Constitution

Columbia University Wind Ensemble Constitution

Last revised: August 1, 2023
Ratified: September 25, 2023

Article I – Name

Section 1. The name of this organization shall be the Columbia University Wind Ensemble, hereafter referred to as the Wind Ensemble (or CUWE).

Section 2. The Executive Board of the Wind Ensemble, hereafter referred to as the ‘E-Board,’ shall be made up of CC/SEAS/GS/BC undergraduate members of the Wind Ensemble and have the primary responsibility for directing the operations of the Organization.

Section 3. The General Board of the Wind Ensemble, hereafter referred to as the ‘Board,’ shall be made up of any members of the Wind Ensemble and may be selected via election or via appointment. The E-Board has the discretion to add or remove General Board positions that are not specifically outlined by name in this constitution.

Article II – Purpose

Section 1. The Wind Ensemble is a selected group of woodwind, brass, and percussion players. It is designed to offer an opportunity to accomplished musicians to perform challenging music of various instrumentation and styles. Dedicated to the performance of the finest original wind literature from the Renaissance to the present, the Wind Ensemble utilizes a flexible approach to instrumentation, allowing for stylistic accuracy in the performance of everything from large military band works to chamber music. Membership is by audition. In addition, the Wind Ensemble seeks to support music education in the local community.

Article III – Membership

Section 1. Membership is open by audition to musicians playing woodwind, brass, and percussion instruments, or other instruments as deemed necessary by the Music Director. The Music Director, in consultation with the Board, may make further exceptions. The audition committee shall determine admission to the Wind Ensemble.

Section 1a. The audition committee is responsible for setting up and facilitating the audition process. The committee is chaired by the Personnel Director and/or President and is made up of any other members at the discretion of the committee.

Section 2. Only members who are undergraduate students in Barnard College, Columbia College, School of General Studies, or the School of Engineering and Applied Science may vote or hold office on the E-Board.

Section 2a. In order to fill vacancies in the Ensemble’s instrumentation, the Ensemble may admit Community Members, who are not necessarily affiliated with Columbia University, into the Ensemble. Community Members will only be accepted into the group after all capable Columbia musicians have been accepted. Community Members may be asked by the Board to step down in favor of Columbia students.

Section 2b. In order to fill vacancies in the ensemble for specific concerts, the Board may invite musicians, who are preferably affiliated with Columbia University, into the Ensemble for a set period of time leading up to a concert. The Board should fill vacancies with these non-regular members who are not part of the Columbia community if no Columbia affiliated musicians are available. These members are expected to agree on a rehearsal attendance schedule with the Personnel Director and Music Director ahead of time.

Section 3. The privileges and responsibilities of membership are that all individuals attend rehearsals, practice their music, perform at concerts, volunteer at Festival of Winds, and show an active interest in the future and integrity of the Wind Ensemble.

Section 4: Members of the Wind Ensemble are expected to attend the full duration of all scheduled ensemble and sectional rehearsals as well as concerts and performances. If a member cannot attend all of a rehearsal, they should send an e-mail to the Wind Ensemble Board at [email protected] 24 hours in advance. Members may not have more than one unexcused absence per semester. Members with unacceptable attendance can have their membership removed at the discretion of the Board and the Music Director.

Section 4a: An excused absence is an absence announced 24 hours in advance before rehearsal due to a conflict with a class or class-mandated event, an illness, a religious event, or a family emergency. Unexcused absences may be marked as excused by the Personnel Director on a case-by-case basis for extenuating circumstances, which include changes to our regular rehearsal schedule.

Section 4b: If a member cannot attend a performance due to a conflict with a class or class-mandated event or a religious event, they must notify the board at least four weeks in advance. If a member cannot attend a performance due to illness or family emergency, they should notify the Board as soon as possible. Members with an unexcused absence from a performance can have their membership removed at the discretion of the Board and the Music Director.

Section 5: Exceptions may be granted to members who have a conflicting University course during a regular rehearsal or concert. Members may regularly miss up to 30 minutes of rehearsal because of a University class. If the class conflicts with more than 30 minutes of the rehearsal, the Board may ask the member to take a semester’s leave and have a seat held for them.

Section 6: Exceptions will not be granted for other regular conflicts with rehearsal (such as other extracurriculars) except under extenuating circumstances.

Section 7: Members who choose to leave the Wind Ensemble for the semester for other reasons or have their membership revoked for attendance will not necessarily have a seat held for them. Exceptions may be granted at the Board’s discretion.

Section 8. Membership may be revoked by a majority vote of the E-Board and Music Director, and relevant Section Leader with the advising of the Board due to the member’s failure to comply with the standards of the Wind Ensemble.

Article IV – Elected Positions

Section 1. The Executive Board has the primary responsibility for the management of the ensemble. The E-Board consists of the following officers by winning a plurality vote of the general membership. Only undergraduates from the four schools are eligible to hold E-Board positions.

President

Leads the organization in a managerial capacity
Articulates a vision for the ensemble and sets goals appropriately in order to achieve this vision
Sets project schedule in coordination with the Music Director and Vice President(s). This includes rehearsal and concert schedules along with deadlines for managerial duties relating to the running of the ensemble.
Assigns roles and responsibilities to other board members
Plans the logistics and coordinates space for rehearsals, concerts, and clinics
Appoints members at large to fulfill roles that come up
Must have been a member of the Board for at least one academic year prior to taking the position, barring extenuating circumstances
Serves on Audition Committee as appropriate
Creates a calendar at the beginning of every semester in coordination with the Music Director to avoid scheduling conflicts. Creates a schedule of events and shares with the general ensemble, and updates as needed
Keeps a running document of due dates for upcoming major deadlines relating to the function of the group
Meets with Wind Ensemble’s Undergraduate Student Life advisor as needed
In the case that there is no Equipment Manager, they will take on that role
In the case that there is no Music Librarian, they will take on that role

Vice President

Coordinates and delegates all Columbia Festival of Winds planning and direction. Related tasks include but are not limited to: performing advanced calendaring for space, organizing and running the Honor Band, hiring and coordinating with a Guest Conductor for the Honor Band, recruiting guest ensembles, advertising, fundraising, logistics and volunteers, any and all communications with Columbia University personnel, purchases, engagement of all outside parties, coordinating and proofreading all publicity material
Recruits members of the Ensemble to help with logistical and planning aspects of Columbia Festival of Winds
If there are not two Vice Presidents in a given board term, the VP should appoint an assistant Festival of Winds coordinator and delegate tasks as necessary.
Must have been involved in the planning of the Festival of Winds for at least one previous Festival of Winds prior to taking the position, barring extenuating circumstances
Addresses problems that are not covered by other members of the Executive Board
If the president is unavailable for an event, the Vice President will cover their duties.
In the event that the President is unable to fulfill their duties, the Board will confirm the Vice President’s succession by a simple majority vote.
Announces and explains the Festival of Winds early in the fall semester and communicates with Ensemble to ensure interest in planning Columbia Festival of Winds
Checks mailbox
In the case that there is no Personnel Director, they will take on that role

Treasurer

Director of all financial issues
Keeps track of spending and makes sure bills are paid
Regularly requests and checks account detail form to ensure charges and deposits are correct
Makes budgetary recommendations and forecasts
Seeks out and applies for new sources of funding, including grants and co-sponsorships
Sets Music Director Stipend
Sets spending cap for New Music Budget
Communicates with Undergraduate Student Life and the Activities Board at Columbia in regards to the Wind Ensemble’s finances
Facilitates donation to Musical Mentors Collaborative, determines donation amount
Orders new music, missing parts, and other items as directed by the Executive Board
Must have been a member of the Board for at least one academic year prior to taking the position, barring extenuating circumstances
Appoints Deputy Treasurer as needed
Meets with Wind Ensemble’s Undergraduate Student Life advisor as needed

Secretary

Takes notes at all board meetings and makes them available to all Board members
Disseminates meeting notes to general members upon request barring extenuating circumstances
Takes roll call at all board meetings
Maintains the wind.exec Google Drive and organizes it as necessary
Creates the programs for all concerts
Disseminates any constitutional amendments for the ensemble to vote on
Oversees revisions and preservation of the constitution
Manages the Board listserv (wind-exec) and a server or group on a group messaging platform for Board members to keep in contact about logistical and social matters
In the case that there is no Publicity Director, they will take on that role
In the case that there is no Webmaster, they will take on that role
Must have been a member of the Board for at least one academic year prior to taking the position, barring extenuating circumstances

Section 2. General Board: The General board is made up of elected and appointed members of the Wind Ensemble who do not hold any official E-Board designation in the eyes of Columbia Administration. Nonetheless, they are a necessary component to the overall operations and goals of the Wind Ensemble. General Board members may be any member of the Wind Ensemble, not limited to the Columbia Undergraduate community and may include visiting students from other schools, graduate students, or any other interested party. The positions outlined below are to be elected along with the E-Board every Spring.

Section 2a. If any of the below positions are not sought in the election, the E-Board may appoint any interested party of their choosing. Further, the E-Board has the discretion to add other positions to the general board as necessary.

Publicity Director

Creates the Wind Ensemble’s public image
Oversees publicity committee and has full discretion to appoint members to serve on it
Oversees all forms of advertising in print and electronic form, including social media
Oversees photography and videography for CUWE events

Personnel Director

Attends to all issues regarding the personnel including managing personnel records, attendance, and recruitment
Takes attendance at rehearsals and accounts for missing members
Handles communications with ensemble members generally
Handles communications with section leaders on a weekly basis regarding attendance at rehearsals and sectionals, as well as musical preparedness
Coordinates recruitment of new members
Chairs audition committee with the president and serves as the point person for all prospective student information, including, but not limited to: activity days, prospective student programming, and outreach.
Finds players to fill sections as necessary and makes sure all critical parts are covered in coordination with the Music Director and E-Board

Music Librarian

Oversees all matters regarding distribution of sheet music to musicians
Makes sure all musicians have their parts and practice copies if necessary
Oversees distribution of music outside of rehearsal time when necessary
Maintains and organizes electronic and print music library

Webmaster

Runs and updates the Wind Ensemble website as directed by the Board
Manages content on the CU Bulletin and other relevant campus web-based services

Alumni Relations Chair

Provides regular updates through courtesy emails to all Wind Ensemble alumni
Organizes events to increase alumni involvement and assistance
Invites alumni to concerts and performances
Organizes at least one rehearsal per academic year open to alumni

Social Chair

Plans all social activities, including but not limited to parties, new member welcome, collaborations with other music clubs, and holding at least one event for each concert
Coordinates with Section Leaders about social events and sectional bondings.
Responsible for building group cohesiveness and morale
Responsible for at least two ensemble-wide group gatherings per academic year
Organizes board bonding and board dinners
Coordinates with Treasurer to set budget and materials for events

Equipment Manager

Responsible for the use of all instruments and equipment in the Wind Ensemble's possession.
Be the primary holder of the keys to the cage and is responsible for the keys’ whereabouts
Be present whenever these spaces need to be accessed or will arrange for another board member to have the keys
Liaise with other groups wishing to borrow equipment from the Wind Ensemble to ensure proper handling of the equipment and compensation for borrowing
Responsible for ensuring cage is closed and locked after rehearsal
Manages inventory and keeps records of all equipment in the Wind Ensemble’s possession
Coordinates with Treasurer to purchase new equipment as necessary, as well as repair owned instruments
Sets up equipment before rehearsals and/or organizes a team to set up equipment

Music Outreach Coordinator

Coordinate the music outreach of the Wind Ensemble
Attend meetings and liaise with board members of the Musical Mentor Collaborative
Observes how funds from Wind Ensemble are utilized in elementary school music education
Investigate other ways to elevate appreciation of music on campus and throughout the community

Columbia University Performing Arts League (CUPAL) Liaison

Responsible for attending all Wind Ensemble and CUPAL meetings each week and voicing the Wind Ensemble’s interests to the CUPAL music council head and to the greater performing arts community
Report actions of CUPAL and other student groups to Wind Ensemble at board meetings
Responsible for emailing the Executive Board of the Wind Ensemble if they cannot attend a meeting and finding a replacement for CUPAL meetings.
Submit weekly progress reports and blurbs to CUPAL

Section 3. Any member of the Executive Board has authority to call meetings with the approval of the other E-Board members. The President will hold weekly meetings throughout the semester, before performances, and additional meetings as necessary.

Section 4. Policy decisions are made by simple majority of the General Board. Formal votes are carried out via show of hands.

Section 5. Lengths of term of office shall be one full academic year. In the case that a board member will not be present in the spring semester, they can either (a) continue their position remotely with in-person support from other board members or (b) someone else will be elected or appointed to their position for the remainder of the school year.

Section 6. The President shall schedule elections for members of the Executive and General Board no later than the third rehearsal following the Columbia Festival of Winds, or by April 20th, in the event the Festival of Winds is not held.

Article V – Music Director

The Music Director is selected and hired by the Board of the Wind Ensemble. The Music Director is responsible for the following:

Oversees all matters directly related to musical and artistic aspects of the ensemble
Coordinates with President in setting rehearsal and concert schedule
Conducts rehearsals and deals with other matters involved in preparing the ensemble musically for concerts as necessary
Chooses repertoire with the approval of E-Board. Repertoire for each concert must be defined by the Music Director at least three weeks in advance of the concert and communicated to the Ensemble for the purpose of adequate concert preparations. Any subsequent changes must be immediately communicated to the Ensemble
Purchases (of music or other materials) made without pre-approval by the E-Board do not carry a guarantee of reimbursement for the Music Director
Can serve on audition committee
Helps coordinate Columbia Festival of Winds, specifically with finding and helping hire the Honor Band guest conductor, helping advertise the Honor Band, and generally helping coordinate with guest ensembles
Serves through a non-voting position
Coordinates with the board with respect to outreach efforts
Must attend the first board meeting of the semester. If extenuating circumstances prevent this, the Music Director must attend the next board meeting.
Coordinates with the Board to determine extra musical roles for students, including student conductors and student composers.
Creates a calendar at the beginning of every semester in coordination with the President to avoid scheduling conflicts.
Must include the President and Treasurer on all communications made with outside musical organizations.
Per Columbia regulation, the Music Director may not sign performance contracts without the express permission of Columbia University.
Coordinates with board on providing instruments for prospective members and current members who do not have one

Article VI - Section Leaders

Section leaders are appointed by the E-Board and Music Director
Organize and direct sectionals as deemed necessary
Coordinate weekly with the Personnel Director for attendance of section members and any matters regarding musical preparedness.
Coordinates with the Social Chair about social events and sectional bondings.
Organize chamber groups as necessary
Communicates with Music Director to determine material to rehearse and how to run sectional rehearsals.
If Festival of Winds occurs and includes an Honor Band, Section Leaders are expected to help with reviewing Honor Band auditions for their respective instruments
Responsible for ensuring all members of their section have all necessary music, coordinates as necessary with Music Librarian

Article VII – Executive Privileges

Section 1. General election rules include show of hands and proper eligibility. Members of the ensemble may with permission of the ensemble submit a personal statement and may be voted into position in absentia. One is required to be present in order to vote.

Section 2. Members of the E-Board may be impeached and removed by the membership if they do not carry out their duties to their fullest ability. Impeachment procedure involves a vote of 2/3rd majority of the Board of the Wind Ensemble. A vote in favor of guilt removes the officer and new elections will be held for the newly vacated position within two academic weeks.

Section 2a. Members of the General Board may also be impeached and removed by the General and Executive board with a 2/3rd majority vote

Article VIII – By-laws

Section 1. By-laws of the organization shall be established and altered by vote of simple majority of the Board. Any member of the Board may propose a change to the by-laws

Article IX – Amendments

Section 1. Amendments may be proposed by any member of the Wind Ensemble and approved by a 2/3rd majority vote of the Board.

Article X – Ratifications

Section 1. This constitution shall be established by a vote of a 2/3rds majority of the eligible membership present at the next general rehearsal.

Section 2. The Board must review the constitution within two Board meetings prior to elections.