BYLAWS OF NEOVOCE PHILHARMONIC CHOIR

CHAPTER I — NAME AND REGISTRATION

Article 1 — Name of the Organization

1.1 The Chinese name of the organization is 馨声爱乐合唱团. Its federally registered English name is NeoVoce Philharmonic Choir, hereinafter referred to as “NPC” or “the Choir.”

1.2 The Choir is a non-profit organization registered in Canada and shall operate in accordance with all applicable federal and Ontario laws and regulations.

CHAPTER II — PURPOSE AND MISSION

Article 2 — Purpose

2.1 To promote cultural exchange, diversity, equity and inclusion through choral music, and to enhance public appreciation of music.

2.2 To enrich the cultural lives of its members, improve their musical knowledge and skills, and foster a spirit of mutual respect, cooperation and fellowship.

Article 3 — Mission and Objectives

3.1 To become a leading Chinese-Canadian community choir, recognized for its musical standards throughout the Greater Toronto Area and beyond.

3.2 To provide members with professional-level choral training and to strengthen the Choir’s ensemble skills and stage performance.

3.3 To participate actively in community cultural and musical activities and promote the art of choral singing.

3.4 To present concerts open to the public and advance equity, diversity and inclusion within the community.

3.5 To engage in international cultural exchange and showcase the diversity and expressive power of choral music.

CHAPTER III — ORGANIZATIONAL STRUCTURE

Article 4 — Governing and Administrative Bodies

4.1 Board of Directors

The Board of Directors is the highest decision-making body of the Choir. Its members shall be elected by the general membership, and it shall be responsible for decisions concerning major organizational matters.

4.2 Composition of the Board

The Board of Directors shall consist of a Chair, a Secretary-General, a Financial Supervisor and other Directors.

4.3 Artistic Committee

The Board of Directors shall appoint the Artistic Director/Conductor. The Artistic Director/Conductor shall establish the Artistic Committee, which shall be responsible for the Choir’s artistic direction and the musical quality of its rehearsals and performances.

4.4 Administrative Team

The Administrative Team shall be led by a Choir President appointed by the Board of Directors. The President may appoint one or two Vice-Presidents.

The President shall establish the administrative structure of the Choir, which may include the Human Resources Department, Finance Department, Communications and Publicity Department, Logistics Department, External Relations Department and Events Department.

CHAPTER IV — MEMBERSHIP

Article 5 — Eligibility for Membership

5.1 Any person who is at least 18 years of age, supports these Bylaws, agrees to comply with the Choir’s policies and regulations, has a passion for choral music, and demonstrates a spirit of teamwork may apply for membership.

5.2 The Board of Directors may terminate the membership of any member whose conduct is inappropriate or who seriously violates the Choir’s Bylaws, policies or regulations.

Article 6 — Rights of Members

Members shall have the right to:

6.1 Participate in the Choir’s rehearsals, performances, training programs and other activities.

6.2 Vote, stand for election, elect representatives and submit proposals at General Meetings of Members.

6.3 Withdraw voluntarily from the Choir.

Article 7 — Responsibilities of Members

Members shall:

7.1 Comply with these Bylaws, the Choir’s policies and regulations, and all rehearsal and performance requirements.

7.2 Pay membership fees on time.

7.3 Participate actively in rehearsals and performances and protect the reputation of the Choir.

Article 8 — Membership Fees

8.1 The amount of membership fees shall be determined jointly by the Board of Directors and the Administrative Team.

CHAPTER V — ACTIVITIES AND PERFORMANCES

Article 9 — Types of Activities

The Choir’s activities may include:

9.1 Regular rehearsals;

9.2 Annual concerts;

9.3 Music workshops and open rehearsals;

9.4 Community outreach and public-benefit performances; and

9.5 Choral festivals, competitions and performance tours in Canada and internationally.

Article 10 — Musical Standards

10.1 Rehearsals shall be conducted according to professional standards. Performances shall be presented responsibly and with a commitment to high artistic quality.

CHAPTER VI — FINANCIAL AND ASSET MANAGEMENT

Article 11 — Financial Principles

11.1 The Choir’s sources of revenue may include membership fees, contributions, sponsorships, ticket sales, government grants and other lawful sources.

11.2 All funds and assets shall be used exclusively for activities consistent with the purpose and mission of the Choir and shall not be used for the private benefit of any individual.

11.3 The Choir’s financial administration shall be open and transparent. An annual financial report shall be submitted to the Board of Directors and the General Meeting of Members for review and approval.

CHAPTER VII — POLICIES AND AMENDMENTS

Article 12 — Development and Amendment of Policies

12.1 The Choir may establish policies and regulations appropriate to its organizational nature, operational needs and administrative positions. The adoption or amendment of such policies and regulations shall be subject to review and approval by the Board of Directors.

Article 13 — Amendment and Interpretation of the Bylaws

13.1 Any amendment to these Bylaws shall take effect upon approval by a vote of the Board of Directors.

13.2 The Board of Directors of NeoVoce Philharmonic Choir shall have the authority to interpret these Bylaws.

These Bylaws were prepared by the Bylaws Drafting Committee under the direction of the Board of Directors, approved by the Board of Directors, and came into effect on August 22, 2025.

FINANCIAL POLICY OF NEOVOCE PHILHARMONIC CHOIR

GENERAL PROVISIONS

1. Accounting Standards

1.1 NeoVoce Philharmonic Choir shall follow the Accounting Standards for Not-for-Profit Organizations (ASNPO) and all other applicable accounting requirements in order to regulate its financial practices, improve the effective use of its financial resources, and support the sound and sustainable development of the Choir.

2. Fiscal Year

2.1 The fiscal year of the Choir shall run from January 1 to December 31 of each calendar year.

2.2 Under exceptional circumstances, the fiscal year may be adjusted with the approval of the Board of Directors.

3. Financial Oversight

3.1 The Choir shall establish a Financial Oversight Committee under the leadership of the Treasurer.

3.2 Members of the Financial Oversight Committee may volunteer or be nominated by other members. Appointments shall be made by the Board of Directors, in consultation with the Treasurer, based on the suitability of the candidates.

3.3 The person responsible for financial administration shall provide regular reports to the Financial Oversight Committee and present a financial report to the general membership once every quarter.

3.4 The Financial Oversight Committee shall have the right to review the Choir’s financial records and financial position at any reasonable time.

4. Revenue

4.1 Sources of revenue may include membership fees, contributions, sponsorships, performance fees, ticket revenue, government grants and other related income.

4.2 All revenue shall be declared and documented by the person receiving or handling the funds through an income approval form.

4.3 The Finance Department shall issue the appropriate income approval form and reference number and shall record the income in the Choir’s financial records.

4.4 All forms of revenue and contributions—including cash, stored-value cards, gift cards, cheques, goods and other in-kind contributions—shall be properly documented and recorded.

4.5 All revenue shall be used exclusively for the activities and operations of the Choir and shall not be diverted to unrelated purposes.

4.6 Contributions or sponsorship funds designated for a particular purpose shall be used in accordance with the contributor’s or sponsor’s stated intention and shall not be redirected to another purpose without authorization.

5. Expenditures

5.1 Choir funds may be used for expenses related to:

• Renting rehearsal and performance venues;

• Engaging conductors, artistic advisers, vocal coaches, collaborative pianists and other professional artists;

• Printing and producing materials;

• Purchasing costumes, music, equipment and supplies;

• Organizing rehearsals, concerts, community performances and other activities;

• Supporting cultural exchanges and external collaborations;

• Transportation, communications and other reasonable operating expenses; and

• Other activities consistent with the Choir’s purpose and mission.

5.2 Choir funds shall not be used for purposes unrelated to the Choir’s operations, activities or mission.

6. Expense Reimbursement

6.1 A person requesting reimbursement shall obtain an expense approval form and reference number from the Finance Department.

6.2 The person requesting reimbursement shall complete the form and clearly state the purpose of the expenditure, quantity, unit price and total amount.

6.3 The completed form shall be accompanied by the original invoice, receipt or other acceptable supporting documentation and submitted by email to the authorized approver for review and approval.

6.4 Upon receiving written approval, the Finance Department shall issue the reimbursement and record the transaction in the Choir’s financial records.

6.5 Reimbursement requests without appropriate supporting documentation may be declined unless an exception is authorized in writing.

7. Financial and Regulatory Filings

7.1 The Choir shall complete all required financial reports, tax filings, information returns and other regulatory filings in accordance with applicable Canadian federal and provincial laws and regulations.

8. Internal Financial Review or Audit

8.1 The Financial Oversight Committee shall conduct an internal financial review or audit at least once each year.

8.2 An additional review shall be conducted when a person holding financial or organizational responsibility resigns, leaves the Choir or transfers responsibility for financial records, funds or assets.

8.3 The review shall examine, among other matters:

• Whether the accounting records are accurate, complete and reliable;

• Whether funds have been used reasonably and in compliance with approved purposes;

• Whether financial transactions have been processed in accordance with established policies and procedures;

• Whether the Choir’s existing assets correspond with its accounting records; and

• Whether accounts receivable and other outstanding amounts have been followed up and settled in a timely manner.

8.4 All financial reviews shall be conducted in accordance with the principles of legal compliance, factual accuracy, objectivity, impartiality, integrity and accountability.

9. Application of the Policy

9.1 This Financial Policy applies to all departments, committees, officers, members, volunteers and other individuals involved in receiving, approving, managing, spending or reporting the funds or assets of NeoVoce Philharmonic Choir.

CODE OF CONDUCT

NeoVoce Philharmonic Choir

1. Purpose and Core Values

NeoVoce Philharmonic Choir is committed to promoting artistic expression, cultural exchange and community engagement through the art of choral music.

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

2. Respect, Inclusion and Equity

2.1 Respectful Environment

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

Harassment, discrimination, bullying, intimidation, threatening conduct, or any other inappropriate or offensive behaviour will not be tolerated.

2.2 Equity, Diversity and Inclusion

The Choir is committed to advancing equity, diversity and inclusion.

Discrimination based on age, gender identity or expression, sexual orientation, race, ethnicity, language, religion, disability, cultural background or any other protected ground is strictly prohibited.

All members share responsibility for creating a welcoming, inclusive and supportive environment.

3. Professional Conduct

3.1 Participation and Responsibility

Members are expected to attend rehearsals, performances and other scheduled activities responsibly and punctually.

If an absence is unavoidable, the member should notify the appropriate Choir leader as early as reasonably possible.

3.2 Conduct During Rehearsals and Performances

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

The use of personal electronic devices or participation in activities unrelated to the rehearsal or performance must not disrupt the Choir’s work.

4. Collaboration and Organizational Requirements

4.1 Members shall follow approved rehearsal arrangements, assigned voice parts, performance schedules and the Choir’s overall artistic and organizational structure.

4.2 Members shall comply with all announced concert dress codes and stage presentation requirements.

4.3 Members are encouraged to offer constructive suggestions concerning musical or organizational matters and to communicate them through the appropriate internal channels.

5. Communication and Teamwork

5.1 Constructive Communication

Open, respectful and solution-oriented communication is encouraged.

Differences of opinion, concerns or complaints should be expressed professionally through the appropriate internal channels.

5.2 Team Spirit

Members shall place the collective interests of the Choir above individual preferences and shall support and respect one another.

Experienced members are encouraged to assist and guide new members in order to promote the shared growth and development of the Choir.

6. Integrity and Ethical Responsibility

6.1 Integrity and Representation

Members shall act honestly, responsibly and with integrity in all matters related to the Choir.

No member may use the Choir’s name, organizational affiliation, reputation or identity for any activity or purpose without prior authorization.

6.2 Use of Choir Resources

All Choir resources—including, but not limited to, sheet music, rehearsal recordings, internal documents, instructional materials, performance attire, equipment and digital files—are either owned by the Choir or lawfully licensed to the Choir.

The Choir shall determine the authorized scope, manner and purpose of use of these resources. Members may use such resources only with permission and solely for authorized Choir activities.

Without prior written approval, members shall not copy, reproduce, distribute, share, publicly post or commercially use these resources, nor use them for external performances, other organizations or personal projects.

Upon request by the Choir, or when a member leaves the Choir, the member shall return or permanently delete all materials owned by, licensed to or administered by the Choir.

7. Public Representation and Media

When representing the Choir in public—including at performances, community events, interviews or on online platforms—members shall conduct themselves in a professional and appropriate manner.

No member may disclose confidential, private or internal information without authorization.

8. Health, Safety and Legal Compliance

Members shall comply with all applicable Canadian laws, venue regulations, safety requirements and public health guidelines while participating in Choir activities.

Unsafe, unlawful or otherwise inappropriate conduct is strictly prohibited.

9. Violations and Disciplinary Measures

A violation of this Code of Conduct may result in appropriate corrective or disciplinary action, depending on the nature and seriousness of the violation.

Such measures may include a reminder, verbal or written warning, suspension from rehearsals, performances or other activities, or termination of membership.

All concerns and disciplinary matters shall be addressed in a fair, respectful and timely manner.

10. Acknowledgement and Commitment

By participating in NeoVoce Philharmonic Choir, each member confirms that they have read, understood and agreed to comply with this Code of Conduct.

Each member also commits to helping build and maintain a respectful, inclusive, collaborative and supportive choral community.