Copperbelt Zambia Conference

MUSIC MINISTRY
CONSTITUTION

0
CZC MUSIC CONSTITUTION 1
 Table of Contents
PREAMBLE .............................................................................................................................. 3

ACKNOWLEDGEMENTS AND APPRECIATION ............................................................... 4

WORD GLOSSARY ................................................................................................................. 5

ARTICLE ONE: NAME ............................................................................................................ 6

ARTICLE TWO: OBJECTIVES ............................................................................................... 6

ARTICLE THREE: MEMBERSHIP ......................................................................................... 6

ARTICLES FOUR: ORGANISATION ..................................................................................... 7

ARTICLE FIVE: TERM OF OFFICE ...................................................................................... 8

ARTICLE SIX: DUTIES AND RESPONSIBILITIES FOR OFFICERS. ............................... 9

ARTICLE SEVEN: CODE OF CONDUCT ........................................................................... 13

ARTICLE EIGHT: CONCERTS, DVD AND CD LAUNCHES ............................................ 14

ARTICLE NINE: TRIPS ........................................................................................................ 15

ARTICLE TEN: CONFERENCE ACTIVITIES ..................................................................... 15

ARTICLE ELEVEN: DRESS CODE ...................................................................................... 16

ARTICLE TWELVE: ORDINARY GENERAL MEETING ................................................. 16

ARTICLE THIRTEEN: EXTRA ORDINARY ANNUAL GENERAL MEETING .............. 17

ARTICLE FOURTEEN: APPENDIX CLAUSE .................................................................... 18

ARTICLE FIFTEEN: DECLARATION ................................................................................. 19

ARTICLE SIXTEEN: DISSOLUTION OF MUSIC SUB COMMITTEE ............................. 19

ARTICLE SEVENTEEN: DISCLAIMER AND INDEMNITY ............................................. 19

CZC MUSIC CONSTITUTION 2

 PREAMBLE
“Music is one of God’s great gifts to man and is one of the most important elements in the
spiritual programs. It is an Avenue of communication with God and is one of the most effective
means of embracing the heart with spiritual truth”. (Education: 168).

The Lord's messenger, Ellen G White, continually counsels us to raise our insights in music.
She tells us, "Music, when not abused, is a great blessing; but when it is put to a wrong use, it
is a terrible curse”. "Rightly employed, music is a precious gift of God, designed to uplift the
thoughts to high and noble themes, to inspire and elevate the souls."
Therefore, those who are selected or volunteer to perform music for the distinctive purpose and
in line with the Seventh Day Adventist (SDA) Church, must exercise high degree of diligence
in the choice and use of music.

In the light of the afore going, the singers on the Copperbelt Conference (thereafter called
Conference) do recognize the need to formalize and regulate the activities of singers and hereby
establish this constitution.

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ACKNOWLEDGEMENTS AND APPRECIATION

CZC MUSIC CONSTITUTION 4

 WORD GLOSSARY
This word glossary shall provide meaning and definition to some terms/terminologies used in
this document.

i. Domicile: - Permanent or fixed occupancy

ii. Endeavour: - Try to do or achieve something
iii. Accreditation: - Action or process of officially recognizing
iv. Curriculum: - Subjects comprising a course of study
v. Jurisdiction: - Official power and extent to make legal decisions and judgments
vi. Discretion: - Freedom to decide what should be done in a situation
vii. Ratify: - Sign or give formal consent
viii. Disclaimer: - A statement denying responsibility
ix. Indemnity: - Security against or exemption from legal liability for one's actions
x. Versatile: - Ability to adapt or be adapted to many different
functions or activities.
xi. Promulgate: - Promote or make widely Conspicuous: -
Clearly, visible
xii. Proxy: - Authority to represent someone- especially on voting
xiii. Superintend: - Manage an activity

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ARTICLE ONE: NAME
1.0 The name of this organization shall be called the Copperbelt Zambia Conference of the
Seventh Day Adventist (SDA) Church Music Ministry (hereafter called Conference Music
Ministry).

1.1 The registered permanent address of the Conference Music Ministry shall be domiciled at
Buteko Avenue SDA Copperbelt Conference Head Quarters is in Ndola P.O Box 70708

ARTICLE TWO: OBJECTIVES

2.0 The objectives of the Conference Music Ministry shall include among others to:
2.1 Be an effective instrument of evangelism through music in the Copperbelt Conference.
2.2 Provide effective organization of music activities in the Conference and beyond where
collaboration becomes necessary.

2.3 Provide efficient and effective communication among musicians and singers in the
Copperbelt Conference.

2.4 Enhance the quality of music performances in the Copperbelt Conference.

2.5 Ensure the implementation of laid down principles and standards of music of the Seventh
Day Adventist church.

2.6 Organize, moderate and examine all singing groups in the Copperbelt Conference

ARTICLE THREE: MEMBERSHIP

3.0 The Copperbelt Conference Music Ministry shall draw its members from all duly registered
and affiliated singing groups and soloists in the Conference.

3.1 All singing groups and soloists shall be required to be registered in the first instance within
the districts in which they are domiciled by paying an affiliation determined by the
respective district council. The conference affiliation fee, determined by the Extra Ordinary
Annual General Meeting Council, shall also be payable to the District and then remitted to
the Conference Sub Committee Treasurer within the stipulated payment period

3.2 Affiliated singing groups shall be described in one of the following categories.
i. A Choir shall comprise members of both male and female of more than eight
(8) members

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 ii. A Small group shall comprise members both male and female of less than eight
(8) members of either gender.

3.2 All singing groups shall be required to be registered with local District Music Ministry.
3.3 All affiliated singing groups shall be required to adhere to all stipulated Seventh Day
Adventist (SDA) Christian standards and the fundamental beliefs and principles.

ARTICLES FOUR: ORGANISATION

4.0 The Copperbelt Conference Music Ministry shall, in the first instance be organized at
Mission District levels. Each Mission District shall elect the following officers who shall
constitute the Conference Music Council:

i. Chairperson and Vice Chairperson

ii. Secretary and vice secretary
iii. Treasurer
iv. Publicity/Communication Secretary
v. District music Director/s

4.1 The Copperbelt Conference Music Ministry shall be the sole organ charged with the
jurisdiction to organize and manage the activities of music in all the affiliate Districts who in
turn shall coordinate the affiliate groups in their respective constituency (hereinafter called
Districts).

4.2 The Copperbelt Conference Music Director shall be the chairperson of the Music
Ministry.
4.3 The Copperbelt Conference shall constitute, by way of elections, subcommittee or
committees to help with the organization of music in the Copperbelt Conference. The said
subcommittee/committees shall comprise the following officers: -
i. Subcommittee Chairperson
ii Vice Chairperson
iii Secretary
iv Vice Secretary
v Treasurer
vi Vice Treasurer
vii Music Directors- Five (5)
viii Chaplains Two (2)

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 ix Communication Coordinator
x Evangelism/Projects Coordinator
xi Committee Members Two (2)
xii Sponsors Two (2)
4.4 Portfolios within the Music Subcommittee shall be open for all duly affiliated singing group
members of the Copperbelt Conference. Both male and female shall be eligible for nomination
and election to serve on the subcommittee.

ARTICLE FIVE: TERM OF OFFICE

5.0 The Conference Music Subcommittee shall be established by an election to be conducted
by the Conference Music Director or his/her appointed representative.

The date of the music council shall be published to all affiliated singing groups in the
Conference for a period of not less two weeks before date of election.

5.1 The elected members of the music subcommittee shall serve in those positions for a period
of three (3) years from date of election (hereinafter called tenure of office).

5.2 Filling positions in between elections.

5.2.1 The subcommittee shall fill positions falling vacant between elections and this will
include replacing any elected individual who is deemed ineffective. (Implied)

5.2.2 At the end of tenure of office, and after the current serving subcommittee is dissolved,
all out going subcommittee members shall be eligible for re-election.

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ARTICLE SIX: DUTIES AND RESPONSIBILITIES FOR OFFICERS.
6.0 The Conference Music Subcommittee shall organize, arrange and coordinate music
evangelistic campaign, fellowship and worship program for spreading the
GOODNEWS of salvation and promotion of the kingdom of heaven.

The subcommittee shall organize and implement all activities voted for and outlined in the
time management that the music council shall vote for.

6.1 SUBCOMMITTEE CHAIRPERSON DUTIES & FUNCTIONS

The subcommittee chairperson shall, in the absence of, or whenever assigned by the
Conference Music Director: -
6.1.1 Preside over all Conference music subcommittee meetings.
6.1.2 Facilitate planning of music activities in consultation
6.1.3 Supervise the activities of the Music Subcommittee
6.1.4 Oversee the administration of the sub committee

6.2 SUBCOMMITTEE VICE CHAIRPERSON DUTIES AND RESPONSIBILITIES

The Vice Chairperson shall: -
6.2.1 Deputize the functions of the chairperson in his absence
6.2.2 Monitor and oversee all ad hoc committees.
6.2.3 Perform any other duty as can be assigned by the Conference subcommittee
chairperson.

6.3 SUBCOMMITTEE SECRETARY- DUTIES & RESPONSIBILITIES

The secretary shall: -
6.3.1 Be the Chief Administration Officer (CAO) of the
subcommittee
6.3.2 Ensure meetings are effectively organized by:

(i) Liaising with Chairperson in planning meetings

(ii) Receive agenda items from committee members

(iii) Circulate agendas and reports
(iv) Take minutes
(v) Circulate approved minutes and

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 (vi) Follow up on implementations of agreed actions
6.3.3 Arrange and plan subcommittee meetings. Send out meeting notices to all
subcommittee members in not less than two weeks of the meeting. 6.3.4 Keep a record
of all inventory of the Conference subcommittee assets.

6.4 VICE SECRETARY – DUTIES & RESPONSIBILITIES

The vice secretary shall: -
6.4.1 Deputize the Secretary.
6.4.2 Work hand in hand with the Communication Coordinator for all District Music
committee activities and correspondence.

6.4.3 Oversee the protocols at meetings of the Copperbelt Conference Music

Subcommittee meetings including meeting record of attendance and guest
relations.

6.4.4 Coordinate all logistical issues for all subcommittee meetings i.e. travel costs,
refreshments etc.

6.5 TREASURER AND VICE TREASURER: DUTIES & RESPONSIBILITIES

The treasurer shall: -
6.5.1 Be the custodian all subcommittee finances
6.5.2 Receive and disburse funds.
(i) All disbursements shall be authorized before pay out.
(ii) All funds received shall be receipted, recorded and banked promptly
in not more than 48 hours.

6.5.3 Prepare a budget to be approved by the sub committee

6.5.4 Render financial reports quarterly to the Conference music subcommittee and
to the Conference Music Director

6.5.5 Keep proper financial records and make available such records for inspection
and audit purposes as and when demanded.

6.5.6 At the end of tenure of office, furnish the Conference Music Subcommittee and
the music general council, a statement of affairs (hereinafter called income and
expenditure report)

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6.6 SUB COMMITTEE MUSIC DIRECTORS – RESPONSIBILITIES
The Subcommittee Music Directors who will be headed by a chief music Director shall:
6.6.1 be a team of literally qualified and/or versatile individuals
6.6.2 Render technical support to all affiliated Districts
6.6.3 Organize, conduct and facilitate periodic music workshops at both
District and Conference levels to: -

(i) Authenticate the pathos, power and beauty of Seventh Adventist Music
and

(ii) To teach, examine and certify competence of participants

6.6.4 Conduct music auditions for the purposes of: - (i)
determining the standards of music in the Conference

(ii) Taking note of areas/issues that require help in various groups.

The Music Directors shall endeavour to give feedback of the auditions and
communicate results to the participating groups in not more than two (weeks) after the
auditions.

6.6.5 Moderate and coordinate the music curriculum and syllabus and ensure
accreditation to reputable examining body in Zambia or outside Zambia.

6.7 COMMUNICATION COORDINATOR- RESPONSIBILITIES

The communication coordinator shall: -
6.7.1 Be the point of contact for all communication to and from the Copperbelt
Conference Music sub committee

6.7.2 In charge of dissemination of information for all activities of the Music Sub
committee

6.7.3 Keep a register/data base of all affiliated Districts

6.7.4 Implement communication strategies that will enhance the image of the
music Ministry in the Conference. (Flyers, Banners, ID’s, etc.)

6.7.5 Plan and manage events. All events must be coordinated by him/her. Some
of which are CD/DVD launches, Music festivals, Music Conventions,
Music workshops etc.

6.7.6 Be the coordinator of all District Music Secretaries

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6.8 CHAPLAIN- DUTIES AND FUNCTIONS
The Chaplain/s shall: -
6.8.1 Be the Chief Religious Advisor to the Conference Music Ministry
6.8.2 Provide Pastoral care to the music Ministry in the Conference (attend to all
religious and spiritual needs

6.8.3 Organise prayer sessions (Fasting and prayer)

6.8.4 Sit in for the Conference Music Director as and when required

6.9 EVANGELISM AND PROJECTS COORDINATOR- RESPONSIBILITIES

The Evangelism and Projects Coordinator shall: -
6.9.1 Identify and plan evangelism projects and activities
6.9.2 Identify viable projects in the Conference that can be undertaken by the
Music Ministry

6.9.3 Submit the identified projects to the Music Subcommittee for approval
6.9.4 Formulate methods of raising funds for projects and then
6.9.5 Liaise with the Music Subcommittee and the Sponsors for funding of such
activities
6.9.6 Maintain a record of status quo of all evangelistic activities and projects and
on a quarterly basis, submit such a report to the Conference Music
subcommittee.

6.10. SPONSORS- RESPONSIBILITIES

The sponsor/s shall: -
6.10.1 Be the fund raisers of funds for various musical project and programs
6.10.2 Formulate ways and methods of raising funds in line with the Seventh Day
Adventist Church guidelines

6.10.3 Work in liaison with the evangelism and project coordinator

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 6.11 COMMITTEE MEMBERS- RESPONSIBILITIES
The committee members/s shall: -
6.11.1 Be the independent members of the music sub committee
6.11.2 Oversee the activities of subcommittee office bearers
6.11.3 Represent the interests of the general membership on the subcommittee

ARTICLE SEVEN: CODE OF CONDUCT

7.0 GENERAL
7.0.1 This code of conduct shall exist for the purposes of regulating various activities
in the Copperbelt Conference Music Ministry.

7.0.2 Every affiliate member/group within the jurisdiction of the Copperbelt

Conference shall be expected to abide by the laid down procedures and rules.

7.0.3 Any affiliate member or singing group who shall flout any of the laid down code
of conduct shall be liable for disciplinary action.

7.1 THE CODE OF CONDUCT

7.1.1 All singing groups shall be registered with the respective District where they
reside. The District music leadership shall ensure that the following requirements are
met: -

(i) All members of a singing group/soloist are baptized members in regular

standing

(ii) That all members of a singing group have their membership with a
specific congregation in the Copperbelt Conference

(iii) Singing group members with membership in other congregations other

than where the singing group is domiciled, have introductory letters
from their respective congregations

(iv) A singing group comprising members with membership in different

congregations, SHALL opt or elect which congregation to register the
group with.

(v) No group or Soloist, other than the registered and recognized music
ministries, shall seek registration at the Copperbelt Conference level.
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 (vi) The registration process for an independent Music shall be handled by
the office of the Conference Music Director

(vii) All registered music ministries shall seek clearance and obtain express
permission from the Conference Music Director, to engage in or
organize any musical activities.

ARTICLE EIGHT: CONCERTS, DVD AND CD LAUNCHES

8.0 No concert or DVD/ CD Launch, shall be conducted within the holy hours of the
Sabbath

8.1 All intended concerts, DVD and CD launches shall be notified to the District Music
leadership who shall in turn notify the subcommittee at least one (1) month before
the event. The notification shall have the following details: -

(1) Group name

(2) District (Where domiciled)
(3) Date and Venue
(4) Purpose of the event
8.2 The Music subcommittee shall deliberate and give feedback within ten (10) days
and when possible assign a committee member to attend the event

8.3 No levy shall be charged on any group invited to participate/assist in the launch. All
launch expenses to be borne by the organizers.

8.4 Non Copperbelt Conference groups intending to hold events in the Copperbelt
Conference shall require express permission of Conference Music Director who
shall in turn notify the Music subcommittee. The subcommittee shall then ensure
that only approved events are performed and in approved locations.

8.5 All concerts shall be organized as public worship functions and hence adhere to the
Seventh Day Adventist (SDA) Church guidelines of worship. Care shall be taken
regarding dress code and stage behaviour at such events as stipulated under Article
Eleven (11) sub article One to Fourteen (1-14)

8.6 Proceeds from the sale of DVD’s and CD’s shall be subjected to faithful tithing and
offering at the combined offering system percentages.

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ARTICLE NINE: TRIPS
9.0 Groups shall only travel upon invitation. No group shall request/apply to travel
9.1 All trips shall be approved by the local church board and subsequently the Christian council
(for trips within Copperbelt Conference) and the Copperbelt Conference Administrative
Committee (ADCOM) (for trips outside the Copperbelt Conference)

9.2 Travel insurance policy SHALL be in place before undertaking any trip outside and within
the Copperbelt Conference.

9.3 Incoming groups from other Conferences, shall require express authorization from the
Copperbelt Conference Administrative Committee (ADCOM)

9.4 As a standard, all logistics for invited groups shall be borne by the inviting group/church.
However, the two parties, at their own discretion, may deliberate as to how they hope to
fund travel logistics.

ARTICLE TEN: CONFERENCE ACTIVITIES

10.0 Selection of groups to participate in the Copperbelt Conference activities
shall be conducted by the Music Subcommittee

10.1 Methods of selection shall be communicated and agreed in advance with

District Music Councils

10.2 All Music auditions, shall among other requirements, emphasise on dress
code as stipulated under Article Eleven (11) sub article One-Fourteen (1-14)

10.3 The communication coordinator shall notify the selected groups within
fourteen (14) days of such a selection.
10.4 All selected groups shall be required to fulfil their assignments without fail.

10.5 If the selected Group is unable to fulfil such assignments, they will be required to
communicate to the Communication Secretary, indicating reasons for failure, within 7
days of receiving the assignment.

10.6 All groups failing to fulfil such assignments without prior communication to the
subcommittee, shall be liable for a disciplinary action.

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ARTICLE ELEVEN: DRESS CODE
11.0 It is required that every affiliate member of the Copperbelt Conference Music Ministry
shall dress modestly and look presentable befitting a child of God.

11.1 It shall be an offence for any affiliate member to appear improperly dressed in:
11.1.1 Miniskirts/dresses
11.1.2 Bare back tops
11.1.3 Bare front tops
11.1.4 See through dresses
11.1.5 T shirts- printed with circular brands
11.1.6 Indecent apparels during music performances
11.1.7 Sleeveless tops

ARTICLE TWELVE: ORDINARY GENERAL MEETING

12.0 The Ordinary General Meeting shall be convened at the discretion of the
Copperbelt Music Director for purposes of briefs, updates and information of
issues affecting the Music Ministry.

12.1 The communication coordinator shall send out notification of such meeting in
not less than two (2) weeks of the intended meeting date.

12.2 The notification shall be accompanied by the meeting agenda.

12.3 All invited delegates shall be required to attend such meetings without fail
12.4 All delegates to such meetings shall be expected to deliberate objectively and
vote on all motions.

12.5 All eligible council members shall be allowed to vote by proxy

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ARTICLE THIRTEEN: EXTRA ORDINARY ANNUAL GENERAL MEETING
13.0 The Extraordinary elective annual general meeting shall be convened by the
Conference Music Director, at the end of every three years to consider, among other
issues, the following: -

(a) Receive, consider and adopt minutes of the previous Extraordinary

AGM
(b) Receive the Treasurers reports
(c) Receive the Secretarial report
(d) Conduct elections for subcommittee portfolios
(e) Put in place Music Conference time management for ensuing term
of office

13.1 Notification for such meetings shall be sent at least One (1) month before the
intended date of meeting

13.2 All invited delegates shall be required to attend such meetings

13.3 All delegates to such meetings shall be expected to deliberate objectively and
vote on all motions.

13.4 All eligible delegates shall be allowed to vote by a written proxy

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ARTICLE FOURTEEN: APPENDIX CLAUSE
14.0 Amendments
The following procedure shall be followed when making amendments to this
constitution: -

(i) Proposed amendments shall be communicated to the Conference Music

Director in writing

(ii) The Music Director shall then present to the Copperbelt Conference
Administrative Committee (ADCOM) for consideration, debate and
voting

(iii) The proposed amendments shall now be ratified by the Copperbelt

Conference Administrative Committee (ADCOM)
(iv) The amendments shall then be included in the constitution.

14.1 Filling positions in between elections

(i) Filling in position in between elections shall be conducted by the
Music Subcommittee as stipulated under clause 5.2 of this
constitution.

(ii) All positions filled in this manner shall be recommended to the

Music Council at the ordinary general meeting for ratification

(iii) The infill elected officers shall serve for the remaining term of
office

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ARTICLE FIFTEEN: DECLARATION
15.0 Cases of indiscipline not covered under the code of conduct, but occurring at
any event shall be handled by the Conference Music adhoc committee in force
at the level of the event where the misdemeanor occurs

15.1 Where an affiliate member or singing group shall repeatedly fail to follow
stipulations of this constitution and any other administrative rules and
regulations as may be prescribed by the Conference subcommittee, such shall
be recommended for disbanding. Such an action shall be taken at the level where
the misdemeanour occurs and communicated to the member/s is registered for
further action

ARTICLE SIXTEEN: DISSOLUTION OF MUSIC SUB COMMITTEE

In the event that inadvertently the music subcommittee severally and/or singularly is found
unproductive in line with the aforesaid duties, functions and responsibilities, the Copperbelt
Conference Administration committee (ADCOM), may vote or consider dissolving the Music
subcommittee. Consequently, all assets registered under the Music subcommittee shall be
placed under the care and receivership of Copperbelt Conference Administration Committee
(ADCOM).

ARTICLE SEVENTEEN: DISCLAIMER AND INDEMNITY

17.1 DISCLAIMER
The Copperbelt Conference shall not be liable for any legal suite or litigation arising
from: -

17.1.1 Failure to comply with travel insurance cover by a travelling singing group
17.1.2 Legal action in the Courts of Law resulting from any personal vendetta against
any Music Subcommittee official

17.1.3 Legal action against any Music Subcommittee official in their personal capacity

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17.2 INDEMNITY
This constitution serves to protect, indemnify and safe guard the integrity of the Seventh
Day Adventist (SDA) Church in general and the Copperbelt Conference Music Ministry
in particular. In lieu of the content and context of the submission of this constitution,
the Copperbelt Conference Music Director, the Copperbelt Conference Music
Subcommittee and the Copperbelt Conference Music Council, shall be guided and
promulgated by the light of the Holy Spirit.

So, Help us God.

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