Policies

Attendence Policy

Rehearsal expectations

The club expects members to show a commitment to musical and performance excellence through a high level of attendance at rehearsals. This is in order to keep up with the development of the musical and performance plan for each song without repetition week on week.

Minimum attendance requirement

The minimum attendance requirement (MAR) is that members attend at least 6 rehearsals over a rolling 8 rehearsal period. The Admin Director and section leaders will monitor attendance and contact members not meeting the MAR to discuss their situation.

If a member is unable to meet the MAR

If a member foresees a period where they will not meet the MAR then they should discuss this with their section leader and/or the Admin Director at the earliest opportunity. This discussion will only be shared with other Music Team and Board members on a need-to-know basis. The club will be sympathetic and try to accommodate the member’s situation. The member and their section leader should agree a plan e.g. for reduced attendance in conjunction with the member following rehearsal recordings at home and/or submitting additional assessments.

A leave of absence may be agreed, following which the member should give reasonable notice of their return to their section leader or the Admin Director. The section leader will develop a plan with the member for getting back up to speed, including prioritisation of songs. It may not be possible to sing some songs in rehearsals or performance until the section leader is content with progress.

If a member’s attendance falls below the MAR then the member shall not sing in a performance until the member meets the MAR again. This is subject to any agreed plan with their section leader.

Extended leave of absence

If a member requires a leave of absence greater than 6 months, the member may request to pay reduced subs throughout their leave. Members absent for more than 12 months must re-audition before starting rehearsals again.

Non-payment of subs

If the member stops paying subs (without an arrangement in place for affordability reasons) they will be deemed to have left the chorus. If they wish to return they will have to audition again.

To respect the other singers, it’s important that members:

• Join the stack having warmed up. Members should strive to attend by the rehearsal start time to warm up. If arriving later, members must warm up before joining the rehearsal. Members who are regularly unable to attend on time (e.g. due to work commitments) should agree with their section leader a private pre-rehearsal warm up routine.

• Catch up on the material covered at a rehearsal that they have missed.

Attendance at events

If a member cannot attend an event they said they would attend then they should advise their section leader and the Events Director at the earliest opportunity.

Code of Conduct

Purpose 

Central London Barbershop Harmony Club (CLBHC) believes that choral singing should be a welcoming hobby for all individuals. We expect all members to uphold inclusive values at club events and wherever they are representing the Club externally. CLBHC’s aim is to ensure that anyone can share in a love of singing in a safe space where they feel that they belong.

To support this aim, the Club believes that no Club member or visitor should experience less favourable treatment, discrimination, harassment or victimisation. This is irrespective of sex, race (including skin colour, nationality and ethnic or national origins), religion or belief, age, disability, gender reassignment, pregnancy and maternity, sexual orientation or marriage and civil partnership. 

CLBHC recognises and actively supports its members’ and visitors’ right to be treated with dignity and respect and we do not condone any form of bullying.

We are committed to promoting equal opportunities and diversity and we take a zero tolerance approach to breaches of the Code of Conduct. The Code of Conduct also applies to online/social media activity and covers online harassment and cyber-bullying. 

The highest standards of conduct are required of all members regardless of seniority. All members should be sensitive to the individual rights and feelings of other members. The purpose of the Code of Conduct is to ensure that members understand our guiding principles.

Aims 

We will work to ensure that CLBHC members are: 

• Treated fairly and not subject to discrimination, harassment or victimisation and not subject to bullying during their membership, commencing with the recruitment process.

• Fairly appraised for personal contributions to the organisation, taking into account internal and external influences. 

• Able to perform and attend events in a healthy and safe environment free from hazards. 

• Able to access opportunities for improvement to develop to their full potential. 

• Treated with dignity and respect in a fair and consistent manner in an environment where inappropriate, objectionable or offensive behaviour is not acceptable. 

Definitions

What is Harassment?

Harassment is a situation where someone engages in unwanted conduct which has the purpose or effect of violating another person’s dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment for that individual. Condoning such conduct may be harassment in itself. A single incident can amount to harassment if sufficiently grave. It should also be remembered that the perception of the person being harassed will be very important and Club members should not assume that conduct, which they may find acceptable, would also be acceptable to others. 

A person may be harassed even if they were not the intended “target” where the harassment creates an offensive environment for that person. Harassment can occur where the person being harassed does not have one of the characteristics specified, but is mistakenly thought to have such a characteristic, is known not to have such a characteristic or is associated with another person having one of these characteristics. 

Harassment may take many forms. For example: 

• Sexual harassment includes unwanted conduct of a sexual nature which has the purpose or effect set out above including, but not limited to, unwelcome sexual advances and unwelcome physical conduct. 

• Racial harassment covers any unwanted conduct having the purpose or effect set out above, which is related to colour, nationality, and ethnic or national origins. 

• Sexual orientation harassment includes, but is not limited to, outing or threatening to out someone as gay, lesbian or bisexual or telling offensive jokes about someone’s sexual orientation. 

What is Bullying? 

Bullying is offensive, intimidating, malicious or insulting behaviour involving the misuse of power that can make a person feel vulnerable, upset, humiliated, undermined or threatened. Examples of bullying include verbal abuse and derogatory remarks, insulting or threatening behaviour,ridiculing an individual, spreading malicious rumours about an individual, embarrassing and humiliating an individual in public.

What is Victimisation?
Victimisation is treating someone badly because in good faith they have (or it is believed that they are going to) made a claim or complaint of discrimination; or helped someone else to make a claim; or made an allegation that the Club is in breach of the Equality Act 2010 or done anything else in connection with the Act. If a member is treated less favourably because they have taken such action, then this will be victimisation.

Roles and responsibilities
We are committed to promoting equality for all. If a Club member feels they have been subject to discrimination, harassment, victimisation or bullying which is in direct conflict with our commitment to equality of opportunity and with the Code of Conduct, they should raise this with a member of the Executive Committee. See the Complaints procedure below. 

The Code of Conduct applies to all members of CLBHC including members of the Executive Committee, and any visitors or anyone involved in the activities of CLBHC.

All members have a responsibility to ensure that the principles and requirements of the Code of Conduct are complied with thereby helping to foster a culture of dignity and respect.

Complaints 

We take a zero-tolerance approach to breaches of the Code of Conduct,

• Any complaint by a member arising from breach of the Code of Conduct should be made in the first instance to an unconnected member of the Executive Committee, who will consider the matter with one other member of the Executive Committee, and respond within 14 days. All complaints will be thoroughly investigated in an independent and objective manner. 

• If a member is uncertain whether an incident or series of incidents amounts to discrimination, harassment, victimisation or bullying or constitutes a breach of the Code of Conduct, they should seek confidential assistance and clarification from an unconnected member of the Executive Committee. 

• The response to the complaint may be in the range from finding unfair treatment has occurred and correcting that, to finding that the complaint is not upheld. In cases where it is found that unfair treatment has occurred, the Executive Committee will consider sanctions which may include verbal or written warnings, temporary or permanent loss of membership. 

• If the complainant is not satisfied with the outcome, they may appeal the decision to the Chair, who will consider the matter with the full Executive Committee, whose decision will be made within 28 days of the appeal to the Chair. This decision will be final. 

• Confidentiality is an important part of the complaints process. Every effort will be made to keep the complaints process confidential. Individuals not involved in the complaint or the investigation should not be told about it. Details of the investigation and the names of the complainant and the person accused must only be disclosed on a “need to know” basis. Breach of confidentiality constitutes a breach of the Code of Conduct. 

• Members who make complaints or who participate in good faith in any investigation must not suffer any form of retaliation or victimisation as a result. Anyone found to have retaliated against or victimised someone in this way will be deemed to have breached the Code of Conduct and the Executive Committee will consider sanctions which may include verbal or written warnings, temporary or permanent loss of membership. 

•  Before, during and after an investigation into a member’s complaint, CLBHC will collect, hold and use information and evidence relevant to the allegation in question, including for example, information from third parties, such as other members. This will include personal information about the complainant and potentially “special categories” of information, both of which are regulated by data protection legislation. The information will be retained securely, for as long as it is considered necessary in accordance with current data protection legislation.

Policy Review

This policy will be reviewed every 2 years by the Board. It will also be reviewed in response to changes in relevant legislation, good practice, or in response to an identified failing in its effectiveness. 

Expenses Policy

1. Introduction

The Trustees of Central London Barbershop Harmony Club T/A Meantime Chorus are grateful for the work carried out in their own time by its officers and volunteers. This expenses policy is designed to reflect best practice in our sector, and to represent good value to the Club.

2. What can be expensed?

This policy is expected to be used predominantly by those acting on behalf of the Club or Chorus, and not for the day to day activities of members of Club. 

Example items that are eligible to be expensed:

• Director’s travel and accommodation for events outside of regular rehearsals

• BABS Council Members travel to BABS Council meetings

• Travel for performers to and from events in line with Appendix II

Example items that are not eligible to be expensed:

• Travel for individual members to and from rehearsals 

• Travel and accommodation for individual members for Chorus retreats

• Travel and accommodation for individual members for whole Chorus events, such as Convention, and any other competition/gig/concert, regardless of location 

These lists are not exhaustive, and you should check with the authorising Trustee or the Treasurer before making any expense claims.

3. Making an Expense Claim
   
   

All expenses are claimed by filling in the expense form and emailing a copy of the   completed form and relevant receipts to the authorising Trustee. Please note that the authorising Trustee in the first instance will be whoever holds the office of Treasurer. The Treasurer will submit their own expense claims to another Director. 

The latest version of the expense form can be found here. Please download a copy of this form before submitting. Once submitted by the authorising Director, payment will be made within 5 working days of the claim’s submission.

All claims must be submitted within 30 days after they are incurred. Expenses may only be claimed for persons engaged in business on behalf of the Club. Overseas claims should include both the foreign currency receipt and an excerpt from the claimant’s bank account showing the transaction in GBP. If the transaction was paid for via a non-sterling bank account, only the foreign currency receipt is required, and reimbursement will be made for the amount on the receipts into a bank/PayPal account of the claimant’s choosing.

4.  Authorisation of Expenditure

All expense claims must be independently authorised by an appropriate Trustee before payment is made. In the case of a Trustee submitting an expense form, authorisation must be made by another Trustee.

Each expense claimed must be accompanied by proof of purchase. A copy of a bank or card statement showing the transaction may be presented in place of a  receipt. Absence of a valid receipt must be explained to and approved by the  authorising Trustee before submission.

Mileage claims can be submitted with no receipt as a fixed rate is used so no  supporting evidence is required. 

If there is any doubt about an expense claim, or if prepayment is required, it should be discussed with the authorising Trustee, or the Treasurer before being claimed. The Club retains the right to refuse to pay any claim which does not comply with this policy.

5. Travel
   
   Car sharing is encouraged in an effort to keep costs to a minimum. Mileage will be reimbursed at 30p per mile. No additional payment is made for insurance. Members using their own vehicles must check that their car insurance policy is valid for the type of journey being undertaken.
   
   The Club will not cover the cost of motoring or traffic penalties. Congestion and low emission charges and car parking will be paid when necessary, when accompanied by proof of purchase.
   
   The Club will not accept liability for any injury or damage arising from the use of members’ private vehicles.
   
   All non-car travel should be by the cheapest reasonable option available, normally standard class rail or economy air. Where possible, advance booking will be used to reduce the cost of travel.
   
   Taxis will be reimbursed when no other means of travel are available, particularly when arriving at a destination by train. Taxis may only be used for short, local journeys.
   
   If travel expenses are expected to exceed £200, these must be approved in advance by the authorising Trustee.
   
   Wherever possible, private vehicles should be used to reduce the cost to the  Association. A request for vehicle hire with an accurate quote must be approved by the authorising Trustee before the vehicle is hired.
   
   

6. Accommodation
   
   The Club would actively encourage travelling to and from events on the same day, to reduce the need for accommodation costs to be incurred.

Individuals are encouraged to keep the costs to a minimum by using the lowest cost hotel available. Hotel bills must be settled directly by the Individuals. The receipt will be required for reimbursement.

If an individual opts for shared accommodation, the Club will only reimburse them for their share of the accommodation. 

Any subsequent claim should not include drinks or incidentals unless previously  approved by a Trustee (e.g. for official entertaining). This must be supported by a receipt.

As an alternative to using a hotel, an individual may wish to stay with family or friends. A hospitality allowance of £15 may be claimed for each night, which can be used to reimburse those providing accommodation in a suitable way. No receipts are needed. 

7. Postage & Stationery
   
   All postage purchased requires a receipt for reimbursement. The necessary purchase of stationery, envelopes and incidentals such as ink cartridges will be reimbursed when a receipt is provided. Claimants are expected to use the cheapest convenient source for purchases.
   
   

8. Telephone Calls and Internet
   
   There is no allowance for telephone usage or internet costs.
   
   

9. Other expenditure
   
   Any other expenditure requests must be approved by the authorising Trustee before purchase. If something is purchased without prior approval, it may not be reimbursed.
   
   If you are unsure about any of the above, please ask an authorising Trustee or the Finance Director before you spend!

Appendix I
Meantime Chorus Director’s Expenses 

1. Travel
   The Club will not Expense the Director any travel costs for regular rehearsals of Meantime Chorus.
   When the Director is performing duties outside the scope of a regular rehearsal of Meantime Chorus, please refer to the Travel section of the Expenses Policy.
   
   

2. Accommodation
   The Club will expense the Director of Meantime Chorus Accommodation fees in line with the Accommodation section of the Expenses Policy.
   
   

3. Other Expenditure
   If the Director of Meantime Chorus incurs fees as part of attending an event where their presence is required (e.g. Registration fees for BABS Convention), these fees will be reimbursed upon submission of an appropriate receipt. 

Appendix II
Performers forming part of quartets or small groups on behalf of Meantime Chorus, for gigs, singouts, or events. 

Introduction

This Appendix applies to all individuals who are members of Meantime Chorus, and asked to perform additional services on behalf of the Chorus, and where a fee is levied for the services. This Appendix does not apply to events/gigs/concerts where the majority of the Chorus members are present.

Definition of Terms

• Regular - This usually refers to an event that would take less than one hour of a group of individuals time. The magnitude of the event will also be taken into account when determining an event’s classification, which will be decided by the Trustees.

• Substantial - This usually refers to an event that would take over an hour of a group of individuals time. The magnitude of the event will also be taken into account when determining an events classification, which will be decided by the Trustees.

• No New Repertoire is Required - If the only repertoire required at an event has been in the Meantime Chorus repertoire within the last 18 months. 

• New Repertoire is Required - If the repertoire required has not featured within the Meantime Chorus repertoire before, or has rotated out of the Meantime Chorus repertoire more than 18 months ago.
  
  

Remuneration Criteria.

All percentages listed below is the total amount of remuneration to be divided amongst the number of performers.

• If an event is Regular and No New Repertoire is Required then no remuneration is offered.

• If an event is Substantial and No New Repertoire is Required then up to 10% of the total fee is offered as remuneration.

• If an event is Regular and New Repertoire is Required then up to 20% of the total fee is offered as remuneration.

• If an event is Substantial and New Repertoire is Required then up to 40% of the total fee is offered as remuneration.
  
  

Expenses Form

The latest version of the expense form can be found here. Please download a copy of this form before submitting