Music Department Organization of Christian Life Center of Stockton, CA
Glen Woodward
Music Department Staff
Habakkuk 2:2 says, “Write the vision and make it plain on tablets, that he may run who reads it.” In order to develop a department there must first be a vision. Secondly, there must be a strategy to implement that vision. My greatest challenge is to build an organization that can effectively carry out that strategy. Thus, it is imperative that I produce leaders and equip them to mobilize an army of musicians and singers that can usher in the presence of God.
I. Music Department Council
a. Prayer Leader
i. To admonish entire Music Team to come together before each service for a time of corporate prayer to prepare to minister before the Lord and worship Him in Spirit and in Truth.
b. Assistant to Minister of Music
i. To help coordinate rehearsals, services, special projects and musical productions.
ii. To oversee music program in Director’s absence
c. Music Department Secretary
i. Oversee the filing, storage, and preparation of vocal and instrumental music for Sunday services and Musical productions.
ii. Make sure overheads are available for all worship choruses
iii. Send our correspondence and distribute monthly schedules
d. Music Department Treasurer
i. Collects in-coming money from fundraisers, etc.
ii. Maintain an updated and accurate account of Music Department monies
e. Choir Secretaries
i. Keep Attendance Records
ii. Send new member letters
iii. Provide rehearsal tapes to soloists and choir members
f. Photographer
i. Makes sure all special events are photographed
ii. Makes available a formal picture of the choir once or twice each year
g. Activities Committee
i. Coordinates fund raisers, socials, and other activities
h. Section Leaders
i. To encourage a spirit of unity and be an example to those in each section.
ii. Responsible to call their section for un-scheduled events or when it is necessary to remind the section of scheduled events
iii. During rehearsals, ask the director to help with parts that have not been covered sufficiently.
iv. Be available at least 10 minutes prior to each rehearsal in order to assist new choir member�s with robes, music, placement, etc. Make new members feel welcome.
v. Contact absentees immediately.
vi. Send cards or make visits to those who have been sick, hospitalized, or just need encouragement.
vii. Be a recruiter! Encourage the choir members in your section to invite others to join the choir.
i. Host/Hostess
i. Responsible for greeting new choir members
1. Make them feel welcome
2. Introduce them to other choir members
3. Seat them beside a strong singer
4. Answer any questions that they might have
5. Introduce them to robe attendants
Philosophy of Music
Music is more than a song; it is the foundation of our worship. Worship is more than a thought or a phrase; it requires active participants. Worship is the very essence of communication with God. A church is much more that a place to visit on Sundays; it is the dwelling place of Jehovah. God Almighty has chosen to make His abode within each of us, and therefore, we are the church!
In the Old Testament days, singers and musicians led the children of Israel into battle and ushered them into the sacred worship of Yahweh. Today, through the ministry of music, the church, the Body of Christ, experiences the victory of the battle as well as the intimate worship of our Most High God.
When taking the above into consideration, we, the singers and musicians of Christian Life Center, have an awesome responsibility: we are more than just a choir and orchestra; we are worship leaders and ministers through music. The expressions on our faces and the enthusiasm we demonstrate will extend to the congregation and inspire them to praise the Lord and enter into the Holy of Holies. When the Body begins to worship in one accord, the Lord will move in many mighty ways, often manifesting Himself in healing, deliverance, and salvation.
Music Ministry Objectives
* To lift up the name of Jesus
* To inspire worship and praise
* To create an atmosphere that is conducive to the Holy Ghost
* To reach the lost and to compel sinners to repentance
* To encourage the disheartened and to strengthen the weary
* To be a living testimony of the amazing grace of Jesus Christ
* To prepare the people for the preached word
The Responsibilities of the Choir Member
1. To support the pastor and Minister of Music to the best of your ability
2. To be an example of someone in leadership as you are representing the Pastor and what he stand for, as well as the rest of the choir
3. To live a consistent overcoming, victorious life
The 10 Characteristics of a “Perfect” Choir Member
1. Is never late for choir rehearsal, strives for perfect attendance, and always contacts the Section Leader if they must be absent.
2. Does not talk during rehearsal but gives their undivided attention. Also does not bring the latest news or gossip with them.
3. Gives 100% to every note that they sing even if the song isn’t their favorite style. They also sing each song with the same enthusiasm as the first time that they sang it.
4. Is very conscious of their volume, vibrato, timing, and strives for excellence. Does not get offended if “Sis. Jones” gets more solo parts than she should have.
5. Helps with fundraisers, special events, etc. so that 2 or 3 people don’t do all the work. (Also does not make the choir director beg for their choir dues.
6. Directs all questions, complaints, criticism, suggestions and problems toward the music staff and not other choir members in an attempt to eliminate any confusion or division among the choir.
7. Does their best to line up to choir rules and regulations and not try to make the rules line up to them.
8. Realizes that the Music Staff is human and will probably make an occasional error.
9. Realizes that Minister of Music has been placed over them by God and the Pastor and should respect him as such.
10. Knows how to pray. Period!
Requirements for Membership
Each person interested in membership in the CLC Adult or Youth Choir must obtain a from the Administrative Assistant. The application must be filled out and returned no later than one week prior to the scheduled audition date with the Minister of Music and the Choir President. All additional membership requirements will be provided in the membership packet.
Each year, the Music Department will hold Its Music Advance. Attendance at the Music Advance is required of all persons who want to be active in the Choir. Spouses are also invited to the Music Advance.
Attendance Guidelines
All choir members pledge to diligently uplift the choir ministry of CLC. All choir members are expected to maintain at least a 70% attendance average, including excused and unexcused absences. Choir members who do not meet this criteria may find their membership in jeopardy. Attendance records of all members are kept on a weekly basis and are compiled by the Choir President. If you are going to be absent or tardy for a rehearsal or worship service, it is required that you call your Section Leader prior to the fact.
Regarding worship service absences, it is especially important that you make your calls no later than Saturday at 9:00 PM, or by 8:30 AM on Sunday. Once again, it is imperative to call your Section Leader for all absences and tardies. If after numerous attempts you fail to reach your Section Leader, you may call the Choir President or the Administrative Assistant.
At the end of each quarter, an evaluation of each choir member’s attendance, attitude, and awareness is assessed. Attendance percentages are also sent out. Once again, if .a choir member does not meet the criteria as set forth in the handbook, their membership may be in jeopardy.
Absences
Excused: An absence reported to Section Leader prior to rehearsal and worship service.
An excused absence involves work conflict, illness, death, and scheduled vacation.
Unexcused: An absence from a scheduled rehearsal or worship service with failure to contact your Section Leader. All absences and tardies must be reported in advance to your Section Leader. Two unexcused tardies is the equivalent of one unexcused absence. With three unexcused absences, the choir member will be placed on probation. Four unexcused absences will result in the choir member being asked to resign.
Leaves of Absence
If an extended absence from the choir becomes necessary, it is required that a leave of absence form be obtained from the Administrative Assistant. An appointment must then be made with the Minister of Music and the completed request form be presented “in person” at that time. During this appointment, the duration of the leave and the anticipated date of return will be established. Failure to follow this procedure will result in immediate dismissal from the choir.
Choir Robes
The choir robe assigned to you is not your own; It belongs to CLC. Please keep this attitude in mind as you take care of the robe. After wearing, hang the robe in its proper place, right-side-out, zipped, and straightened so as not to wrinkle it.
If the robe assigned to you is missing or needs special attention, inform the Robe Manager immediately. Your full cooperation. in this matter will be greatly appreciated and will help avoid unnecessary confusion.
Worship Service and Rehearsal Schedule
Sunday
10:45 AM Morning Worship Service
10:35 AM Assemble quietly and prepare to enter choir loft
10:40 AM Enter choir loft on cue. No entry after door is closed and the choir is on the platform. Remain in choir loft until dismissed by the Minister of Music
Sunday
5:45 PM Evening Worship Service
4:00 PM Rehearsal in Auditorium
5:15 PM Prayer in Prayer Room
5:35 PM Assemble quietly and prepare to enter choir loft
5:40 PM Enter choir loft on cue. No entry after door is closed and choir is on platform. Remain in choir loft until dismissed by the Minister of Music.
Tuesday
7:00 PM Adult Rehearsal
8:00 PM Youth Rehearsal
Christian Life Center Orchestra/Rhythm Section
Requirements for Membership
Each person interested in membership obtain a membership packet from the Orchestra President/Administrative Assistant Upon completion of the application, an interview date with the Orchestra President/Administrative-Assistant and the Minister of Music will be scheduled. All additional requirements will be provided in the membership packet.
Each year, the Music Department will hold its Music Advance. Attendance at the Music Advance is required of all- persons who want to be active the CLC Orchestra/Rhythm Section. Spouses are also invited to the Music Advance
Attendance Guidelines
All regular members are expected to be faithful and punctual in attendance of rehearsals, special programs, and services where Performances are scheduled.
If an absence is anticipated, the instrumentalist should contact the Orchestra President/Administrative Assistant as soon as possible to make sure that part is covered in rehearsals and services. Failure to report an absence will be considered unexcused and will place membership in jeopardy. An excused absence involves work conflict, illness, death, and scheduled vacation.
Termination of Membership
A member shall be deleted from the roster for the following reasons:
A. Personal request for leave/resignation.
B. After moving from Stockton area and/or transferring church membership.
C. Violation of attendance guidelines.
Care of Music
Our philosophy concerning music is that all music belongs to God. He provided the inspiration to write the Music; He commissioned great_ people to direct His music; and He created great people that perform His music. The music is merely a loan from God to us to use as an instrument for His praise and glory. Such possessions should receive thoughtful care and consideration. All members are responsible for his/her music folder.
Please report any lost or torn music to the Orchestra-President/Administrative Assistant. From time to time, learning tapes will be available to assist you in your private rehearsal time.
Individual Practice
All instrumentalists are encouraged to spend time practicing outside the regular rehearsals. Occasionally music will be handed out in advance if it is difficult because of the amount of music performed during service, it would be wise to keep your “chops” in shape, and musical skills sharp so as a unit we can minister more effectively.
Worship Service and Rehearsal Schedule
Rhythm Section
Sunday Morning
8:45 AM Rehearsal in Auditorium
9:00 AM Rehearsal with Choir
10:30 AM Assemble on the platform with your instruments, set up, tried and ready to play.
40:45 AM Morning Worship
Sunday Evening
3:45 PM Rehearsal in Auditorium
4:00 PM Rehearsal with Choir
5:30 PM Assemble on the platform with your instruments, set up, tried and ready to play
5:45 PM Evening Worship
Orchestra and Rhythm Section
Sunday Morning (Mass Choir Sunday)
8:45 AM Rehearsal in Auditorium
9:00 AM Rehearsal with Choir
10:30 AM Assemble on the platform with your instruments, set up, tried and ready to play
10:45 AM Morning Worship
Sunday Evening (Mass Choir Sunday)
` 3:45 PM Rehearsal in Auditorium
4:00 PM Rehearsal with Choir
5:30 PM Assemble on the platform with your instruments, set up, tried and ready to play.
5:45 PM Evening Worship
Music Department Socials
Because of the lack of time for fellowship on .Sundays; planned socials are very special. The Music Department has several socials per year and individual participation in these will be a blessing to all involved. The socials will help to facilitate better relationships among the Music Department.
Other Procedures and Reminders
Following the rehearsals and prayer, remain in a worshipful attitude prior to entering the sanctuary.
Refrain from all unnecessary movement and talking while in the choir loft or platform.
Always watch the Minister of Music for sitting and standing cues. Sit and stand together with elbows touching to move as talking and moving around in the choir loft will be amplified by the microphones and heard throughout the congregation The a reverence displayed as a choir, and orchestra will set the mood for the entire worship service.
Whenever thee the choir and orchestra are seen publicly, always strive to maintain a professional attitude and appearance.
If you know of someone in the choir or orchestra who is sick and/or in need of encouragement, please inform the < coordinator.
Call your Section Leader for all schedule and rehearsal information.
Constitution
I. Preamble
This constitution has been adopted to further the aims and growth of the Music Department of this church. It will govern the selection of officers and the leaders who will plan and maintain the functional operation of the Music Department.
The Music Department is a vital and integral part of the outreach ministry of this church; therefore, we will dedicate our efforts to the furtherance of Gods Kingdom in the hearts of all we touch with this ministry. We recognize the need to serve: whenever needed for the welfare of the group and will subordinate our individual prominence to its rightful place in relation to the group.
II. Constitutional Amendments
Constitutional changes may be made by a simple majority of vote of the Music Staff. A suggestion may be presented by any member for approval by the Music Staff. The proposed amendment will be presented to the Music staff in the form of a recommendation. By-laws and policies will be determined by current needs.
III. Structure of the Administrative Body
The Administrative Body of the Music Department is comprised of the Music Staff, headed by the Minister of Music and Executive Committee. Selection of the members to fill positions within the music Staff is based on administrative leadership ability, initiative, spiritual maturity, and past performance.
The Executive Committee is appointed by the Minister of Music, and its responsibilities are determined by the Minister of Music based upon the above required pre-requisites. Section Leaders, the Chorale Liaison and all other music Staff members are appointed annually by the Executive Committee.
A. Executive Committee; consists of the following members; Minister of Music, Associate Music Administrator, Administrative Advisor, Associate Music Minister, Administrative Assistant/Membership Coordinator, Production Coordinator, Financial Controller, Choir President, Choir Vice-President, and Orchestra President.
B. Music Staff; consists of the following members; Executive Committee, Section Leaders, Choral Liaison, < Coordinator, fff Coordinator, Robe Managers, Fund-raiser Coordinator and Assistant.
IV. Officers and Duties
A. Administrator
a. Works directly with the Pastor on all Music Department activities.
b. Oversees all functions of Christian Life Center Music Department.
c. Oversees all officers duties and staff meetings
d. Initiates new policies and reviews the efficiency of current office procedures.
B. Associate Administrator I
a. Works in conjunction with Administrator in all Music Department activities
b. Schedules CLC service musicians, and special singers.
C. Associate Administrator II
a. Works in conjunction with Administrator and Associate Administrator I in all Music Department activities.
b. Helps to organize special events such as Christmas & Easter Programs, Live Recordings, Concerts, etc.
c. Help to organize sound & lighting department
d. Platform/Production/Choir/Orchestra Coordinator
e. Oversees Service Praise Singers
f. Coordinates choir seating with Administrator and Associate Administrator I
D. Administrative Assistant/Secretary
a. Manages Music Department Office
b. Records minutes of Music Staff meetings
c. Prepares and distributes agendas, choir roster, minutes, handouts, etc. for Music Staff meetings
d. Oversees the functions of Section leaders of new members
e. Prepares application packets for membership
E. Financial Advisor
a. Monitors all income and expense of the Music Department
b. Coordinates and manages inventory of all product sales
c. Provides monthly and annual statements and reports of Music Department accounts
F. Executive Coordinator
a. Assists in all Music Department performances and functions
b. Works directly with Administrator, and Associates I & II
c. Oversees Adult and Youth Coordinators
G. Adult Coordinator
a. Maintains master attendance records derived from Administrative Assistant
b. Informs Section leader of special events, and unannounced rehearsals and performances
c. Assists Associate Administrators I & II for scheduling special events, services, etc.
d. Helps to oversee choir rhythm section
H. Youth Coordinator
a. Maintains master attendance records derived from Administrative Assistant
b. Informs Section leaders of special events, and unannounced rehearsals and performances
c. Assists Associate Administrators I & II and Executive Coordinator for Choir functions as needed
d. Collects offerings and collections for other activities
e. Prepares monthly reports of all absences and tardies (percentages)
I. Orchestra/Rhythm President
a. Maintains attendance records
b. Contacts absentees to encourage participation
c. Prepares materials for, and directs all performances of the Orchestra
d. Solicits new members on a regular basis
e. Works with Administrative Associates I & II for scheduling special events, services, etc.
f. Helps to oversee choir rhythm section
J. Section Leaders
a. Maintain attendance records for section, and see that the Admin. Assist. receives reports following each rehearsal/service.
b. Report absences to the Executive Coordinator or Choir coordinator following each rehearsal or performance
c. Maintain a record of all absences and tardies
d. Two-way emergency relay: relay an illness and crisis situation to the Administrator, and Care Coordinator. Contact the choir members regarding schedule changes and reminders, etc.
e. Know the choir memberships and schedule thoroughly
f. Call absentees of previous week before rehearsals and encourage participation
g. Contact the Choir Coordinator personally if you are going to be absent
h. Attend Music Staff meetings. Regular attendance at all Music Staff meetings is mandatory
i. The main point is regular contact by phone and mail.
j. Utilize tender loving care. Ideas such as birthday and anniversary cards for all members and their immediate family units should be shared and cultivated.
k. For some members, you are the only personal link that they will have to the Staff. Treat them kindly.
l. Maintain an updated seating chart of both mass choir and your designated choir. You will be asked to help fill absentee seats each service.
K. Fellowship Coordinator
a. Initiates and coordinates social functions for the choir
b. Establish and hold monthly committee meetings
c. Coordinates social events that generate income
L. Care Coordinator
a. Oversees the general care ministry of the choir
b. Utilize tender loving care. Ideas such as birthday and anniversary cards for all members and their immediate family units should be shared and cultivated.
c. Illness or death in the family of any choir member should be personally recognized as well as representation form the Music Ministry
d. Check with Section leaders periodically for special needs of choir members
M. Robe Manager and Assistant
a. Assigns robes
b. Maintains robes and robe closet
c. Collects member co-payment for new or used robes
d. Retains keys for closet door locks
N. Fund-Raiser Coordinator and Assistant
a. See that a monthly fund-raiser is implemented
b. Choose a committee and notify the Music office of its members
c. Collects all income associated with fund-raisers and deposits with Associates I or II, or Administrative Assistant
d. Responsible to pay all debts incurred by fund-raiser
e. Assist fellowship coordinator with social events that involve income
The above article, “Music Department Organization of Christian Life Center of Stockton CA” is written by Glen Woodward. The article was used by permission from Christian Life Ministries.
The material is most likely copyrighted and should not be reprinted under any other name or author. However, this material may be freely used for personal study or research purposes.
