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2005-2006  Atlanta Youth Choir Handbook Updated 8/26/05

[Changes from printed handbook are in this color.]

AYC MISSION STATEMENT

The Mission of the Atlanta Youth Choir is to provide an exceptional environment in which a community of young artists emerges to experience musical excellence, personal growth, intellectual stimulation, social development, and awareness of each person’s unique relationship to the community around them through performance-based music education and exemplary presentations of choral music.

General Information

Office Information


Office and Rehearsal Location:
Mailing Address:
Atlanta Youth Choir
c/o Westminster Presbyterian Church
2208 East Main Street
Snellville, Georgia 30078
AYC
P.O. Box 1332
Snellville, Georgia 30078
Phone/Fax
Website:
Phone: 770-982-0549
Fax: 770-982-0530
atlantayouthchoir.org

Email:
execdir@aims-online.org
director@aims-online.org
assocdir@aims-online.org
education@aims-online.org
info@aims-online.org
Executive Director (Whit Matteson)
Artistic Director (Phillip Shoultz)
Associate Conductor (Jenny Hutton)
Accompanist (Susan Matteson)
Choir Administrator (Julie Kolacki)


Communication.  Because of the size of AYC and its numerous activities, effective communication between parents and staff members is essential.  If you have any questions, please call the AYC office at 770-982-0549 or email Julie Kolacki, AYC Choir Administrator, at info@aims-online.org.

Tools of Communication.

Parent Mailboxes.  Each week, parents pick up their paperwork from their personal Parent Mailboxes located in the Interlude Room.  This file will contain the “AYC Weekly”, flyers pertinent to the upcoming week, and any individual communication to you from the staff.

The “AYC Weekly”.  The “AYC Weekly” is a weekly mini-newsletter with information pertaining to that week and important upcoming events.  The “AYC Weekly” is available in the Parent Mailboxes located in the Interlude Room.

Electronic.  Email is the most efficient method of communication with the choir.  AYC has an “e-group" email loop through “Yahoo!" services. We will use this form of communication for information updates, changes, news "flashes", etc.  Each family with an email address is automatically added to the email loop. Please check your email regularly.  If your email address changes, please notify the AYC office immediately, in order for updated and accurate records to be maintained. A directory, calendar information, newsletters, event logistics, and other information will be available online at the AYC web site. Although electronic communication is essential to the communication process, if you do not have access to email or the internet, please notify the Administrator.

“Calling Post” Message Service.  Important messages will be sent through the “Calling Post” message service.  This service provides quick dissemination of important information.  If you missed a Calling Post Message, call 1-800-925-7443, then enter 119.210.8844 and you will hear the last message delivered.

“The Score”.  A periodic newsletter, "The Score", is published and sent to each family via email.  Notify AYC if you do not have an email account and wish to receive a printed copy in your Parent Mailbox.  Please read each newsletter thoroughly and mark your calendars accordingly.

Correspondence, Etc.  There will be occasions when you will need to correspond with the office, i.e., pre-arranged absence forms, notes, etc.  A lock-box is provided for your use.  It is always located in the Interlude Room during rehearsal.  Please drop your correspondence in the lock-box.  If your correspondence requires action by AYC, you will be contacted.  Please feel free to call the AYC office at 770-982-0549 with any concerns or questions.

Directory Information.  A Directory is available on the AYC web site; updates will be posted online during the season.  If you do not have access to the Internet, we would be happy to provide you with a printed copy.  Use this information judiciously.

PLEASE DO NOT PROVIDE ANY OTHER GROUP(S) WITH AYC’S DIRECTORY INFORMATION.

AYC Name, Logo & Skyline.  The name Atlanta Youth Choir, the AYC Logo and the AYC Skyline logo are trademarked and copyrighted and are the sole property of AIMS/AYC.  Unauthorized use is prohibited.

 



Organization Information

    The Atlanta Institute for Musicianship and Singing (AIMS), a community-based arts organization, is a not-for-profit corporation with 501(c)(3) status.  The Atlanta Youth Choir is an integral part of AIMS.  An active Board of Directors, comprising community leaders, music professionals and parents, works to guide and support the organization.  Operating costs are offset by singer tuition, individual donations, and corporate contributions.  Parents are encouraged to become involved through a variety of volunteer activities.  Historically, AYC singers represent over thirty-two public, private, parochial, and home schools in nine metro Atlanta counties.

Auditions.    Formal auditions for AYC are held annually February through August and are open to singers from second through twelfth grades. To schedule an audition, please call 770-982-0549.  Auditions are not necessary for singers enrolling in consecutive years, unless a singer desires consideration for placement in a more advanced AYC choir.


Philosophy/Curriculum. The Atlanta Institute for Musicianship & Singing/Atlanta Youth Choir affords an opportunity for each young artist to recognize, develop, and express his or her individual creativity through collaborative artistry. Young artists study and perform a wide variety of repertoire—from simple, unison folk songs to masterworks of the classical eras, to complex, multi-part, mixed metered contemporary works. Musical masterpieces from all genres provide the basis for a successful musical education. Because musical excellence is at the core of everything we do, AIMS/AYC choirs only sing music of the highest quality.

Rehearsals are carefully crafted to provide opportunities for exploration. Each young artist is challenged to explore the body, mind and voice connection. Rather than employing the traditional model of constantly telling the singers what to do, AIMS/AYC conductors actively engage young artists in acts of musical thinking; encouraging singers to create their own understanding through “target practice.” Musical concepts, like melody, rhythm, dynamics, timbre, harmony, style and form are introduced and explored through performance based methods—singing, listening, and analysis. Efficient breathflow to soundflow vocal production is explored through a variety of musical experiences which involve a “whole body connection.”

Research has shown that we remember the things we do and experience more than the things we are told or shown. Therefore, we provide opportunities for all kinds of doing and knowing. (Howard Gardner’s Theory of Multiple Intelligences.) Genuine artistic expression and communication only emerges when young artists are able to hear, conceptualize, perceive and respond musically without prompting. Therefore, we provide opportunities for young artists to sing individually and in small groups to further develop their musicianship and self-confidence.


Commitment to School Music Programs. The success of the Atlanta Institute for Musicianship & Singing has been dependent in large part on the support of music teachers in the greater Atlanta metropolitan area. AYC young artists should be leaders in their school music ensembles. It is our intention that all AYC young artists be active participants in their school choirs, bands, and orchestras if those ensembles are available.

AIMS Choirs.  The Atlanta Institute for Musicianship & Singing (AIMS) supports five (5) distinct Choirs.  The “Atlanta Youth Choir” includes Cantori, Cantabile, Cantemus, Camerata and Fraterna Musica. All AIMS choirs are dedicated to excellence in musicianship and all provide age and ability appropriate instruction in efficient voice production and usage, solfeggio, music reading, sight-singing, musical theory, and collaborative artistry.

Cantori.  Cantori is a preparatory level choir open to young artists in grades 2 through 5.

Cantabile.  Cantabile consists of young artists in grades 6 through 9.

Cantemus.  Cantemus is an all female ensemble comprising young artists in grades 9 through 12.

Camerata.  Camerata is a mixed ensemble (SATB) composed of selected Cantemus and Fraterna Musica singers.

Fraterna Musica (FM). Fraterna Musica is an all male ensemble that provides a singing home for changing and changed male voices.
    
All AIMS choirs perform alone and in combination with each other.

Young Artist Leaders.  Chosen from applications submitted Young Artist Leaders are selected from Cantemus, Fraterna Musica (or in rare exceptions, 8th or 9th grade males in Cantabile).Young Artist Leaders are assigned a “village” of singers with whom they keep contact and mentor throughout the concert season. Each Young Artist Leader is responsible for developing a community service project to complete with members of his or her village.  Young Artist Leaders also assist in planning annual events such as the Lock-In, Pot-Lucks, and the Christmas Party.

Staff.

Executive Director
    Whit Matteson joined the AIMS/AYC Board of Directors in 2002, after retiring from over 20 years at Hewlett Packard Co.  In 2004, Whit was hired as the Executive Director of AIMS/AYC, managing all the day-to-day operations of the organization.  In addition to his business experience, Whit brings a musical background to the job – he has sung in and directed choirs for most of his life, plays the piano, and wishes he could play the cello better.  He served as Board member and President of the Genesee Valley Orchestra and Chorus in New York before moving to Atlanta in 1995 with his wife, Susan, and their three sons.


Artistic Director and Conductor
    G. Phillip Shoultz, III, an accomplished conductor, educator, vocalist, and speaker, is widely known for his work with singers of all ages and abilities. In addition to his work with the Atlanta Institute for Musicianship and Singing/Atlanta Youth Choir, Phillip currently serves the Snellville United Methodist Church as Director of Music Ministries, and also serves as Artistic Director of the Gwinnett Choral Guild.

A two–time National Semi-Finalist in the ACDA Student Conducting Competition, singers under his tutelage have performed in many prestigious venues including Carnegie Hall, and the Piccolo Spoleto Festival. While serving Winder-Barrow Middle School as Director of Choral/General Music studies, Phillip was named Teacher of the Year by three organizations; his choirs won two Sweepstakes trophies in the Southern Star Music Festival, received First place trophies in Musicfest Orlando, and consistently received Superior ratings in GMEA District Choral Festivals.

Phillip holds the Bachelor of Arts and Bachelor of Music degrees, Magna Cum Laude with High Honors, from the University of Georgia and has completed the coursework towards the Master of Music degree from Georgia State University. Through the Choral Music Experience Institute, he has completed two levels of advanced certification courses. Phillip frequently appears as a guest clinician for District and Area Honor Choirs throughout the southeast, adjudicates solo and choral festivals, and serves as guest voice educator to many schools, churches and community organizations.

An active member of the Voice Care Network, Phillip believes that singing is a lifelong activity in which every person can experience great joy. He is passionate about building community and developing unity through corporate singing experiences.
 

Associate Conductor
    Jenny Hutton has spent seven years teaching general and choral music to
students ranging from ages 3-18. She created and implemented a comprehensive music curriculum at Counterpane School, a private Montessori school in Fayetteville, GA. She also founded an intergenerational chorus at the school; the group’s members ranged from 4th graders through adult teachers and parents.

Jenny graduated from Amherst College in 1998, magna cum laude, Phi Beta Kappa, with a B.A. in Psychology and Women’s and Gender Studies. Returning to her hometown of Atlanta, she serendipitously earned a position as a music teacher and immediately fell in love with it. She is currently completing a Music Education degree at Georgia State University, where she is the Theodore Presser Foundation Scholar, a Faculty Scholar, and a recipient of the Dean's Scholarship Key. She plans to begin work on her Masters degree in Choral Conducting in 2006.

Jenny has earned Levels I, II and III certification in Orff-Schulwerk. She has also instructed other professional educators in Orff-Schulwerk certification programs, teaching recorder skills and recorder pedagogy.

Though Jenny's greatest musical passion is choral music, her nearly 25years of musical experience include swing band drumming, solo classical singing, rock guitar playing, and electronic music composition. As such, she brings a perspective that values a wide range of music-making and performance skills. She believes that every child is a born musician and that everyone can benefit from the camaraderie, beauty, and artistic communication that are hallmarks of fine choral singing.


Accompanist
    Dr. Susan S. Matteson brings to AIMS/AYC the valuable combination of excellent musical training, years of performing and teaching experience, a keen interest in the musical learning process and a strong commitment to sharing the many benefits of understanding, appreciation and experiencing music.  A native of Chicago, Dr. Matteson has been performing and teaching in the Atlanta area since 1996 as a sought-after accompanist, church musician, organ soloist and private teacher.  Prior to living in Georgia, she taught music history, theory and performance courses in the State University of New York college system. An accomplished pianist, organist, harpsichordist and flautist, Dr. Matteson holds degrees from Indiana University (Bachelor or Music), The Shepherd School of Music at Rice University (Master of Music), and the Eastman School of Music (Doctor of Musical Arts).  She is the recipient of several academic and performance awards and has performed nationally and internationally.  Dr. Matteson has been with the organization since 1996.


Associate Accompanist
    Margaret Peterson brings a wealth of training and experience to her role in the Atlanta Youth Choir.  With a degree in Organ Performance from the University of Georgia, postgraduate study at Westminster Choir College and private study in both piano and organ performance, her professional experience as both an accompanist and director spans several major Atlanta-area churches and youth choir organizations.  A native of Sylvania, Georgia, she moved to Atlanta after college to take up a position as organist at the First Baptist Church in Decatur.  Today, in addition to her work with AYC, she is the organist at Snellville United Methodist Church, one of the largest Methodist churches in the United States.
 
Margaret lives in Lawrenceville with her husband and two children, Katharine (15) and James (11), in his third season with AYC.


Choir Administrator
    Julie Kolacki began her association with the choir by volunteering when her two daughters, Jeanette and Jennifer, were accepted in 1997. She coordinates the concert season program, maintains the music and enrollment databases and has been on the AYCPA Leadership Committee for seven years.  Past responsibilities have been Music Librarian, Travel Coordinator, and Used Uniform Coordinator.  This is her fifth season on staff as Choir Administrator. Julie sings alto in her church choir and has been married to her husband, John, for 27 years.
 




Financial Information

Tuition.  AYC is a non-profit organization and tuition is a primary means of financial support.  Tuition is paid in annual, semi-annual or monthly installments.  Tuition is non-refundable.

A $50.00 non-refundable fee is due upon registration for each singer per year.  Registration is not included in the regular tuition fees.

If paying by check, please make payable to AYC. In order to accurately credit your young artist’s account, please remit payment with your child’s name and the purpose of the payment on the check.  Cash payments must be remitted in an envelope with your child’s name and the purpose of the payment written on the envelope.  You should receive a receipt for any cash payments.  If remitting tuition payment, please note to which month the payment is to be applied.  A Lock-Box is provided in the Interlude Room for all payments.

Tuition Payments/Schedule.  Tuition payments postmarked or hand-delivered to AYC more than ten (10) days after their respective due dates will be considered late, and a late payment fee of $10.00 will be assessed.

See schedule below for tuition amounts and due dates.  The first payment under any plan is due when the young artist attends AYC Day Camp, or by August 5, 2005, whichever comes first.  Note that the second payment on the Monthly payment plan is due by October 1, 2005.


Payment Plan Due date(s) Amount Due
First singer in family
Amount Due
for each Add’l singer
Annually Day Camp (in July/Aug. 2005) $540.00 $450.00
Semi-Annually Day Camp (in July/Aug. 2005) $270.00
$225.00
 January 10, 2006 
$270.00
$225.00
Monthly Day Camp (in July/Aug. 2005) $120.00 $100.00
October 1, 2005 $60.00 $50.00
November 1, 2005 $60.00 $50.00
December 1, 2005
$60.00 $50.00
January 1, 2006 $60.00 $50.00
February 1, 2006 $60.00 $50.00
March 1, 2006 $60.00 $50.00
April 1, 2006 $60.00 $50.00



Tuition Waiver.  If sufficient organizational funds are available, a limited number of partial, need-based tuition waivers may be offered to returning singers.  The Tuition Waiver Committee will make all decisions concerning the disbursement of waiver funds.  Members of the Tuition Waiver Committee are the Artistic Director/Conductor and the AIMS/AYC Chief Financial Officer.  To protect the confidentiality of the applicants, only the Committee and the AYC Administrator will know who requests or receives financial assistance.  All decisions of the committee are final.

College Scholarship.  When the budget permits, AIMS/AYC awards a scholarship to one or more qualified high school seniors.  The purpose of the scholarship is to encourage young artists to continue their music education and performance training after graduation.  The minimum qualifications for the scholarship are:

A minimum of four years participating as a young artist in any of the AIMS/AYC choirs, of which two years are prior to and contiguous with high school graduation.

Documented acceptance and enrollment in an accredited college music education degree program, performance-training program, or approved equal.

The scholarship selection process is managed by a committee of the AIMS/AYC Board of Directors.  Scholarship applications are solicited by a written announcement during the first week of February.  Applications are received and reviewed by the committee in March, and the Board of Directors meets in early April to receive the recommendations of the committee and make a final determination of scholarship recipients.

If the budget permits, young artists who demonstrate successful continuation of their qualifying education can continue to receive scholarship funds annually.

Delinquent Payment Policy.  The great majority of AYC families fulfill their financial commitments to AYC without incident, according to the terms of the Enrollment Contract.  AYC makes every effort to be good stewards of the money collected.  Operating under an annual budget which is prepared based on the expected enrollment for the coming season, AYC relies heavily on the timely payment of all amounts due in order to meet the financial commitments to the staff and vendors.  Unfortunately, for a variety of reasons, a few families fail to pay their bills, making it necessary to establish a consistent policy for dealing with delinquent payments.

Tuition payments postmarked or hand-delivered to AYC more than ten (10) days after their respective due dates will be considered late, and a late payment fee of $10.00 will be assessed.

In the event that any payments due to AYC under the Enrollment Contract are in arrears by more than two (2) months, you will be required to immediately pay AYC the outstanding balance in arrears, plus all other financial obligations listed in the Enrollment Contract, including all remaining tuition payments for the entire Season, all applicable late payment fees, Patron/Ad campaign obligations, and ticket charges, in full, in order for your child to be allowed to continue to participate as a young artist.  In this event, a full-payment request will be sent to you via certified mail.

If your child attends an AYC rehearsal after a full payment request has been made, you will be contacted by the AYC office and asked to pick your child up from the rehearsal.  When your child is picked up, you will be given a copy of the full payment request.  If your child provides his or her own transportation, he or she will be asked to return home, you will be called by the AYC office to advise you of the situation, and a copy of the full payment request will be mailed to you.

If you are facing a financial hardship, please contact Whit Matteson, AYC Executive Director, as soon as possible, to discuss a payment plan.  If you have any questions about your account or the amounts due, please contact Julie Kolacki, AYC Administrator.

Post-Dated Check Policy.  AYC does not accept postdated checks.

Non-Sufficient Funds (NSF) Policy.  There will be a fee for returned checks in the amount of any bank fee charged to AYC.  After an NSF check is returned, all future payments must be in cash or by money order.

Contract Termination.  In accordance with your Enrollment Contract, and in the event of either termination or release from the Contract, you must pay, in full, the remaining tuition balance, and all other amounts due, within thirty (30) days of such termination or release.

Ticket Sales.  As stated in the Enrollment Contract on Page 2, “Additional Financial Requirements”, each family is responsible for selling a minimum of four (4) tickets per principal concert (2 per Season - Tidings & Tapestries and Sweets & Song) at a cost of $5.00 per ticket for a total of $20.00 per family per principal concert.  Complimentary Family Tickets will be distributed at the time of purchase of the required four (4) tickets per principal concert.  (The four (4) required-sale tickets must be purchased up front; families typically recover their cost by selling the tickets.)

Patron/Ad Campaign. AYC requires each family to participate in fund raising.  Fund raising allows for the total health of the organization.  We cannot operate an excellent organization without each family's help.  Each family is required to obtain a minimum of $150.00 in patronage or advertisements for the annual Concert Season Program as specified in the Singer’s Enrollment Contract, Page 2, “Additional Financial Requirements”. See Handbook calendar for the due date for submitting all Patron/Ad Campaign forms and monies.
 
Fund Raising

Official Fund Raising.

All AIMS/AYC fund raising activities must be approved in advance by the Board of Directors, or by an officer or committee of the Board to whom the responsibility to approve fund raising activities has been specifically delegated.  Only approved fund raising events may solicit or collect charitable contributions to AIMS/AYC, or use the AYC logo in any signage displayed at the event.  Only approved fund raising events may be presented as being sponsored by, affiliated with, approved by, held for the benefit of, sanctioned by, or in any other way formally associated with AIMS/AYC.

It is the policy of AIMS/AYC that "the Corporation will not participate in any fund-raising program whereby there is a direct benefit to a student or parent who raises the funds, including fund-raising activities where students or parents will receive a credit or points for their fund-raising participation which may be used to offset organizational paid expenses for their own benefit."

The Board of Directors has expressed its general intent to disapprove fund raising proposals which:
        - significantly benefit the organizer;
        - benefit only a small group of singers;
        - do not represent an efficient investment of AIMS/AYC resources.

Non-Official Fund Raising.

Raising money for personal expenses.  Families may raise money privately to help pay their own AIMS/AYC expenses.  However, no individual, including children and parents, may raise funds using any of the Corporate names (including "AIMS", "Atlanta Institute for Musicianship and Singing", "AYC", "Atlanta Youth Choir") in a way that suggests or implies that the fund raising event is an AIMS/AYC event or is sponsored by or held for the benefit of AIMS/AYC, or that any of the funds raised are charitable contributions to AIMS/AYC.  The AYC logo must not be used.


Allowed wording:
"I'm raising money to pay my travel expenses to Disney with the Atlanta Youth Choir."

Prohibited wording:
"I'm raising money to help AYC travel to Disney."

Raising money to contribute to AYC.    Individuals are free to organize events (e.g. Tupperware parties, bake sales, catalog sales) and may state that they will be donating some part of their own income generated by the event to AIMS/AYC.  However, there must be no suggestion that the participants in the event are making donations to AIMS/AYC or that any part of their spending constitutes a charitable contribution to AIMS/AYC.  There must be no suggestion that the event is in any way an AIMS/AYC event or is sponsored or organized by AIMS/AYC.  The AYC logo must not be used.

Allowed wording:
"I'm selling items from my company's catalog, and I will be donating 10% of my profits to the Atlanta Youth Choir."

Prohibited wording:
"5% of what you pay today will be a charitable contribution to AYC."

General Travel Payment Policy.  When travel opportunities arise, travel details, including a payment schedule, are made available well in advance of travel.  WITH NO EXCEPTIONS, all travel expenses must be paid in full prior to departure, according to the trip’s payment schedule.
 



Rehearsal Information

The weekly rehearsal schedule is as follows (unless stated differently on the calendar in this Handbook):  


Monday Evening Rehearsal Schedule.
6:30pm Camerata (9-12) SATB rehearsal begins
7:30pm Camerata rehearsal ends/ Fraterna Musica (FM) rehearsal begins
9:00pm Fraterna Musica (FM) rehearsal ends

Tuesday Rehearsal Schedule. 
4:00pm Cantemus (9-12) rehearsal begins
4:30pm Cantori (2-5) rehearsal begins
5:15pm Cantabile (6-8) begins joint rehearsal with Cantemus and/or Cantori
6:00pm Fellowship Center: All choirs have a 15 minute break
6:15pm Cantemus and Cantori rehearsals end/Cantabile rehearsal resumes
7:15pm Cantabile rehearsal ends

Rehearsal Cancellations.  If Gwinnett County schools are canceled due to inclement weather, AYC Regular Rehearsals are also canceled. If bad weather causes school to be canceled or dismissed early, public announcements will be made on local and metro-Atlanta radio and television stations.  Cancellations are usually announced shortly after 6:00a.m.

Rehearsal Procedure.  In order to consistently provide the most effective rehearsal atmosphere, singers will follow the Rehearsal Procedure as outlined:

Young artists may arrive, and the Interlude Room will be open, 15 minutes before rehearsal begins.  Rehearsals will begin promptly at the designated times.

Cantemus (9-12) young artists should be in their seats by 4:00pm.

Cantori (2-5) young artists should be in their seats by 4:30pm.

Cantabile (6-8) young artists will wait in the Fellowship Center if they arrive before 5:15pm.  Singers may bring homework or a book to read while they wait - singers must remain quiet at all times in the waiting area.
    
Upon arrival, young artists check-in and collect their name tags, deposit belongings in the designated area, attend to bathroom / water needs and proceed to the rehearsal area.  (There will be no wandering around.)  Young artists may have bottles containing water only at their seats – bathroom breaks during rehearsal will be only for emergencies.

All young artists are expected to abide by the Conduct Agreement at all times during rehearsals and all performance events.  (Please see “Conduct” below.)

Occasionally, snacks are served at rehearsals.  Parents of young artists with food allergies are encouraged to provide their young artists’ snack.

Attendance.  AYC young artists must demonstrate strong commitment to the choir by faithful and punctual attendance for the entire length of all scheduled rehearsals and performances.  Only three (3) rehearsal absences per semester will be allowed. (Please consult policy on “Tardiness/Early Dismissal, Page 12”) These absences should occur only for situations such as illness, CUMULATIVE school concerts, or major cumulative church or athletic events.  If a fourth absence should occur, the Conductor will meet with the young artist and parents to discuss his or her continued participation in upcoming concert engagements.
 
Chronic absences will result in dismissal from the choir. (See “Contract Termination”.)

Performances provide the young artists with an opportunity to demonstrate their musical growth and proficiency. Dress rehearsals immediately preceding major performances are mandatory and are indicated with an asterisk on the calendar.  If a young artist is unable to attend a rehearsal, performance, or concert because of illness or a family emergency, a phone call (770.982.0549) from the parent is required stating the reason for the absence.  This call should be made prior to the start of the rehearsal or concert.  If a parent knows in advance of a conflict (e.g. school concert) the Conductor should be notified in writing two weeks prior to the rehearsal or concert in question.  Pre-Arranged Absence forms are available at the check-in desk and in the Interlude Room. Absence from a mandatory rehearsal, performance or concert without notice may be grounds for dismissal from the choir.

Tardiness/Early Dismissal.  If a young artist is late to rehearsal, he or she will be asked to sign in stating the reason.   If excessive tardiness occurs, the parents will be contacted.  If it is absolutely necessary for a singer to leave rehearsal early, a parent must come in and sign the young artist out.  This policy is in place for the safety and protection of your singer.  A reason for early dismissal must be in writing on the sign out sheet.  Young artists who drive themselves must bring a signed note from a parent if tardy or leaving early. Each Tardy/Early Dismissal counts for 1/3 of an absence. (In other words, any combination of 3 Tardies or Early Dismissals equals 1 absence.)

Do I Stay or Do I Go.  Parents often ask if they should bring their young artist to rehearsal even if he or she is sick. If a young artist has a contagious illness, is running a fever, is too tired and sick to concentrate, and/or has a serious upper respiratory illness, it is probably best for him or her to stay home.  If a young artist is no longer contagious, has regained energy, and would benefit from listening to instruction, and taking notes on his or her music, even if he or she cannot sing, then it is probably best to attend rehearsal.

Conduct.  Young artists and parents are required to sign a Conduct Agreement of behavioral expectations with their Enrollment Contract.  These signatures indicate both the young artist’s and parent’s understanding of and commitment to the goals of AYC.  If a discipline problem arises, the Conductor will first talk to the young artist and a written report may be sent home.  If there is a second occurrence, the Conductor will call the parents to alert them of the infraction.  If there is a third occurrence, dismissal from the choir will be at the Conductor’s discretion.  If the choir is traveling at the time of the infraction, a parent will be contacted immediately to arrange transportation home for their young artist at the parent’s expense.  Continued enrollment and future travel for this young artist will be in jeopardy.

Personal Practice.  Music is sung from memory.  Typically, rehearsal CD’s are distributed at the beginning of the Concert Season.  Music folders are to be taken home each week for review and practice.  Daily practice at home is expected. Each young artist should expect to spend a minimum of 2 hours each week reviewing his or her music. Knowing the music well enough to sing his or her part alone for the Conductor should be the goal of each young artist.  Parents are expected to help singers memorize their music by working with them and encouraging listening to their practice CD.  If it becomes apparent that a young artist does not know his or her music, participation in concert performances will be at the discretion of the Conductor.

Music/Music Folders.  Each young artist is issued a music folder. Additional music is assigned as the year progresses.  All folders and music must be returned as directed.  Fines will be assessed for lost or damaged music and folders.  As stated in the Enrollment Contract, if your young artist’s music folder is not returned at the end of the season or at the Termination of your Contract, an additional fee of $50.00 will be assessed.

Handling and Care of Music



Facility Use – Westminster Presbyterian Church (WPC).  AYC is a guest in the WPC facility; specific rooms are reserved for our use. To help preserve our valued relationship, we ask that you please address any facility concerns to the AYC Executive Director or the AYC Administrator, not to the WPC office or WPC staff.  A Map of Westminster Presbyterian Church is available at the AYC website.

Once young artists arrive on WPC property, they are to immediately check-in, attend to bathroom / water needs and proceed to the rehearsal area.  All non-AYC children must be supervised by an adult at all times.

For the safety of all, please do not park or idle your car on the drive between the two buildings.
 



Performance Information

Performance Requirements.  Performances require excellence in musicianship, appearance, and conduct.  Therefore, each young artist will:


Performance Appearance.  A well-groomed chorus is essential for a truly professional and artistic presentation.  

Hair

Personal Grooming

Accessories

    There will be no exceptions to the dress code.  A young artist who fails to dress or groom properly will not be allowed to participate in the performance.

Concert Uniforms.

Formal Uniform

     Purchased from our uniform vendor (Buckhead Uniforms):
        White oxford shirt (boys) or White turtleneck shirt (girls)
        Black skirt (girls)
        Royal Park opaque black nylon tights (girls)
        Black pleated pants
        Hunter green blazer

     Purchased from AYC:  
         Necktie (boys)

     Purchased on own:
        Black belt – Solid color with either black or inconspicuous metal buckle.
            No ornamentation on belt
            Belt may be found in boys department
        Black socks/ knee highs
        Black shoes (Must be a flat or low heel dress shoe that covers toes and heels.)

Please make sure the shoe is a comfortable fit, as your singer will be standing for long periods of time.
Singers will not be allowed to perform in sneakers, sandals or boots.

Informal Uniform

     Purchased from AYC:  Grey sweatshirt and Green polo shirt
        (In performance, the AYC polo shirt will be worn with the black pants.)
    
    Recommended Purchase from AYC:  Green t-shirt
        (The t-shirt is a good option in certain weather, but not required)

At times, the AYC polo shirt or t-shirts will be worn with dark dress blue jeans or modest dress shorts (no holes, wear patterns, big flare, etc.)
 

AYC FORMAL UNIFORM VENDOR
Buckhead Uniforms
6311 Roswell Road
Atlanta, GA  30328
404.303.8600
M-Thur.: 10am-6pm
Fri-Sat: 10am-5pm

~ or ~ Buckhead Uniforms
3700-B Satellite Boulevard
Duluth, GA  30096
770.495.7274
M-Sat: 10am-5pm


Directions to Buckhead Uniforms,
Satellite Boulevard location:  Take I-85 South to Pleasant Hill Road (Exit 104). Turn right on Pleasant Hill Road. At the 4th traffic light, turn left on Satellite Boulevard. Go 3/10 of a mile and turn left at the BUCKHEAD UNIFORM sign (next to Georgia Backyard).

Roswell Road location: Take I-85 South to the I-285 West Bypass (Chattanooga / Birmingham) exit (Exit 95A). Travel I-285 West approximately 7½ miles, and exit Roswell Road/Sandy Springs (Exit 25). Turn right on Roswell Road, and go 1 mile to the Sandy Springs Plaza Shopping Center, which is on your right.  Buckhead Uniforms is located in the corner of the shopping center.


Performance Dismissal Procedure.  For the safety of our young artists, and to maintain decorum at performance venues, young artists will reconvene in an assigned space at the conclusion of the performance. Parents will then sign out their young artists from the responsible chaperone, at the assigned location. 




Volunteer Opportunities

AYC Parent Association (AYCPA).  Every parent is automatically a member of the AYCPA.  In order to achieve the goals of AYC’s mission statement, many non-musical tasks are handled by our dedicated volunteer parents, either through a role on the Leadership Committee or by signing up for occasional help with a variety of tasks and events.  Be sure to regularly check for sign-up sheets in the Interlude Room as events come up.  You are also invited to call or email the AYC Office.  There is a place for every parent who desires to become more involved in AYC’s operational details – we welcome and need your participation.

AYCPA Leadership Committee.  The Leadership Committee is a group of parent volunteers who have agreed to assume responsibility for specific areas of service.  Many of these leadership positions require attendance at the monthly meetings with members of the Staff.  Some of the positions are ongoing for the entire year and some are to coordinate large one-time events or projects.  Positions are generally filled beginning in the spring for the following year based on the interest indicated to the Parent Volunteer Coordinator.  Please see the AYC Directory for the list of the Leadership Committee Members.

Description of Volunteer Opportunities.

Archivist.  Collects copies of all emails, the “AYC Weekly”, Newsletters, flyers and other pertinent paperwork pertaining to particular AYC events; compiles into binders.

Auditions Coordinator.  Returns all phone calls of interest regarding enrollment in AYC.  Clearly describes AYC and the time and financial commitments that come with enrollment in AYC to interested callers.  Works closely with Conductor to establish audition dates.  Schedules and attends auditions.  Accompanies potential young artists to AYC office for actual audition with Conductor.  Answers parent and singer questions at time of audition.

AYC Gear Coordinator.  Maintains contact with vendors of AYC gear and informal uniform items.  Processes and distributes orders.

AYC Gear Helpers.  Assists Gear Coordinator with taking orders, fitting, distributing orders, etc.

Birthday Treat Purchases.  Purchase the monthly treats served to the young artists in celebration of birthdays for that particular month (typically, parents volunteer to provide treats when it is their young artist’s birthday month).  Birthday treats are donated by the purchaser(s), and will not be reimbursed by AYC.

Chaperone Coordinator.  Assists in the recruitment and training of chaperones for AYC for the entire season.  Responsible for coordination of chaperones for all AYC concerts, trips and events.  Makes sure that the grooming supplies are available at each occasion.  Distributes young artist lists to chaperones and assist with any questions or problems with regard to chaperoning. Assists if necessary to arrange for substitute chaperones if the assigned chaperones are unable to attend a particular event.

Concert Chaperone.  Two permanent chaperones are assigned to each of the 4 vocal groups of young artists.  In addition, there will be one substitute for each of the groups.  The chaperones attend all local concerts and events.  The chaperones are given a list of their young artists and check attendance, assess uniform compliance and needs, and are responsible for their group of young artists, from the appointed call-time until released to the parents.  Chaperones keep records of tardiness, uniform concerns and discipline problems, if necessary.  Chaperones also assist young artists with grooming, locating restrooms, water/snacks, illness, or whatever the young artists may need during an event.

Concert Programs/Tickets.  Arrives at concert venue 30 minutes prior to the concert to greet guests, collect tickets and distribute concert programs.

Concert Usher.  Assists in seating audience members.  Provides helpful information to audience members such as where the nearest restrooms, water fountains, and exits are located.  Politely and discretely handles distracting situations during a concert.

Hospitality Coordinators.  Determines event personnel; organizes the specific food and paper goods needed for AYC events (e.g. Day Camp, monthly Birthdays, Lock-in, Picnic, Christmas Party, Tidings & Tapestries Concerts, Mid-Year Parent Meeting, Spring into Song Concerts, Interlude Snacks).  Coordinates and supervises the assigned helpers with set-up, serving and clean up.

Hospitality Committee.  Volunteers who assist with the organization, serving and clean-up at AYC events including Day Camp, monthly Birthdays, Lock-In, Picnic, Christmas Party, Potluck Dinner, Tidings & Tapestries Concerts, Mid-Year Parent Meeting, Spring into Song Concerts, and others.

Interlude Coordinators. Sets up Interlude Room.  Facilitates dissemination of information to parents on a weekly basis, (e.g. the “AYC Weekly”, sign-up sheets, payment forms, flyers, etc.)  Available to answer questions, provide assistance, provide receipts, etc.  Also, assists other volunteers with projects such as Gear orders and delivery, Nutcracker sign-ups, tickets sales, etc.   Sets up coffee, refreshments.  Cleans up and removes AYC items and places them in the AYC Office.

Interlude Room Refreshments.  Provides refreshments to the Interlude Room for parent enjoyment during rehearsals.  One parent per week is needed for bringing these refreshments.  (Cake, cookies, brownies, pretzels, snack mix, etc.)  Coordination for this is done by the Hospitality Coordinators.

Librarian.  Works with Administrator to place new music orders.  Receives, numbers, and files new music.  Prepares music folders for young artists.  Assists young artists who need music in rehearsal.  Maintains records of music library resources.

Newsletter Editor.  Assembles the “AYC Weekly” and the monthly newsletter, “The Score”.

Nutcracker Coordinator.  Organizes and maintains the young artist sign-up sheets for this month-long event.  Distributes information to families regarding Nutcracker performances.    

Parent Volunteer Coordinator.  Works with all the AYCPA to coordinate volunteers for the needs of AYC/AM/FM events, activities.  Solicits volunteers for Leadership Committee.  Works with each Coordinator of the Leadership Committee to provide assistance when needed.  Works with AYC Staff to determine needs for volunteers.    

Public Relations/Ticketing Manager.  Public Relations volunteer submits information for Metro Atlanta newspapers and publications announcing upcoming concerts and audition information at appropriate times.  Contacts AYC patrons and advertisers about upcoming concerts.  Handles other Public Relations-related tasks as needed.   Ticket Manager handles distribution of, instructions for, and tracking of, tickets for all ticketed events.

Rehearsal Check-In Coordinator.  Coordinates all volunteers for turns at the AYC Check-In Desk.  Works with the Executive Director to review current procedures and safety issues.  

Rehearsal Check-In.  Maintains weekly attendance records at the young artist Check-In Desk by (1) indicating on the provided Attendance Form the arrival of each young artist; (2) indicating whether or not the young artist has brought his/her music folder to rehearsal; (3) applies young artist’s name tag before young artist enters the rehearsal area; and (4) records late arrival and early dismissals.  The check-in desk must be staffed continuously, starting at least 15 minutes before the earliest rehearsal begins, until the latest rehearsal ends.  The Check-In Coordinator will work with volunteers to establish a schedule and provide detailed instructions.

Rehearsal Monitoring.  Monitors the young artists during the rehearsal time.  Assists Conductors by addressing any behavior issues, restroom breaks, music needs, illness, etc.  Keeps written records of any concerns arising from that particular rehearsal.  One monitor is needed during the first part of the Cantori rehearsal, from 4:30pm until 6:00pm and a second is needed for the combined rehearsal time from 5:15pm until 6:00pm.  Written instructions will be provided in the Rehearsal Monitor Folder issued at arrival time.

Rehearsal Monitor Coordinator. Coordinates all volunteers for turns as Rehearsal Monitors.  Works with the Executive Director to review current procedures and needs for updates.

Used Uniform Manager.  Works with Choir Administrator in setting up annual Used Uniform Sale.  Collects used uniform items.  Maintains the Used Uniform inventory.  Collects payment for used items sold.

Used Uniform Helpers.  Assists at Used Uniform Sale.