Chorus Handbook

Fall 2016
Copyright @2016 Louisville Gay Men’s Chorus / www.louisvillegaymenschorus.com
1. ABOUT LGMC
Background
The Louisville Gay Men's Chorus is a grass-roots organization and was formed in late 2013 to provide the
opportunity for gay and gay-supportive men to sing together.
Louisville Gay Men’s Chorus is a non-profit corporation with charitable status under section 501(c)3 of
the Federal Tax Code. Donations to LGMC are deductible to the fullest extent allowable by law.
Purpose
The Louisville Gay Men’s Chorus is a voluntary, not-for-profit community chorus, organized to provide
the opportunity for gay and gay-supportive men to sing together. The primary purpose of the chorus is
musical excellence in performance, for the education, enjoyment and cultural enrichment of our
audiences and ourselves. While striving to achieve this purpose, the chorus also seeks to provide social
and fellowship experiences which reach beyond the realm of musical purpose to deepen and enrich our
lives. Further, we will provide opportunities to present a positive image of the gay community to the
general public by being identified as an organization of individuals who are making a contribution to the
entire community.

2. ENROLLMENT
Registration
All members of LGMC are required to create an account and profile on chorusconnection.com, our
database, and complete an annual registration form. Registration is required every year.
Members must provide a street address, telephone number and email address where they can be
contacted.
Our year is divided into three terms: Fall (August 14, 2016 – December 25, 2016), Spring (January 8,
2016 – May 13, 2016) and Summer (May 28, 2016- July2, 2016)
Membership Roster
The Membership Roster is for internal use only, is regarded as confidential, and may only be used for
official LGMC business. Harvesting information from the roster (e.g., email addresses) for purposes
other than official Chorus business is strictly forbidden.
You may (and should) update your own personal information on Chorus Connection at any time.
3. MEMBERSHIP
The following is excerpted from the LGMC bylaws as approved by the Board of Directors; Dec. 30, 2013.
Members (ARTICLE IV)
Section 1. MEMBERSHIP IN THE CHORUS CONSISTS OF Performing and Associate Members, and is
limited to those persons who:
A) Have indicated agreement with the purpose of the organization, as stated herein; and
B) Are in compliance with the requirements of these Bylaws and such other rules, policies and
procedures, including dues and other fees, as may from time to time be duly made by the Board of
Directors.
Section 2. Members may withdraw membership at any time, but may not receive reimbursement for
any unused portion of dues or fees paid to the organization.
Section 3. Termination of Membership
A) Termination of a person’s membership in the Chorus is at the discretion of the Board of Directors,
with a vote of two-thirds (2/3) of the members of the Board of Directors, to suspend or expel a member,
after an investigation and report to the Board by the Executive Committee or Membership Council,
based upon the following factors;
Failure to meet obligations to the Chorus, unless otherwise excused, or exempted by the Board of
Directors;
Conduct deemed inappropriate after investigation by the Executive Committee of the Board of
Directors or the Membership Council;
B) A member’s eligibility to perform at a Chorus event when the member has failed to comply with
attendance policies is at the discretion of the Artistic Director.
Section 4. A terminated member may file with the Board Secretary or president of the Membership
Council, a formal request for reinstatement. The Board of Directors may, by affirmative vote of a simple
majority, reinstate such former member to the membership upon such terms and conditions as the
Board of Directors may deem appropriate.
Section 5. The Board Secretary shall be responsible for maintaining the confidentiality of the
membership list and may delegate the responsibility for updating, filing and printing the list. The
membership list shall remain confidential, remain the property of the Chorus, and shall be used only for
purposes of official Chorus business. Any other use of the membership list is prohibited unless approved
in advance by the Board of Directors.
Section 6. The Board secretary shall be responsible for maintaining the computerized database and may
delegate the responsibility for its updating, filing and printing. The computerized database shall remain
confidential, remain the property of the Chorus, and shall be used only for purposes of official Chorus
business. Any other use of the computerized database is prohibited unless approved in advance by the
Board of Directors.
Section 7. A member in good standing shall be eligible to vote in all elections after one participatory
semester. In the event that there is a lapse in membership for one (1) year or more voting rights shall
lapse.
Section 8. A member in good standing hall have fulfilled the criteria set forth in ARTICLE IV, Section 1.

4. INTERNAL COMMUNICATIONS
It is the responsibility of the LGMC members to keep themselves informed and current with
developments within the Chorus. It is therefore the responsibility of the leadership of the Chorus to
ensure that communication is disseminated in a consistent, thorough, and varied manner. This will
include electronic communication, verbal announcements, and telephone communications.
Electronic Communication
Important information is provided via official email communications to members throughout each week.
Members are responsible for reading official email communications. There are generally two forms of
formal email communication; the LGMC Update, sent every Monday, and an LGMC NEWS FLASH.
LGMC Update is the Chorus’ official weekly communication. It will contain important dates for
rehearsals, concerts, outreach, and other official chorus events. The Weekly Update will contain
information from the Artistic Director and MC-President.
LGMC NEWS FLASH is an email that will contain a late breaking update or change to what is planned.
These are essential in community events! If it rains and an event suddenly changes locations, expect a
news flash.
Chorus Connection also contains a calendar of events for the Chorus. This calendar can be downloaded
to any electronic calendar service (icalendar, Yahoo, Google etc.). The leadership of the Chorus
maintains the Chorus connection calendar, and is therefore the official Chorus calendar of events.
Birthdays and special anniversaries are also recorded in the calendar. If you notice any discrepancies in
the calendar, email lgmc.president@gmail.com
Because of the size of the chorus, it is necessary for the Chorus leadership to understand how many
members are able to attend official and other planned events. When an event is announced the RSVP
function of events in the Chorus Connection calendar will act as a formal poll. Each member is required
to respond.
Facebook
There is a Facebook Group for members only that features reminders and announcements. The page
also acts as a forum for group discussion and general bulletin board. If you are a member of Facebook
you can request to be added to this group.
Doodle
Doodle polls will be used frequently to schedule small group rehearsals and meetings. Speedy response
to these electronic polls is greatly appreciated and beneficial.
Verbal Announcements
In each rehearsal announcements will be made by Membership Council leadership and Artistic Director
regarding various LGMC issues including; schedule changes and reminders, rehearsal issues, board of
directors announcements, etc. HOWEVER because of the 6 days between these announcements the
inevitable absence of some members, and of course the “goldfish memory of your AD” the Membership
Council and AD can only guarantee that Electronic Communication will be the most up to date (changes
in location and time for events, last minute weather issues, repertoire changes, online polling for
events.)
Telephone Communication
Members are certainly encouraged to communicate with one another regarding announcements and
reminders. News of last minute emergencies and forgotten schedule conflicts are always welcome via
text. When in doubt members can always contact their section leader or the AD. Inclement weather
announcements will also be delivered by text. We are a family in staying in touch in this way strengthens
community.

5. EXTERNAL COMMUNICATIONS
Duty to Promote Positive Public Image
Members have a duty to help promote a positive public image of the Chorus. This image depends upon
members behaving in a manner consistent with LGMC’s mission, vision, and values and upholding our
commitment to others. Each member of LGMC is an ambassador for the Chorus and the people you are
interacting with may base their perception of the Chorus on how you behave towards them.
Interacting With the Media
Good public relations depend upon consistent messaging. For this reason, LGMC has designated the
Board President, AD and Chorus President as the official media spokespersons. They may delegate this
function on a case-by-case basis. You should refrain from commenting to the media in any way that
identifies you with the Chorus. If approached by the media you should refer them to an official media
spokesperson.
Social Networking & Other Third Party Websites
The LGMC maintains an official Facebook page which members are encouraged to “like”. Members are
reminded that this is a public page and not an internal network, so it is necessary to adhere to the above
media guidelines and confidential information.
In addition, LGMC has issued comprehensive guidelines concerning what is and what might not be
appropriate for LGMC members to post on the Internet when it comes to Chorus-related matters and in
relation to one another. Remember, you may love the retreat photo you just posted on flickr, but the
employer of the LGMC member you just tagged in it might have a different perspective.
Marketing
LGMC markets its activities and concerts via a variety of channels directed, managed, and led by the
combined efforts of the Vice President for Audience Development and Marketing, Vice President for
Membership (Membership Council Chair), AD, Marketing Committee and the Membership Council.
6. ARTISTIC POLICIES
The following policies apply to all singing members of the Chorus. Additional policies apply to members
of small ensembles below.
Attendance
Regular attendance at rehearsals and performances is necessary to maintain the artistic quality of the
Chorus. Members are required to:
Attend regular Chorus rehearsals.
At the beginning of each concert session, the Artistic Director sets a maximum number of rehearsals a
singer may miss. (4 rehearsals/ 25 %)
Attend both days of LGMC retreat. Oct. 21 & 22
Attend Semester Extended Rehearsal. November 18
Attend mandatory technical and dress rehearsals. December 12 & 15

In addition, members are strongly encouraged to:

Attend sectional rehearsals. (scheduled by section leaders or AD)
Attend Memory Parties. (see attached schedule)
Attend additional performances for which a personal commitment has been made.

A current pdf of the chorus calendar will always be available under FILES at chorusconnection.com. The
calendar function of the website will always be the official chorus calendar.
Make-Up Rehearsals
If a member misses two rehearsals in one month they should attend a make-up day (dates are on the
included schedule). Members who also realize that they may potentially miss 4 rehearsals, 25% of the
Sunday evening rehearsals, may also utilize make-up rehearsals to stay in compliance with the
semester’s attendance policy. If the scheduled times don’t work the AD will be flexible with date. The
location and dates for make- up rehearsals are included in the detailed schedule.
Attendance records are kept by the Section Leaders.
Members are expected to arrive on time and stay for the full duration of each rehearsal. Leaving at
breaks will result in the member’s attendance being recorded as “absent” for that rehearsal.
It is your responsibility to inform both the Artistic Director and your section leader of an absence from a
mandatory retreat day, dress rehearsal, or concert. It is requested that each member submit a list of
schedule conflicts at the beginning of the semester to the AD via email; lgmc.artisticdirector@gmail.com
Auditions
LGMC is a non-auditioned chorus. No previous singing or musical training is necessary. Upon joining the
chorus new members will have a brief meeting with the AD to ascertain vocal range and discuss previous
music experience. Returning members can also schedule a vocal range check at any time, although
generally new section assignments will not be made during the semester.
Concert Preparedness
If you are absent from more than the permitted number of regular rehearsals and fail to attend some
form of make-up rehearsal, the Artistic Director will schedule a consultation to ascertain your
subscription concert preparedness.
Repertoire
All music performed by LGMC is selected by the AD, with the assistance or approval of the Programming
Committee of the Membership Council. All Section Leaders are members of the Membership Council.
Only approved repertoire may be performed at any SFGMC appearance. (see semester rep list)
Music
Your music should be in a 3-ring binder along with the most current chorus schedule (available at
chorusconnection.com). For each semester your binder should contain all music for the current season
concert being prepared AND the outreach music selections for the semester determined by the AD. (see
semester rep list)
Preparedness
It is your personal responsibility to be prepared for rehearsals and performances. Music and
choreography preparation begins at home. Prior to rehearsal, review the music and any choreography.
Memorize it according to the memorization schedule given by the Artistic Director. If there are
particular parts of the music or choreography that you are having difficulty with, ask one of your Section
Leaders or the Choreographer for assistance. Rehearsal Aids, in the form of rehearsal tracks and
Choreography videos, will all be available on chorusconnection.com.
Rehearsals
Regular rehearsals are held on Sunday evening at 7:00 p.m., with the exception of certain holidays and
other special days. LGMC makes every effort to ensure that rehearsals do not end later than 9:00 p.m.
Please arrive promptly.
Technical Rehearsals / Dress Rehearsals
Attendance by Chorus members at technical (tech) and Dress rehearsals is required before concerts.
During tech rehearsals, the Chorus may not actually rehearse entire music selections; frequent and
irregular periods on and off the stage may occur. Your cooperation is appreciated as tech rehearsals
help to ensure that concerts run smoothly.
Unless otherwise announced, performance attire is not required for either tech or dress rehearsal;
street clothes may be worn.
Performance Protocol
The following protocol is designed to facilitate an enjoyable and professional performance experience
for you, your chorus brothers and the audience:
Be ready to perform at the announced call time.
Turn off all cell phones and pagers – not silent, not vibrate – but turned off while performing.
Personal valuables are not secure. Leave them at home if at all possible, or carry your wallet on your
person.
The use of alcohol or other drugs not taken as prescribed or directed is strictly forbidden and will
result in the Chorus member being asked to leave the premises. Repeated offenses may result in further
disciplinary action.
In the performance space, the Stage Manager is the person in charge. It is imperative for your safety
and for the smooth running of the event that you immediately do whatever he/she asks of you.
Respect the privacy of all guest artists.
For reasons of security and respect, your guests may not enter the backstage area before, during or
after the concert.
Be ready to go on stage no less than ten minutes prior to each of your stage entrances.
Be silent at all times in the wings and stage areas of the performance hall.
You will be standing close together on stage so avoid strong odors such as aftershave, perfume,
scented deodorant, cigarette smoke, garlic breath, etc.
Entering the stage: Walk directly to your assigned position and face the audience. Do not talk on stage.
Ever.
Gum, food, and drink (only water bottles) are not allowed on stage at rehearsals or performances.
If you feel ill or dizzy, sit down or exit the stage quickly and quietly.
Do not leave the backstage area during intermission.
Do not applaud guest artists or soloists while on stage unless directed to do so by the Conductor.
Exiting the stage: Leave the backstage area before talking.
After each concert, avoid entering the auditorium from the stage (you should exit through the stage
door/s and walk around to the lobby to meet your friends). If you are wearing a special costume and/or
make-up, change your costume and remove make-up before exiting the backstage area.

Performances are a hectic time. Following these guidelines helps tremendously!!! Anyone who does not
follow these protocols, or acts in a disruptive or unprofessional manner – onstage or offstage – may be
asked to leave the concert venue by the Artistic Director/Conductor or Membership Council President.
Attire
There are generally two wardrobe options for LGMC performances; Concert Black and Chorus T-Shirts.
The AD will decide which of these we wear for which performances. Specifications are below.
Chorus T-Shirts are provided to each member and are worn at several community events at which the
chorus performs. They are often paired with blue jeans, black slacks, or khaki shorts depending on the
weather and event. It is also suggested that members purchase a neutral colored long sleeve thermal
shirt to wear under the chorus t-shirt in colder weather.
Concert Black attire consists of black slacks, black dress shirt with a collar, black dress shoes, and black
socks. Other pieces of concert attire (tie, vests, etc.) will be provided by LGMC. Follow instructions on
concert attire exactly; do not accessorize your apparel. Neither conspicuous jewelry nor audible
accessories/paraphernalia should be used.
General questions about attire should be made to the Membership Council President or Artistic
Director.
Retreats & Extended Rehearsal
Retreats are special events in the life of the Chorus. Weekend retreats are equal amounts of intensive
rehearsals and socialization. In these times together we can truly find a way to give voice to our mission
through song.
7. ENSEMBLE & SOLO OPPURTUNITES
The ensemble experience offers artistic rewards and challenges beyond those found in the full Chorus.
Members rehearse weekly 6-7 (an hour before the full choir rehearsal) and are subject to the additional
polices listed below in this section.
Membership
LGMC does maintain an auditioned ensemble of 8-12 members. Members of small ensembles receive no
added rights or privileges above other LGMC members. Members of ensembles must sing with the full
Chorus. Audition dates are on the LGMC calendar and audition materials will be made available at
Chorus Connection.
Performances
The ensemble may represent LGMC at community engagements and functions when either the full
chorus would be impractical or a balanced choral group cannot be formed from available members.
Cabaret
Specifically for the annual cabaret the AD may assign or audition participants for smaller ensemble, such
as duets or trios, for the February concert.
Attendance
Being a small group, regular attendance by ensemble members is extremely important. Members are
expected to make every effort to attend all rehearsals. The AD will set attendance policies. Failure to
meet the attendance requirements outlined by the AD will result in suspension or dismissal at the
discretion of the AD. If deemed necessary, the AD may make arrangements to backfill the part and/or
hold a Performance Readiness Session for those members who have not met the attendance
requirements.
Solo Auditions
Solo Auditions will be announced by the AD in advance. These will be done by the AD. Solo selection is
subjective. If you are not selected, try again next time around. Instructions for specific auditions and
audition materials will be made available via Chorus Connection.

8. FINANCE
Expenses
Dues

At this time there are NO dues or membership fees associated with LGMC. Because of this the
Membership Council asks that each member commit to selling or buying five concert tickets (50$).
Attire

Each member is responsible for providing their own Concert Black attire as described above.
Chorus Retreats

LGMC retreats are held in town. A group meal may be organized at a local venue that would require a
minimal expense by chorus members.
Touring

GALA
The Gay and Lesbian Association of Choruses organizes a five day choral festival every four years.
Usually held during the month of July, GLBT Choruses from around the world gather in unity and
friendship to share the gift of song. Member choruses perform for one another, network, socialize,
learn, inspire, and return home transformed. The cost of participation is approximately $1,500 if you
choose a hotel option of single occupancy. Hotel rooms can be shared between 2, 3 or four people. All
members are encouraged to participate and LGMC plans to attend in 2020.
Donations, Fundraising & Subscriptions
Among the many sacrifices that members make is to become a donor of the Chorus. This is not a
requirement. Every dollar is put to good use making our work possible.
Throughout the year there are many events and many ways to contribute, either with a donation or by
volunteering to help us staff a fundraising activity. Gifts of all shapes and sizes are welcome.
From time to time, members are contacted about specific donation opportunities – e.g., underwriting
songs or portions of a production.
9. MEMBER SERVICES
Membership in LGMC can be a social, affirming, and joyous experience. LGMC is as much about singing
as it is about family and community. Like all families we have our moments for celebration as well as
moments of sadness and conflict. To help build the bonds of family and to support one another, LGMC
offers a range of social and supportive member services.
Social Events
Under the auspice of Membership Committee of the Membership Council, chorus members and their
guests are provided with regularly scheduled and individually planned social opportunities designed to
enhance brotherhood and social interaction. Regular events include a movie nights and lunches for
professional development that take place throughout Louisville. Stand-alone events include inter-
sectional parties, sporting events (baseball/football games, bowling, tennis dates), and theatre events.
Individual members are encouraged to present event ideas – along with plans to execute those events -
to the Membership Committee Chair or Membership Council President.
Big Brother
For each incoming class of new members (or “newbies”), LGMC assigns each newbie a Big Brother. A Big
Brother is chosen to be the best fit possible for the newbie. His role is one of mentor, friend, confidante
and guide and serves to help a newbie navigate through his first season in LGMC. All newbie questions
should be directed to his Big Brother who can either answer or help find the answer for his Little
Brother. Big Brothers are a position of honor and it is not uncommon to find families of brotherhood in
LGMC as Little Brothers take on Little Brothers of their own. Among other agreements, Big Brothers are
required to attend an orientation and commit to an entire trimester of engagement with their Little
Brother and the chorus.
10. CHORUS LEADERSHIP & GOVERNANCE
The following contains excerpts from the LGMC bylaws as approved by the Board of Directors; Dec. 30,
2013.
Artistic Staff
Led by the AD, the artistic staff’s biggest responsibility is preparing the Chorus for performance, and
conceptualizing and implementing all elements of performance. Our artistic staff is made up of paid and
unpaid professionals chosen by the AD with the approval of the Membership Council and Board of
Directors.
• Artistic Director and Conductor (AD): Manages the artistic staff and budgets, selects performance
repertoire, and conducts the chorus in its rehearsals and concerts.
• Accompanist: Provides piano accompaniment for rehearsals and performances.
• Assistant Conductor: Assists the AD with conducting responsibilities -- such as warm-ups and sectional
rehearsals -- and may substitute for the AD in his absence.
• Choreographer: Designs dance movements for the Chorus to use in performance, and teaches those
movements to the Chorus in rehearsals.
• Stage Manager: Supervises the Chorus in performance, overseeing such activities as stage entrances
and exits, liaising with theatre managers and technical crew, and other important theater safety and
performance protocols.

Membership Council (ARTICLE V)

The Membership Council shall ensure a productive, disciplined, supportive and satisfying rehearsal and
production experience for members of the Chorus. It shall strive to balance the needs of the Chorus’
artistic and administrative staff with the needs of the Chorus members by recommending policies and
establishing practices for Chorus members’ participation in the Chorus.
Section 1. General
A) The Membership Council shall consist of elected representatives of the Voting Members of the
Chorus and/or Council Committee Chairs.
B) The Membership Council shall recommend and administer Board-Approved rules and regulations,
facilitate activities and enforce procedures relevant to Chorus membership including, but not limited to:
Rehearsal responsibilities of members of the Chorus
Chorus members’ attendance at rehearsals, performances, and other Chorus events
Appropriate behavior management
Recommendations for dismissal or discipline of members of the Chorus
Recommendation of policy regarding Chorus members’ payment of financial obligations and how such
payment affects both a Voting Member of the Chorus and being able to participate in Chorus
performances
Member orientation
Maintenance of a Chorus Member Handbook
Integration of new members into the Chorus
Maintenance of the Chorus Member Roster
Planning, arranging, and producing Chorus social functions
Identifying and channeling Chorus member resources to support Chorus activities.
Chorus membership retention and recruitment
Assistance in planning, producing, and arranging concerts
Assistance in planning and arranging Out Reach Performances and Events
C) The Vice President for Membership shall convene and preside at the meetings. The Vice President for
membership is elected by the Membership Council after General Membership Elections, from the
Council Membership. The Vice President for Membership shall also serve as an ex-officio member of the
Board of Directors.
D) The Membership Council should meet a minimum of six (6) times per year. Meetings of the
Membership Council shall be open to members of the Chorus except when the Membership Council is
discussing individual personnel or confidential member issues. In those cases, the Vice President for
Membership may convene the
Membership Council in closed session for the portion of the meeting in which the confidential matter(s)
is addressed.
E) The Vice President for Membership will take or appoint another membership Council Representative
to take minutes of all Membership Council meetings. The Vice President for Membership shall file copies
of the minutes with the Executive Director and/or the Secretary or his designee no later than one (1)
week after each meeting.
F) Because of the importance of these meetings for the smooth operation of the Chorus and general
member satisfaction, active participation of all elected membership Council Representatives is essential.
Any Membership Council Representative who misses three (3) meetings during his or her term of service
will be automatically dismissed from the Membership Council.
G) Within fourteen (14) days after notification from the Vice President for membership of a
Membership Council Representative’s third missed meeting, the Vice President for Membership shall
submit to the President of the Board of Directors the name of a replacement to fill the remainder of the
dismissed Representative’s term. The President shall appoint the replacement to fill the remainder of
the dismissed Representative’s term.
H) A dismissed Membership council Representative shall not be permitted to stand for election again
for one (1) calendar year, commencing with the date of dismissal.
Section 2. Membership Council Nominations
A) The Elections Committee shall seek out and solicit qualified candidates of the Membership Council
on a continuous basis from the Voting Members of the Chorus.
B) The Elections Committee shall evaluate each candidate’s eligibility and qualifications, explain to the
candidate the responsibilities of service, and ascertain the candidate’s interest in serving on the
Membership Council.
C) At a rehearsal during the Spring Concert preparation period, the Elections Committee shall distribute
to the Voting Members of the Chorus a list of qualified candidates for the Membership Council. At the
same time, the Elections Committee shall announce the number of positions that will be filled in the
upcoming Membership Council election.
D) In addition to the candidates put forward by the Elections Committee, nominations for Membership
Council Representatives shall also be solicited from the Voting Members of the Chorus. The candidate
shall accept or decline their nomination.
E) No less than the fourteen (14) days prior to the Annual Member Meeting rehearsal of the Spring
Concert preparation period, all candidates for election to the Membership Council shall submit a brief
written position statement to the Elections Committee to be distributed to the Chorus. The Statement
should include any information that would help the Voting Members of the Chorus make an informed
choice.
Section 3. Election of the Membership Council
A) Membership Council Representatives shall be elected from amongst the Voting Members of the
Chorus. To ensure adequate representation and assistance, the
Chorus shall elect one (1) or more Member Council Representatives according to the following table:
Section Membership Number of Representatives
< 10 Voting Members 2
11-25 Voting Members 3
26-50 Voting Members 4
> 51 Voting Members 5