Bylaws of NeoVoce Philharmonic Choir

Chapter I. Name and Registration

Article 1. Organization Name
1.1 The official Chinese name of this choir is 馨声爱乐合唱团. Its federally registered English name is NeoVoce Philharmonic Choir (abbreviated as NPC).
1.2 The Choir is a non-profit organization registered in Canada and abides by the relevant laws and regulations of Canada and Ontario.

Chapter II. Purpose and Mission

Article 2. Purpose
2.1 To promote cultural exchange and multicultural inclusion through the art of choral music, and to enhance the public’s appreciation of music.
2.2 To enrich members’ cultural and recreational life, improve musical literacy, and cultivate mutual respect, cooperation, and fellowship.

Article 3. Mission and Goals
3.1 To become a musically leading Chinese-Canadian amateur choir in the Greater Toronto Area and beyond.
3.2 To provide members with professional-level choral training, enhancing ensemble skills and stage performance.
3.3 To actively participate in community cultural and musical activities and promote the art of choral singing.
3.4 To host public concerts, fostering equality, diversity, and inclusion in the community.
3.5 To engage in international cultural exchanges, showcasing the diverse charm of choral music.

Chapter III. Organizational Structure

Article 4. Governing Bodies
4.1 Board of Directors – The highest decision-making body of the Choir, elected by all members, responsible for major resolutions.
4.2 The Board consists of the Chairperson, Secretary-General, Financial Supervisor, and other Directors.
4.3 Artistic Committee – The Board appoints the Artistic Director/Conductor, who forms the Artistic Committee, responsible for artistic direction, rehearsals, and performance quality.
4.4 Administrative Team – Includes one President (appointed by the Board), one or two Vice Presidents (appointed by the President), and departments such as Finance, Publicity, Logistics, and External Relations, formed by the President.

Chapter IV. Membership System

Article 5. Membership Eligibility
5.1 Any individual aged 18 or above who accepts these Bylaws, complies with the regulations, has a passion for the art of choral music, and demonstrates team spirit may apply to join.
5.2 The Board has the right to terminate membership in cases of misconduct or serious violation of Choir rules.

Article 6. Member Rights
6.1 To participate in rehearsals, performances, training, and activities.
6.2 To vote, elect, be elected, and make proposals at the General Assembly.
6.3 To access internal materials and learning resources.
6.4 To freely withdraw from membership.

Article 7. Member Obligations
7.1 To comply with these Bylaws, regulations, and rehearsal discipline.
7.2 To pay membership fees on time.
7.3 To actively participate in rehearsals and performances, upholding the Choir’s reputation.

Article 8. Membership Fees
8.1 The membership fee amount shall be determined jointly by the Board and the Administrative Team.

Chapter V. Activities and Performances

Article 9. Forms of Activities
9.1 Regular rehearsals
9.2 Annual concerts
9.3 Workshops and open rehearsals
9.4 Community outreach and charity performances
9.5 Domestic and international choral festivals, competitions, and tours

Article 10. Musical Standards
10.1 Rehearsals must be professional, and performances must be audience-centered, adhering to high artistic standards.

Chapter VI. Finance and Asset Management

Article 11. Financial Principles
11.1 Funding sources include membership fees, donations, sponsorships, ticket sales, and government grants.
11.2 All funds must be used exclusively for activities consistent with the Choir’s purpose and not for personal gain.
11.3 Financial operations must be transparent. An annual financial report must be submitted to the Board and the General Assembly for review.

Chapter VII. Rules and Amendments

Article 12. Regulations
Based on the nature of the Choir and its organizational roles, corresponding rules and regulations shall be established or amended with Board approval.

Article 13. Amendments to the Bylaws
Any amendments must be approved collectively by the Board before taking effect. The right of interpretation of these Bylaws belongs to the Board of NeoVoce Philharmonic Choir.

These Bylaws were drafted by the “Bylaw Drafting Committee” under the leadership of the Board, discussed and approved by the Board, and shall take effect on 2025(year) 8 (month) 22(day).

NeoVoce Philharmonic Choir 

Financial Policy

General Provisions

• Compliance with Accounting Standards the NeoVoce Philharmonic Choir shall comply with the Canadian Accounting Standards for NotforProfit Organizations (ASNPO) and all applicable federal and provincial laws governing notforprofit organizations. This policy regulates financial management, promotes efficient use of funds, and ensures the sustainable development of the Choir.

• Fiscal Year the Choir's fiscal year is January 1 to December 31 (calendar year). Under exceptional circumstances, the Board of Directors may approve a change to the fiscal year.

• Financial Oversight A Financial Oversight Committee (监督小组), chaired by the Treasurer, shall be established to oversee the Choir's financial affairs. Committee members may volunteer or be nominated by Choir members; nominations shall be considered jointly by the Board of Directors and the Treasurer, and appointments shall be made by the Board based on qualifications and suitability.

The Treasurer shall provide regular financial updates to the Financial Oversight Committee and shall present a financial report to the full Choir on a quarterly basis. The Committee has the authority to review the Choir's financial records at any time.

• Revenue 

The Choir's sources of revenue include, but are not limited to:

• Membership fees

• Sponsorships and donations

• Honorarium fees

• Grants

• Other lawful sources of income

All income must be reported by the person receiving the funds using an Income Approval Form provided by the Treasurer. Each transaction shall be assigned an approval number and recorded in the financial records.

Income may include cash, cheques, gift cards, electronic transfers, donated goods, or other assets. All revenue shall be used solely for Choir activities and operations. Donations shall be used in accordance with the donor's stated intentions and shall not be diverted to other purposes.

• Expenditure 

Choir funds may be used for expenses directly related to the Choir's operations, including but not limited to:

• Rehearsal venue rental

• Fees for conductors, artistic advisors, vocal coaches, accompanists, and other professional personnel

• Printing and promotional materials

• Costumes and uniforms

• Musical instruments and equipment

• Concerts and performances

• Cultural exchange activities

• Transportation, communication, and administrative expenses

Funds shall not be used for personal benefit or for purposes unrelated to the Choir.

• Expense Reimbursement 

All reimbursement requests must be submitted using an Expense Approval Form issued by the Treasurer and assigned an approval number.

The claimant shall provide:

• The purpose of the expense

• Quantity (where applicable)

• Unit cost

• Total amount

• Original receipts or invoices

The completed reimbursement request shall be submitted electronically (e.g., email) to the designated approver. The approver's email authorization is required as the approval record. Upon receipt of approver authorization, the Treasurer shall process the reimbursement and record the transaction in the Choir's financial records. The Treasurer shall not pay or record reimbursements without documented approver authorization.

• Regulatory Compliance and Reporting Responsibility 

All financial reporting, bookkeeping, tax filings, and regulatory requirements shall be carried out in accordance with applicable Canadian laws and regulations governing notforprofit organizations. Responsibility for ensuring timely filings and compliance rests with the Treasurer, under the oversight of the Board of Directors; the Board may engage external accountants or advisors as needed.

• Audit 

The Financial Oversight Committee shall conduct an internal financial audit annually. A special (exit) audit shall be conducted whenever the Treasurer or other financial officer resigns, leaves the Choir, or transfers financial responsibilities.

The audit shall include, but is not limited to:

• Verification that accounting records are accurate, complete, and reliable

• Review of whether expenditures comply with approved policies

• Confirmation that financial procedures have been properly followed

• Verification that physical assets agree with accounting records

• Review of outstanding receivables and settlement of accounts

Audits shall be conducted according to the principles of legality, objectivity, integrity, fairness, transparency, accountability, and incorruptibility.

• Scope of Application 

This Financial Policy applies to all departments, committees, officers, volunteers, and members of the NeoVoce Philharmonic Choir who are involved in the receipt, management, approval, or expenditure of Choir funds.

Code of Conduct

NeoVoce Philharmonic Choir

1. Purpose and Values

Our choir is committed to fostering artistic expression, cultural exchange, and community engagement through choral music.

All members are expected to uphold the values of respect, inclusion, professionalism, integrity, collaboration, and accountability, consistent with Canadian community standards and human rights principles.

2. Respect, Inclusion, and Equity 2.1 Respectful Environment

All members shall treat fellow singers, leaders, staff, volunteers, partners, and audience members with dignity and respect.

Harassment, discrimination, bullying, intimidation, or abusive behavior of any kind will not be tolerated.

2.2 Equity and Diversity

The choir is committed to equity, diversity, and inclusion. Discrimination based on age, gender identity or expression, sexual orientation, race, ethnicity, language, religion, disability, or cultural background is strictly prohibited.

Members are expected to contribute to a welcoming and supportive environment.

3. Professional Conduct
3.1 Commitment and Participation

Members are expected to participate in rehearsals, performances, and scheduled activities in a timely and responsible manner.

If absence is unavoidable, members should inform the appropriate choir representative in advance whenever possible.

3.2 Rehearsal and Performance Conduct

Members shall remain attentive, cooperative, and respectful during rehearsals and performances.

Personal devices and unrelated activities must not interfere with group activities.

4. Collaboration and Standards

●  Members are expected to follow agreed rehearsal plans, assigned voice parts, performance schedules, and ensemble arrangements.
●  Performance dress codes and presentation standards must be observed as communicated.
●  Suggestions regarding musical or organizational matters are welcome and should be raised through appropriate channels.

5. Communication and Teamwork

5.1 Constructive Communication

Open, respectful, and solution-oriented communication is encouraged.

Concerns or differing views should be expressed in a professional manner through internal channels.

5.2 Team Spirit

Members are expected to act in the best interests of the ensemble and to support one another.

Experienced members are encouraged to assist and mentor new members.

6. Integrity and Ethical Responsibility

6.1 Honesty and Representation

Members shall act honestly and responsibly in all choir-related matters.

The choir’s name, affiliation, or reputation must not be used for unauthorized activities or purposes.

6.2 Use of Resources

All choir resources, including but not limited to music scores, rehearsal recordings, internal documents, educational materials, costumes, equipment, and digital files, are the property of the choir or are used under license.

The scope, manner, and purpose of use of these resources are determined by the choir.

Members may use such resources solely for choir-related purposes and only within the permissions granted.

Unauthorized copying, distribution, sharing, public posting, commercial use, or use for external performances, ensembles, or personal projects is strictly prohibited without prior written approval.

Upon request or upon termination of membership, members must return or permanently delete all choir-owned or licensed materials.

7. Public Representation and Media

Members representing the choir in public settings, including performances, outreach activities, interviews, or online platforms, shall conduct themselves in a respectful and professional manner.

Confidential or internal information must not be shared without authorization.

8. Health, Safety, and Legal Compliance

Members shall comply with applicable Canadian laws, venue policies, safety requirements, and public health guidelines during choir activities.

Unsafe, illegal, or inappropriate conduct is strictly prohibited.

9. Breach of Conduct

Failure to comply with this Code of Conduct may result in appropriate corrective action, including warnings, temporary suspension from activities, or termination of membership.

All matters will be addressed fairly, respectfully, and in a timely manner.

10. Acknowledgement

By participating in the choir, members acknowledge that they have read, understood, and agree to abide by this Code of Conduct, and commit to contributing to a respectful, inclusive, and collaborative community.