membership handbook
Table of contents
mission
PROGRAM OVERVIEW
SUMMER CHOIR CAMP
TOURING
CURRICULUM
PROGRESS REPORTS AND EVALUATIONS
PLACEMENT, ADVANCEMENT AND PROMOTION
MUSIC AND THEORY WORKBOOKS
WHAT TO BRING TO REHEARSAL
ATTENDANCE
CODE OF CONDUCT
Communications
MEMBERSHIP AGREEMENT
TUITION AND FEES / PAYMENT POLICIES
FINANCIAL ASSISTANCE
WITHDRAWAL AND REFUND POLICY
GROUP PARENTS
VOLUNTEERS
STATEMENT OF NONPROFIT STATUS
FUNDRAISING
BOARD OF DIRECTORS
FACULTY AND STAFF DIRECTORY
Mission
Our mission is to empower & develop youth through engagement in a vibrant, nurturing and internationally recognized choral arts community. We do this through championing artistic excellence via music education, innovative artistry, community building and cultural exchange.
VISION
In choral singing, we connect deeply to ourselves, to each other, and to the world around us. In our songs, we acknowledge and celebrate the past, present, and future. These core connections uplift all voices within an equitable and inclusive choral community. To achieve this, we must create a place of belonging where we are valued for our unique gifts and can bring our whole selves. We educate, connect, inspire through the power of music - feeding the souls of youth by joyfully empowering voices to their highest potential.
Our singers light up with happiness when they sing; they become devoted musicians because singing feeds their souls. They tell us it’s who they are, and a fundamental requirement for happiness. We believe that they are best served with interesting, challenging music, because they become intrepid thinkers, bold musicians, and engaged global citizens.
Program Overview
The Piedmont East Bay Children's Choir enrolls nearly 360 children and youth in twelve community based choir groups and school site- based after school elementary choirs, ranging in age from 5-18. The choirs are grouped into three divisions: School Programs, Training Department (K-T4), and Performing Department.
School programs
For our elementary school partners, we offer after school choir classes to introduce group singing and beginning music concepts using age-appropriate music activities and games.
Ages 5-10.
60-minute classes per week.
Small class size (20 max) to facilitate connections and individualized music learning.
Play-based group music-making.
Nurturing atmosphere to inspire the joy of singing.
Each semester ends with participation in the Training Department recital. School choirs may also engage in performances at their school sites, contributing to arts-enriched school cultures.
For information on how to bring PEBCC to your school (priority serving Title 1 Schools), please contact the Choir Office.
Training Department
For our youngest singers in our training programs, we offer KinderChoir classes to introduce group singing and beginning music concepts using age-appropriate music activities and games.
Ages 5-6.
50-minute classes per week.
Small class size (15 max) to help facilitate individual attention and socio-emotional learning.
Play-based group music-making.
Nurturing atmosphere to inspire the joy of singing.
Fall semester ends with a family and friends recital; Spring semester ends with participation in the Training Department recital.
The choirs in the Training Department provide a thorough preparation in the basics of singing and music theory, through a multi-year sequential curriculum. In Training Department choirs, students build their skills at a steady pace through fun, active, participatory learning. Training Department choirs rehearse once each week throughout the school year.
Ages 6-12.
1 ½- 2 hour classes per week.
Students advance musical skills through games and performances.
Introduction to Music Theory.
2 performances at the end of each semester.
Additional orchestral collaborations or workshop opportunities.
Camp Joyful Voices option in the summer for singers ages 7 and up.
In Summer 2025, PEBCC will launch a day camp option for singers ages 5-8.
Performing Department
The four Performing Department choirs - Concert Choir, Ensemble, Ecco, and Ancora - represent the pinnacle of children’s choral training and performance. Singers in these groups have studied music for several years, and are admitted into the ensembles following a vocal placement.
In the Performing Department Choirs, promising young singers reach new heights of personal expression. They begin to form their own musical personalities and identities, and form deep, lifelong bonds with like-minded friends. They become proud ambassadors of the Choir through local performances, professional collaborations, and on tour at national and international competitions and festivals.
Students are placed in each choir based on demonstrated skill, vocal development, and commitment to the Choir as demonstrated through exemplary musicianship, attendance, focus, and commitment to excellence in rehearsal and performance. Promotions and advancement are subject to eligibility requirements as listed below.
CONCERT CHOIR (CC)
Ages of 10 - 14.
Season begins with mandatory summer camp in late July.
Rehearsals Tuesdays and Thursdays from 4:15-6:15 pm.
Performs approximately ten to twelve times per season.
Tours domestically 4-7 days in spring or early summer.
Continues music theory progressive instruction.
Expands repertoire to include two, three, and occasionally four-part music in various languages with increasing rhythmic and harmonic complexity.
ENSEMBLE (Ens)
Singers must be 15 years old or younger to audition for Ensemble.
Season begins with mandatory summer camp in late July.
Performs approximately ten to twelve times per season.
Rehearses on Tuesdays and Thursdays from 4:15-6:15 pm.
Tours internationally 14 days in the early summer.
Advanced music theory instruction.
Expands repertoire to include advanced choral arrangements in various languages.
ECCO (Ecco)
Ages 15-18, grades 10-12, and young singers of any age whose voices have changed.
Optional summer camp in late July.
Rehearses on Mondays from 6:30-8:45 PM.
Weekend Retreat in the fall semester.
Performs four or more times each season.
May tour when opportunities arise.
Ecco sings a wide variety of choral literature, ranging from classical to popular/jazz, including pieces for treble voices, changed voices, mixed voices – whatever is suggested by each season’s enrollment configuration and the skills/interests of the participants.
ANCORA (Anc)
Ages 14-18, grades 9-12 who succeed in a rigorous vocal audition.
12th graders generally are not admitted as first-year Ancora members. Ancora singers in grades 9-11 must also sing in Ecco or Ensemble. Ancora singers in grade 12 may opt to sing only in Ancora.
Rehearses on Thursday evenings from 6:30-8:45 PM.
The group collaborates with composers and other arts organizations in the presentation of new music, makes recordings, and performs for public events.
All members of Ancora are expected to study voice privately.
Ancora sings almost exclusively a cappella music, with members singing up to eight-part literature of the most challenging nature.
Summer Choir Camp
Camp participation for Concert Choir and Ensemble singers provides crucial training for these exceptional Performing Department choirs. These choirs begin the year with a 12-day summer camp at Walker Creek Ranch in Marin County.
Attendance at camp is mandatory for Concert Choir and Ensemble, and optional for Training Department choirs. Campers spend up to four hours of rehearsal each day building repertoire for the coming season. Voice lessons, in-depth training in music theory and sight-reading, and daily performance opportunities are all built into the curriculum.
Outside of rehearsal, campers have a choice of traditional camp activities like swimming, canoeing, hiking, basketball, and arts and crafts. Camp is also a time to make new friends, sing around the campfire, and build lasting relationships.
Touring
Touring is a key part of the musical, cultural, and social experience of the Performing Department program. Tour destinations are selected on the basis of their potential for providing enriching musical experiences, fostering international friendships with other young people, and their cultural and geographical interest. While on tour, singers may participate in music festivals, community concerts, and cultural and recreational activities.
Concert Choir takes a domestic tour of 4-7 days in late spring or early summer. Ensemble generally undertakes a major, 14-day international tour each June or July. Given their busy high school schedules, members of Ecco and Ancora tour only intermittently.
When Piedmont East Bay Children’s Choir groups travel, choristers are often hosted by the families of the choirs with whom we visit. Professional staff and volunteer chaperones accompany the choirs on tour. Photos and “tour blogs” are frequently posted to the Choirs’ website, giving parents and friends a chance to “keep it personal” and read about the daily tour activities.
Curriculum
Our curriculum is designed to provide challenging, developmentally appropriate opportunities for young singers at each level. Generally, a child must master the curriculum for each level before advancing to the next.
Our formal curriculum stresses healthy vocal production, including such elements as posture, breath control and support, freedom of sound, resonance, and uniformity of phonemes. Beyond this, each level has its own set of objectives that guide conductors’ work with their groups. In the Training Department students and families are apprised of individual progress via personalized evaluations that are sent home at the conclusion of each semester.
A typical rehearsal begins with group warm-ups that is integrated with the vocal and repertoire goals of the rehearsal. Full group singing is often augmented with sectional work, during which the conductor focuses on a specific subsection of the larger chorus, giving attention to individual voices as needed. From time to time, work on specific pieces may be punctuated by discussions, music theory or music history, which are again tied to the music or the current curriculum.
Progress Reports and Evaluations
In the middle of each semester, Training Department families will receive a report via email that summarizes the progress of the choir as a whole.
A singer’s individual progress is evaluated at the end of each semester. These evaluations enable a conductor to measure the development of a child’s musical and vocal skills and his or her grasp of music theory. The evaluations, along with conduct and attendance, serve as a basis for determining readiness for advancement or promotion. Training Department students receive report cards after the last rehearsal in each semester.
For a child in Training 4 the report card at the end of the fall semester is an important indicator of areas that might be strengthened before the Performing Department auditions held in the spring. (See the following section on “Placement, Advancement, and Promotion.”) If you have any questions about your child’s evaluation or progress in general, please contact your child’s conductor.
Placement, Advancement and Promotion
Promotions normally occur at the end of the spring semester, not at mid-year. It is customary for a student to remain at any given level for two to four semesters before moving into the next ensemble. Because training builds upon concepts introduced in previous levels, it is essential for a child to be ready to take the next step before he/she/they advances.
Sometimes a child shows marked progress during summer music camp. Although no written report will be sent, re-evaluation by camp staff or by the conductor in the fall may result in advancement to the next training level.
While some music skills are quantifiable, many are qualitative in nature. Evaluating a child’s musical skill level, vocal development, focus, and “readiness” for advancement is subjective. Our conductors, who are most familiar with each child’s socio-emotional readiness and musical progression, make this decision and also consult with families about their child and the demands of the next level of instruction. As always, if you have questions or concerns about your child’s readiness for promotion, please contact your conductor.
During the spring semester, all children in Training 4 are evaluated to assess readiness for promotion to the Performing Department. Not all will be considered ready at that time, and not all may want to move forward in any given year.
Membership in the Performing Department represents a significant step forward in skill levels, self-discipline, and commitment required from both singers and their families. For Training 4 students who are not ready for promotion, current ensemble participation is complemented by leadership opportunities. These students act as peer mentors for less experienced members of their ensembles.
Audition dates are announced in spring and prospective members receive information about the audition process. All singers in Training 4 are assessed and may audition for Concert Choir. The audition consists of singing a song from the repertoire and taking a comprehensive theory test and an aural interval identification test. Students demonstrating proficiency in the auditions may be invited to join the Performing Department.
Children who are promoted to Concert Choir are expected to begin the year by attending the summer camp in July, and commit to touring with their choir during the following spring or summer.
All singers in Concert Choir are eligible and encouraged to audition for Ensemble. The audition consists of singing a song from the repertoire they have been studying, taking a comprehensive theory test, and completing an aural interval identification test. Students demonstrating proficiency in the auditions may be invited to join Ensemble.
Children who are promoted to Ensemble are expected to begin the year by attending the summer camp in July, and commit to touring with their choir during the following spring or summer.
Music and Theory Workbooks
Music is distributed to choir members during rehearsals, along with a choir binder in which to keep their theory workbook and the music. Choir members are responsible for taking the music home and bringing it with them to each rehearsal. All music is the property of the Piedmont East Bay Children’s Choir; pieces will be collected by the conductor when your group is through using them. If the music and theory binder and its contents are lost, a replacement will be furnished from the Choir office and a replacement fee of $30.00 assessed.
What to Bring to Rehearsal
Music and theory binder
1 or 2 sharpened pencils with erasers
Water bottle (marked with the student’s name)
Non-messy snack, must not contain nuts (Please note: snacks may be consumed only in places and times as directed by the conductor.)
FOODS BROUGHT TO REHEARSAL MUST NOT CONTAIN NUTS
The Piedmont East Bay Children's Choir wishes everyone a happy and safe experience at all rehearsals and concerts. The choir holds a strict no-nut policy, we ask that any foods brought to classes for parties or foods brought to receptions, not contain any type of nut as several members of our Choir family have severe allergies to nuts. Thank you to everyone for complying with this important policy.
DOGS MUST BE ON LEASH
As a reminder, when dropping off or picking up your child before and after Choir rehearsal, we ask that you have your dog on leash at all times. Children are sometimes frightened by dogs, and California has a strict liability policy which means people are liable for any injuries or damage that a dog does, whether or not the owner was negligent.
Many of our venue contracts also prohibit animals indoors aside from registered service animals. We love children and we love dogs! Please help us keep them both safe!
UNIFORMS
Concert Choir and Ensemble have a casual and dress uniform. Members are required to wear their casual uniforms for off-site rehearsals and concert uniforms for performances. Concert Uniform and Casual Uniform items are purchased by parents directly from one of our designated vendors.
Singers without full regulation uniform will not be allowed to perform in the concert. No special uniform is required for regular rehearsals.
Detailed information about uniforms for each Choir level is provided to Choir members at the beginning of the semester and is available on our website. For additional information, please check in with the Choir Office.
Attendance
Excellent attendance is expected of all singers. Absences make it difficult to learn the repertoire and keep up with memorization deadlines. Attendance is also a significant factor in promotion decisions. Therefore, excessive and/or unexcused absences may result in progressive discipline or expulsion from the program.
ATTENDANCE AT REHEARSALS
Pre-planned absences: When a situation arises which will prevent attendance, please notify the Choir office by sending an email to absences@piedmontchoirs.org.
Unplanned absences: If an illness or emergency occurs the day of a rehearsal, please text the Absences on the Remind app used for just these purposes.
For the Performing Department Ensemble and Concert Choir, five rehearsal absences, planned or unplanned, are permitted each semester. Following a sixth absence, students may be asked to sing for the conductor to demonstrate sufficient mastery of the music. If the preparation is deemed insufficient, a tutor may be suggested, or the singer may be asked to sit out part or all of a performance. Certain Performing Department groups may have more stringent attendance requirements, which will be shared by the conductors at the beginning of the choir year.
For all other choirs rehearsing once a week, three rehearsal absences, planned or unplanned, are permitted each semester. If many absences are accrued the conductor will reach out to the family to understand why a singer has missed so many rehearsals.
The Piedmont East Bay Children’s Choir maintains the right to dismiss any student who does not abide by its rules and regulations. PEBCC tries to avoid taking this extreme measure first through warnings and then through parent conferences. The Choir also encourages families with issues to reach out to our leadership early on to work together toward resolutions. Please refer to the Code of Conduct for further information.
ATTENDANCE AT PERFORMANCES
Attendance at all dress rehearsals and performances is mandatory for all students. We do everything possible to schedule these rehearsals and performances months in advance. This is to ensure that all choir members and families plan for and can attend all scheduled performances. Choir members may be exempted from a performance only for illness, significant church or school events like graduations and bar/bat mitzvahs or confirmations (their own, not their friend’s), graded academic conflicts, and important family events or emergencies. Members who wish to be excused from attending a concert are expected to approach the conductor as far in advance as possible.
A student may not miss a dress rehearsal for any reason other than those listed above, or he or she may not be allowed to participate in the associated performance.
Occasionally the Choir receives a request to perform on short notice. In such circumstances it is understood that singers who have other commitments may not be able to perform. Unforeseen schedule conflicts are handled on a case-by-case basis. A member should discuss the conflict with the conductor as soon as it arises and notify the Choir Office.
ILLNESS
Sore throats, colds, flus and other viruses are a concern for singers of any age. Please keep your singer home if he/she has a fever, a significant sore throat, a severe cold or cough, or gastrointestinal symptoms such as vomiting or diarrhea. Please be sure to call 510-547-4441 or email absences@piedmontchoirs.org to inform the office of the singer’s absence.
Singers should not attend with any cold symptoms. If someone in your family has been ill or tested positive for Covid 19 and singers are asymptomatic, they may attend but should mask for the rehearsal.
LEAVES OF ABSENCE
Training Department students are permitted to take a one-semester leave of absence and return to the Choir at the same level at which they left, without re-auditioning. Training Department students who wish to rejoin the Choir after more than one semester of leave will be asked to re-audition. Performing Department students who wish to take a leave of absence should contact their conductor.
COVID 19 ADDENDUM
Any singer experiencing symptoms related to Covid 19 is expected to remain home from in person activities and attend virtually until they have received a negative test result. PEBCC follows the the guidelines of the California Department of Public Health with regard to Covid 19 and issues of public health.
Code of Conduct
CONDUCT AT REHEARSALS
The Choir rents rehearsal space from a number of collaborative partners, each of whom has needs and requirements they must follow for their specific spaces and organizations. We value our relationships with our community partners and insist on the following rules of polite and respectful behavior in our rented facilities:
DO:
Practice your music and lyrics at home in advance of rehearsals.
Arrive on time to every rehearsal.
Bring everything you need for rehearsal, and remember to take all of your belongings home with you when rehearsal is over.
Pay attention to the conductor, accompanist, group parent, adult chaperone, or student leader in charge.
Be friendly and respectful of any staff working at the places where we rehearse.
DON’T:
Eat or chew gum in any rehearsal room. Your conductor will let you know where you may eat your snack, if you’ve brought one (usually outside).
Bring any beverages except for bottled water.
Touch or handle anything that doesn’t belong to you specifically, including music instruments.
Run through landscaped areas, pick flowers, climb or sit on walls, gates, trees, or other architectural features.
Shout (inside or outside).
Litter. Every item you bring in should leave with you, or be carefully placed in a trash receptacle.
Write on whiteboards without permission.
Explore or wander into areas where you’re not supposed to be. [Students should be in the proximity of adult supervision at all times.]
CONDUCT AT PERFORMANCES
Members of the Choir perform in concert halls and churches, in public facilities, and in private settings. All students in the Performing Department should have had enough previous training and experience to present themselves in a fully professional manner while on stage. Training Department members learn these skills as they progress through the Choirs. Here is what we expect of our singers at performances:
DO:
Participate in all scheduled performances.
Be ready for performances, with all music, lyrics, and movement thoroughly memorized.
Come on time wearing the proper uniform.
Find your place and/or line up quickly and quietly.
Pay attention to the conductor, accompanist, group parent, chaperone, or student leader in charge.
Obey rules about eating and drinking.
Respond quickly and quietly to instructions.
Stay focused on the music, the conductor, and the performance activity.
Enter and exit the stage with poise and dignity.
Stand relaxed and with good posture with your arms at your sides.
Remain silent when on stage and not singing.
Stand calmly before and after each selection.
Keep your eyes focused on the conductor during performance.
Let the nature of each piece of music be reflected in your facial expression and overall demeanor.
DON’T:
Talk or whisper at any time while on stage.
Let your eyes wander around the room while on stage.
Clap onstage as a form of acknowledgment to other performers.
Leave the stage when a piece is in progress.
Do anything to draw attention to yourself and away from the group as a whole.
Do anything to distract another singer at any time while on stage.
Wave to parents or friends.
In some performance situations, choir members may be in close contact with famous performers or other high-profile individuals. Singers should not ask for autographs or initiate conversations unless they are invited to do so and are given permission by the conductor.
SINGERS AS AUDIENCE MEMBERS
It is important for Piedmont East Bay Children’s Choir singers to learn about formal concert hall etiquette as they prepare to interact with choirs in formal settings in various parts of the globe. Therefore, everyone’s assistance in teaching and reinforcing these values is greatly appreciated.
DO:
Applaud at the conclusion of performance selections. If a piece has more than one movement, or if several pieces are being performed together in a “set” (check your program), then refrain from clapping until the end of the set.
Smile at the performers to show your support and respect.
Remain seated during the performance, to avoid distracting the performers and disturbing the experience of other audience members. Restroom breaks should be taken during intermission, or in an emergency, only between performance selections or sets.
Take your program and any other trash or belongings with you when you depart the concert, making sure to dispose of them appropriately.
DON’T:
Talk – or even whisper – during the performance.
Make an inappropriate display of enthusiasm: Please don’t stand in your seats, dance, or whistle/yell/hoot, even if you’re trying to get into the spirit or support the performers.
Wave at the performers or otherwise try to get their attention.
Eat or drink in the audience area, or take photos or make video/sound recordings. Make sure to follow the “house rules.”
DRUGS, ALCOHOL AND TOBACCO POLICY
PEBCC is a caring community committed to promoting the physical, intellectual and social development of all individuals. The inappropriate use of alcohol and other drugs threaten the health and safety of all students, faculty, employees, volunteers and the general public as well as impairs performance. No alcohol, cannabis, or illegal drugs are allowed at choir rehearsals, performances, tours, retreats, or other choir related events. Nor may a choir member be under the influence of alcohol, cannabis, or illegal drugs at choir rehearsals or any other choir events. Possession, use, furnishing or sale of alcohol, cannabis, or illegal drugs, or being under the influence of drugs or alcohol at any choir events may result in a probationary behavior contract, suspension, and/or dismissal from choir.
*A waiver for medical use of cannabis can be arranged with doctor’s authorization. Please contact the Choir office to find out more information.
Smoking or vaping is prohibited for all students (through the age of 18) at all times, anywhere the Choir holds classes, performances, camps, retreats, homestays, hotel stays and tours. In the event of an incident related to alcohol or drug use at choir related events, the choir will implement the following disciplinary process:
If a choir member is suspected of possession or being under the influence of drugs or alcohol at a choir event, the choir member’s parents will be notified and they will need to pick up their child from the event immediately. The Artistic Director, Executive Director, and Board President will investigate the incident.
A conference will be scheduled with the choir member, the parents, the conductor, and the Artistic Director, Executive Director, and/or Board President.
Then the results of the process will be brought to the Board of Directors. At their discretion, the choir member may be placed on a probationary behavior contract, suspended, or dismissed from choir.
The Board of Directors is routinely informed of any student suspension or dismissal. Parents may request full Board review of any disciplinary actions rising to the level of suspension or dismissal.
Students dismissed for disciplinary issues are not entitled to any refund beyond what is provided for under normal refund policies.
Controlled Substances AND OVERNIGHT TRIPS
These policies and procedures are designed to insure drug and alcohol free overnight activities (tours, camp, retreats):
All students’ bags, suitcases, backpacks must be submitted for inspection when a chaperone requests to do so.
If alcohol or drugs are plainly visible or there is other evidence of use in a room when a chaperone enters it, all students in the room will be deemed to be in possession. A student innocent of possession may avoid problems by insisting to the student owning the drugs or alcohol that they be removed, or by reporting their presence to a chaperone immediately.
Students found in possession or under the influence of alcohol or drugs will be sent home at the parents’ expense.
Students in possession of drugs or alcohol will also be subject to choir discipline upon return. Penalties include loss of activities/privileges, suspension or expulsion from choir, and/or referral to the appropriate law enforcement agency.
Progressive consEquences
The Piedmont East Bay Children’s Choir’s Board of Directors has adopted the following statement of policy regarding behavior standards.
In order for the Piedmont East Bay Children’s Choir to provide effective training for the singers and for the Choir to present performances of the highest quality, each Choir member needs to contribute his or her best efforts toward creating a positive environment in all Choir activities.
The Piedmont East Bay Children’s Choir expects that each singer will make a positive contribution to all rehearsals, performances, and other Choir- sponsored events. In general we ask that each singer act in such a way that he or she is not detracting from either the leader’s ability to teach/conduct or the other singers’ ability to learn/perform.
Piedmont East Bay Children’s Choir expects every singer to conduct themselves with kindness, empathy, and awareness of our diverse community.
Failure to live up to this standard may lead to corrective action by the Choir staff and eventually to dismissal from the Choir
The Piedmont East Bay Children’s Choir progressive consequence procedures have been created in the hope of accomplishing the following goals:
To help maintain order and harmony, and promote a sense of security and focus in the participants;
To teach students that only they are responsible for their actions, and that those actions have real consequences;
To provide students with tools for exercising self-control;
To enhance the self and mutual respect of all participants;
To protect students, adults and property from harm;
To model how caring people can guide, protect, and care for one another.
Here is the process generally used in the event of a specific behavioral problem:
When inappropriate behavior* occurs, an adult staff member will give the student a verbal reminder regarding appropriate behavior.
* “Inappropriate Behavior” usually means excessive talking or laughing, poking, not focusing, talking back/insubordination, swearing, throwing things, bullying, horseplay, running around, continually leaving rehearsal, etc. If the behavior is crudely sexual or involves physical violence, the student will be removed from rehearsal immediately. [In this instance, please skip directly to Step 4 of the formal progressive consequences process, given below.]If the student continues the behavior following the reminder, the adult staff member may direct the student to take a time out from the rehearsal and complete a self reflection about the behavior. This will be mailed to be signed by a parent and returned to the office.
Should a similar situation occur in subsequent rehearsals or other choir events, (including performances, tours, retreats, or camp) another notice will be issued. Upon the third notice in a year, the child will not be able to resume choir activities until a parental conference is held.
At that conference, a determination will be made as to whether the student and his family can make a commitment to sustaining the behavior standards that are requisite for remaining in choir, and what strategies choir staff can facilitate to support the student’s success. It is possible that parents may be asked to be present at weekly rehearsals and/or performances to supervise/control their child.
If a student is out of control during rehearsal, the parents may be phoned to come pick up the child immediately. Out-of-control behavior is defined as destructive or violent. The Choir Office will contact the parents and ask them to come in with their child for a conference as soon as possible.
Prior to any long term suspension or dismissal, the Executive and Artistic Directors will review prior interventions and evaluate with the family and staff.
The Board of Directors is routinely informed of any student suspension or dismissal. Parents may request Board review of any disciplinary actions rising to the level of suspension or dismissal.
Students dismissed for behavior issues are not entitled to any refund beyond what is provided for under normal refund policies.
Communications
Our professional staff attempts to keep parents well informed of what’s going on with the Choir in a clear and timely manner. As such, it is vital that the office have your correct home address, e-mail address, and telephone numbers.
The Piedmont East Bay Children’s Choir website (www.piedmontchoirs.org) and messages sent to families via e-mail are our primary forms of communication regarding the activities of the various performing groups. This is the most efficient and expedient method we know for notifying families of specific concert dates and venues, call and performance times, and uniform requirements. If you don’t seem to be getting emails from the Choir Office, please check your spam folder or contact the Choir office so we can make sure we have your correct email address. We have added the text communication Remind to communicate with parents. This form of communication is helpful to connect conductors and parents at rehearsal and event sites when unexpected circumstances arise. Every parent will be invited to Remind at the beginning of the semester. If you choose to opt out you may miss emergency communications from the office.
Membership Agreement
At the beginning of the choir year (or 2nd semester if a spring enrollment) each member of the Piedmont East Bay Children’s Choir and his/her/their parents are asked to acknowledge their understanding of the general rules of conduct outlined in this handbook by signing a Membership Agreement that is a part of the Registration process.
Tuition and Fees / Payment Policies
Tuition is due by semester for the Training Department though you may pay for a full year. Tuition is billed annually for the Performing Department. Our standard payment plans are indicated in the Fee Schedules linked below. Don’t hesitate to reach out if you want to consider another payment plan. We are happy to work with your family to ensure your child can comfortably participate in the Choir.
Training Department Fee Schedule
Performing Department Fee Schedule
LATE ENROLLMENT
To be included on our roster, please select a payment option (pay in full or set up automatic recurring billing) prior to the close of the open enrollment period in order to be included on the roster. After the initial enrollment period, rosters are closed and new students will have to wait till the following semester (or year for the Performing Department) to register and enroll.
financial assistance
Because it is our hope that no student will miss out on Choir participation due to financial concerns, the Choir has instituted a sliding scale, need-based financial assistance process. An application form, with further information, is available via the Choir office. As we may receive more requests than we have funds, parents are highly encouraged to submit forms and required documentation as early as possible to ensure their application can be approved.
Withdrawal and Refund Policy
The following refund policies apply regardless of whether the student withdraws or is dismissed from the Choir.
IF YOU WITHDRAW:
Students may withdraw from classes by emailing grosas@piedmontchoirs.org, the Registrar. Students who submit the Withdrawal Request form within the first four class meetings will receive a prorated refund of tuition fees for classes that have not yet occurred. After the fourth class, there are no refunds.
There are NO REFUNDS for camps, tours or retreats.
IF A CLASS IS CANCELLED:
Although it is rare that classes are canceled, Piedmont East Bay Children’s Choir reserves the right to cancel a class if it has not enrolled to an adequate level prior to the beginning of class instruction. Adequate enrollment is determined upon Piedmont East Bay Children’s Choir sole judgment. In the case of cancellation, all enrolled students are notified by email or phone and given a full refund.
Group Parents
Group Parents provide an invaluable service to the Choir by coordinating activities associated with an assigned choir. They chaperone students at off-site dress rehearsals and concerts, ensure that choristers are in compliance with Choir uniform dress code, enlist additional volunteers for special events such as end-of-term celebrations, and generally assist staff and conductors in any way they can. Sometimes group parents can support rehearsals by ensuring needed information is brought to sites from the office, assisting with set up and clean up, or other needs by the conductor. Please contact the Choir office if you are interested in volunteering or learning more about Group Parents. (510.547.4441).
Volunteers
The Piedmont East Bay Children’s Choir depends on the support of volunteers to help the Board and Choir staff accomplish the organization's goals.
The active participation of parents in the Choir is vital. It would be impossible to sustain the quality program that the children enjoy without the active and enthusiastic support of choir families. It is only by giving your time as a volunteer that we can enhance the success of the Choir and ensure that limited resources are used as effectively as possible. Volunteering is also an effective way to participate in your child’s experience in choir and to meet other choir families.
Parent volunteers perform many tasks, large and small. Volunteers help with mailings, organize uniform exchanges, and support fundraising events within the PEBCC Development Plan. Concert set up and take down or in-kind services like IT support and printing stretch our resources in invaluable ways. Special skills and office support also help the Choir thrive. Please contact the Choir office for more information. (510.547.4441)
Statement of Nonprofit Status
The Piedmont East Bay Children’s Choir is a private, nonprofit organization recognized as a 501(c)(3) organization by the Internal Revenue Service. Tax ID Number is 94-2897534. All revenues and expenditures are dedicated to the support of the choral music program.
Fundraising
Tuition is the single largest component of the Choir’s income, but tuition alone is not sufficient to sustain the needs of the organization. Other sources of income account for 40-50% of revenues. Those sources include individual donations, corporate, foundation and government grants, performance revenues, our Annual Fund, Planned Giving, and PEBCC fundraising campaigns and events.
A significant percentage of income is tied to the success of our annual fundraising efforts such as the “Benefit Concert and Auction”. The success of these events depends on the vigorous efforts of volunteers to implement and support these fundraising activities. Your contributions are necessary and welcome. Many places of business have an employee match donation which can double your impact. Please consider having your place of work match your donation of time and/or money. Contact the Executive Director or Development Manager if you would like to contribute financially to our organization.
Board of Directors
The Board of Directors is a volunteer body that exists to support the mission of the Piedmont East Bay Children’s Choir and is governed by its by-laws. Board members serve multiple-year terms. They include parents whose children are current and former members of the Choir, and other dedicated members of the community. The Board also leads a series of committees which include both board and non-board members interested in serving the organization in key areas.
The Board governs the work of the organization, ensuring needed policies, planning, and resources needed for the Choirs to fulfill its mission. It provides guidance in planning, thought partnership to the Executive and Artistic Directors, community leadership and advocacy for the Choir. The Board also ensures accountability to families and the community in fiscal and personnel matters.
Faculty and Staff Directory
ARTISTIC STAFF
PERFORMING DEPARTMENT
Eric Tuan
Artistic Director and Conductor of Ensemble and Ecco
(510) 547-4441
Collaborative Pianists: Kymry Esainko, Christine Fernandez, Maggie Ruenzel, Kaz Kim, Rebecca Haas, Jesse Micek
ADMINISTRATIVE STAFF
Keri Butkevich
Executive Director
(510) 547-4441 x7
Topics: Choir policies, Budget, faculty/staff administration, parent concerns, development, planning, Board of Directors, media contact
Jessica Rauf
Office Manager
(510) 547-4441 x4
Topics: HR, Office Management, Uniforms, tour logistics and documents, Venues
Anastasia Fegbeitel-Finn
Marketing and Communications Manager
afegbeitel-finn@piedmontchoirs.org
(510) 547-4441 x3
Topics: Internal and external communications, social media, recruitment engagement
Martin Hodge
Finance Director
(510) 547-4441 x9
Topics: Billing issues, record of payments, vendors, budget reporting, financial assistance, payment plans
Greg Rosas
Registrar
(510) 547-4441 x9
Topics: Singer registrations, Program questions, attendance
Natalie Titone
Development Manager
(510) 547-4441 x2
Topics: Benefit, Sponsorships, Donations, Planned Giving, Development Committee and Volunteer engagement
Tate Bissinger
Production and Camp Director
(510) 547-4441 x2
Topics: Performance details and schedules, choir retreats, concert gig sheets, day camp and overnight Camp Director, Youth Development
Marina Zubareva
Program Manager
Program Management/faculty liaison, group parents, Program and Teaching Assistants, tour management
PIEDMONT EAST BAY CHILDREN’S CHOIR
3629 Grand Avenue
Oakland, CA 9610
510.547.4441