (4th) time, his or her member status will be terminated. Should he or she wishes to join the group again, he or she will have to go through the audition process.
3.2 Rehearsals
Rehearsals include Regular Rehearsals, Sectionals and General Rehearsals (as defined below).
3.2.1. Regular Rehearsals are weekly or monthly rehearsals involving the whole Choir, scheduled by the Choirmaster or person authorized by the Musical Director.
3.2.2. Sectionals – Each Section (soprano, alto, tenor and bass) may hold its own rehearsal (“Sectional”) to facilitate the studying of a particular assigned score. Sectionals can be called by the Musical Director or the Section Director depending on the need.
3.2.3. General Rehearsals are rehearsals scheduled for the purpose of a specific Performance (as defined below). Attendance at General Rehearsals is mandatory.
3.2.4. Rehearsals schedules are subject to change depending on the needs of the Choir, and the schedules of the members and the conductor.
3.2.5. Rehearsal days and hours may increase as Performances approach.
3.2.6. Attendance at rehearsals shall be monitored by the Membership Committee.
3.2.7 Extra rehearsals will be called for trainees on a Wednesday. This may be for voice lessons with the Musical Director [Sir Darwin], rudiments with Dr. Carl, or rehearsal of a particular song with the assistant conductor [Kuya Orly].
3.3 Performances
Trainees and Members may be required by the Musical Director to attend certain performances such as but not limited to concerts, non-institutional performances, singing in mass or religious service.
3.4 Other Activities
Trainees and Members may be required by the Musical Director to watch concerts, attend workshops, meetings or such other activity deemed reasonably necessary for the purposes of the Choir.
4 TECHNICAL REQUIREMENTS, STANDARDS AND ASSESSMENTS
4.1 Knowledge of Songs
4.1.1. Scores learned during the sectional rehearsals are expected to have been studied prior to the tutti rehearsals specially with the choirmaster. All scores read for the first time are expected to have rehearsal marks.
4.1.2. During the 2nd reading of scores (provided that the scores are learned completely during tutti rehearsals) the member is expected to at least have half- memorized the music. Depending on the difficulty of the music, all scores studied for the 3rd time in a regular rehearsal should be memorized.
4.1.3 Standard songs are pieces that are commonly sung by the Choir in masses, religious services, and performances. These songs are generally not included in concert or competition repertoires. All Trainees should learn these standard songs on top of the new songs being studied by the group.
4.2 Quartet Examination
To assess the musical competency of each member/trainee, quartet examination is held on a regular basis. The following are the types of exam.
4.2.1 Trainee Quartet Exam – to determine the eligibility of auditionees (Probationary Trainees) to be part of the official roster of LCDM trainees.
4.2.2 Tour Exam – quartet exam to determine the delegates in a particular tour.
4.2.3 Performance Exam - quartet exam to determine the cast in a particular performance.
4.2.4 Spot Quartet – at any time, the choirmaster, assistant choirmaster or even the section head can hold spot checks to ensure that all members are studying assigned scores.
4.3 Voice Lessons
The use of correct and healthful vocal technique cannot be overemphasized. Each singer of LCDM is expected to be vocally proficient. Voice lessons are conducted on a regular basis. LCDM takes its pride in its vocal pedagogues who continuously support the trainees and members.
4.4 Music Theory and Solfeggio
4.4.1 Each member of the group is expected to have a sound grasp of the basic rudiments of music theory, such as keys, time signature, note values, intervals, musical markings, dynamic markings. Training sessions in music theory are scheduled from time to time and all trainees are expected to attend.
4.4.2 Music reading or sight singing is also encouraged in LCDM. Solfeggio classes are also scheduled and solfeggio examinations are often employed to check the skills of the trainees and members.
5 CONDUCT AND DECORUM
5.1 General
5.1.1 LCDM would like to maintain its position as a world-class chorale. As such, all trainees and members are expected to display decorum expected of a world-renowned ensemble.
5.1.2 Members should refrain from sowing discord among other trainees and members.
5.1.3 Each trainee and member shall treat each other, the Section Heads, the Musical Director, the assistant Conductor with courtesy and respect. This shall apply to all communications, whether in person or otherwise, between trainees, members and officers of the Choir.
5.1.4 Music-related questions are highly encouraged among trainees and members but these should be addressed in a proper forum and in a polite manner.
5.2 Conduct at Rehearsals
5.2.1 All members and trainees are expected to be seated in an orderly fashion before the scheduled start of rehearsals.
5.2.2 It is the responsibility of each trainee/ member to know beforehand the music scores assigned for every rehearsal. All members are expected to come prepared to all rehearsals with complete set of assigned music scores. All singers shall have copies of the assigned music scores even if the songs have already been memorized.
5.2.3 A pencil or any erasable ink pen is required for note taking during rehearsals. For singers who use electronic devices, all scores should be stored in an app that can annotate the scores. Cellphones are not allowed for score reading/learning.
5.2.4 All trainees are encouraged to use recording devices during rehearsals to help in score learning.
5.2.5 Horse-play, unnecessary talking is prohibited during rehearsals.
5.2.6 All cellphones should be placed in silent mode at all times.
5.3 Conduct at Performances and Official Events
5.3.1 During performances or official LCDM events, singers shall refrain from horse play, loud laughter, and making derogatory statements about each other or other persons or choirs.
5.3.2 LCDM members are also discouraged from singing in public as this may adversely affect the image of the Choir.
5.3.3 During performances, no singer is allowed to sit on the floor. LCDM prides itself with members who are congenial to others be it fans or hosts.
5.4 Singing with Other Choirs
Singing in church or University choir is allowed as long as it is handled by an LCDM approved choirmaster. Each conductor has preference when it comes to voice production. Singing with conductors, other than the Musical Director or an LCDM-approved choirmaster, may confuse a member’s vocal technique production which LCDM finds counter-productive.
5.5 Costumes and Attire
5.5.1. Masses and Religious Services
a. Appropriate dress is required for participation in masses.
b. Therefore, no short skirts, skimpy shorts, sleeveless blouses, tank tops or spaghetti-strap tops and plunging necklines, caps, shorts and basketball jerseys shall be worn in church, masses and other religious services.
5.2.2. Performances
a. Choir costumes are required in every performance.
b. It is the responsibility of each Trainee or Member to know and wear the assigned costumes for each performance.
c. Except if the Choir agrees to shoulder all or part of the cost of a costume, each Trainee, Member, or Resident Member shall bear the cost of his costume.
5.2.3 Hygiene – proper hygiene should be practiced at all times
5.6 Code of Conduct
A Code of Conduct may be issued by the Board of Trustee to supplement this section of the Operations Policies.
6 OFFICIAL COMMUNICATIONS
6.1 All Applicant, trainees, members should provide a working cellphone number, email address and/or facebook accounts.
6.2 Official memos shall be delivered through SMS, posting in official FB groups or chat group. Each applicant, trainee and member shall acknowledge receipt of memos.
7 PROPERTY OF THE CHOIR
7.1 Music scores
7.1.1. The Choir commissions composers to write songs exclusively for the group. Arrangements of existing songs are likewise commissioned and are solely for LCDM’s use only. Other international scores in the group’s repertoire are used with permission by paying mechanical rights to the composer. Therefore, all music sheets or scores received by a Trainee, Member or Resident Member from the Choir, whether in electronic format, in original form, or as photocopy, are the sole property of the Choir.
7.1.2. All electronic versions of the music sheets shall be encrypted and secured with a password.
7.1.3. Only one (1) printed copy shall be given to a member/trainee. Each copy of the score shall have codes that identify the member or trainee and the year it was released.
7.1.4. If the member/trainee loses his a music score, a replacement music score shall be provided by the Library Committee at the expense of the member/trainee. The replacement music score shall contain the code specific to the member/trainee with the mark “RECOPIED CODE”.
7.1.5. No electronic copies shall be given to any member/trainee unless the following conditions are fulfilled:
a. No trainees shall be provided with an electronic copy
b. Consent is given by the choirmaster;
c. The music score is stored in an app that can annotate the scores;
d. Only one electronic device will be used for the music score. Mobile phones cannot be used to store or read music scores;
e. No printing allowed;
f. No copying of the content is allowed, whether electronically or otherwise;
If the foregoing conditions are fulfilled, the Librarian/Library Committee shall provide the member/trainee with a password that will give him/her access to the music score.
7.1.6. In the event that a member or trainee leaves LCDM, all music scores shall be returned whether or not the cost of reproduction is paid for by said member/trainee or provided by the choir free of charge.
7.1.7. The music scores given to a member/trainee shall not be reproduced, uploaded or shared with any person (including another member or trainee) without the permission and approval of the choirmaster
7.1.8. No member, trainee or applicant shall provide the scores nor photocopy the score for other choirs’ use. Any violation of the above policies on music scores and any unauthorized use of the score will be dealt with legal action.
7.2 Costumes
7.2.1 All members, and on special occasions, some trainees are required to use costumes for performances.
7.2.2 All costumes provided by the Choir are property of the Choir. All costumes made, in whole or in part, from fabric provided by the Choir are property of the Choir.
7.2.3 It is the responsibility of the member or trainee to maintain the costume in good condition, subject to ordinary wear and tear. In case of damage to the costume owned by the Choir, repair or replacement shall be shouldered by the member or trainee to whom the costume was entrusted, except if the damage was caused by another member or trainee, in which case, the person that caused the damage shall shoulder the cost of repair or replacement.
7.2.4 Costumes shall be periodically checked by the custodian. The custodian may recommend replacement of any costume.
7.2.5 Members/trainees with inappropriate/incomplete costume during a performance will not be allowed to perform and will be considered absent.
8 CONFIDENTIALITY
8.1 Use of Confidential Information.
No current or former Applicant, Trainee, Member shall use, publish, upload copy, distribute or disclose to any person any confidential and propriety information relating to the Choir or The LOS CANTANTES DE MANILA, Inc., including the terms of the Choir and The LOS CANTANTES DE MANILA, Inc. policies and organizational documents, and the Choir’s activities (“Confidential Information”) which has come to his knowledge or possession during his time as an Applicant, Trainee, Member of the Choir except as duly authorized in advance in writing by the Board of Trustees or as required by applicable law. The following are also is deemed Confidential Information:
8.1.1 All music scores used by or obtained from the Choir;
8.1.2 All recordings (audio or video) of Choir performances and rehearsals, whether or not recorded officially by the Choir;
8.1.3 Official and internal communications of the Choir, whether in the LCDM Chatbox, Trainee Chatbox, facebook groups, SMS, private messages.
8.2 Return of Confidential Information
All Confidential Information obtained by a current or former Applicant, Trainee, Member during the course of said person’s application or membership in the Choir is the property of the Choir. Each current or former Applicant, Trainee, Member shall deliver to the Choir all such Confidential Information and all copies thereof and all other property of the Choir at any time that the Choir may request and, in any event, immediately upon the Applicant, Trainee, Member oceasing to be an applicant, trainee, or member of the Choir.
PART 2
OPERATIONS POLICIES
(For Members only)
9 APPLICABILITY OF PART 2
Part 2 of the Operations Policies of LCDM shall be applicable to and distributed to Members of the Choir.
10 MANAGEMENT OF THE CHOIR
10.1 General
10.1.1 At each organization Meeting of the Board of Trustees, the Board and the Musical Director shall appoint the members of members of each of the Committee listed below.
10.1.2 Additional Committees may be created by the Board as the need arises.
10.1.3 All Members are enjoined to be a part of a Committee so as to ensure an equitable distribution of responsibilities between all Members.
10.2 The Board of Trustees/Management Committee
10.2.1. The Board of Trustees for the year elected each year at the Annual Membership Meeting of Los Cantantes de Manila, Inc..
10.2.2. The Board of Trustees is tasked with the management of the business affairs and properties of the corporation, The LOS CANTANTES DE MANILA, Inc., and the development of policies and strategies of the Choir.
10.2.3. The Board of Trustees is tasked with the operations of the Choir and with implementing the policies and strategies that they have formulated.
10.3 The LOS CANTANTES DE MANILA is trained and led by its conductor and musical director, Darwin Vargas.
10.4 The group is guided by an Artistic Consultant , Dr. Carl Elmore Facto
10.5 The conductor is assisted by the assistant conductor/musical director, Orlando Camputo.
10.6 The conductor and trainer/assistant musical director are assisted by Section Heads from each of the vocal sections of the Choir (Sopranos, Altos, Tenors, Basses).
10.6.1 Section Heads are appointed/ replaced by the by the conductor at anytime and shall be evaluated by the conductor and assistant conductor quarterly.
10.6.2 Section Heads have the following responsibilities:
a. To lead and coordinate their respective sections;
b. To assist the conductor and assistant conductor in the fulfillment of their tasks, especially the evaluation of Applicants, Trainees, and Members;
c. To represent their respective sections when appropriate and /or necessary.
10.7 ARTISTIC COMMITTEE
10.7.1 The Artistic Committee is responsible for suggesting the repertoire, researching/recommending new works.
10.7.2 The Artistic Committee is responsible for crafting music education programs of the group
10.7.3 The Artistic Committee is comprised of the Ff:
a. The Conductor/Musical Director (Chairman of the Operations Committee);
b. Artistic Consultant
c. The Assistant Conductor/Musical Director;
d. The Section Heads.
10.8 Membership Committee
10.8.1 The Vice-President shall be the head of the Membership Committee.
10.8.2 The Membership Committee shall have the following functions and duties:
a. obtain and hold in custody all information about the Applicants, Trainees and Members, including but not limited to personal information, schedule of classes/work, contact details.
b. implement and ensure compliance with the Section on Conduct (in these Policies) and Code of Conduct of the Choir.
c. take attendance at each rehearsal and performance and keep a record of each Applicant, Trainee, and Member participation in the rehearsals and performances of the Choir.
d. coordinate with the Corporate Secretary in order to assist the Board of Trustees in determining the status of a Member or Corporate Member.
10.9 Costume Committee
10.9.1 The Costume Committee shall be composed of ___ persons.
10.9.2. The Costume Committee shall perform the following functions:
a. Check the good condition of existing costumes.
b. Oversee the design and procurement of new costumes.
c. Ensure that members and trainees are properly attired and groomed at events and performances.
10.10 Communication/Marketing/ Documentation Committee
10.10.1 Committee shall be composed of ___ persons.
10.10.2 The Committee shall be responsible for the Ff:
a. creating promotional materials, posters, AVP, program, program notes, concert tickets, and other communication requirements of the group.
b. Photography, videography and audio recording of all performances;
c. Collection and keeping all concert memorabilia such as program notes, posters, tickets, and similar items.
10.11 Music Library Committee
10.11.1. The Music Library Committee shall be composed of ___ persons. The chairman of the Committee shall be the Librarian.
10.11.2. The Committee shall perform the following functions:
a) keep custody of printed and electronic copies all official music scores of the choir;
b) prepare all scores for the CM and the assistant CM’s use during rehearsal and performance;
c) label all scores distributed to the Members, Trainees and Applicants with LCDM’s watermark and tracking numbers;
d) photocopy and distribute music scores to the Members, Trainees and Applicants;
10.12 Properties /Instruments/Logistics Committee
10.12. 1 The Committee shall be composed of ___ persons.
10.12.2 The Committee shall have the following functions:
a) Arrange the venue of rehearsals, performances and events;
b) Coordinate with the Committees, the client and other appropriate persons to ensure that during rehearsals, performances or events, the needs of the Choir for are provided. These needs include, but are not limited to, musical instruments, sound system, music stands, risers.
c) Coordinate with the relevant Committees to conduct periodic inventories of all properties, instruments, music scores, memorabilia of the Choir.
10.13 Instrument Committee
10.13.1 The Instruments Committee is composed of ___ persons.
10.13.2 The Committee shall have the following functions:
a) Keep an inventory of the instruments of the Choir;
b) Ensure that the instruments are maintained in good condition;
c) Keep track of the location of each of the instruments of the Choir;
d) Bring the keyboard and other instruments required to all rehearsals and performances.
10.14 Tour Committee
10.14.1 The Tour Committee shall be composed of ___ persons.
10.14.2 The Tour Committee shall have the following functions:
a) Assist the Musical Director in creating the tour itinerary of the choir;
b) Obtain all the necessary information and documents of the Members who will be joining a tour;
c) Verify and ensure that each Member joining the tour has completed all the documentary, financial and other (non-musical) requirements for participation in the tour;
d) Assist the Members in obtaining their passports, airline tickets, visas for a tour;
e) Coordinate with the hosts, competition organizers, and performance venues for a tour.
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