Members' code of conduct
Tettenhall Operatic Company Members Code of Conduct
All members of Tettenhall Operatic Company are expected to agree to our code of conduct and rules when they join. Any member whose behaviour is deemed to be detrimental to the group may be suspended or permanently excluded.
Members must:
1. Respect all directors, and each other during rehearsals and other sessions. Foul language, abusive or inappropriate behaviour will not be tolerated.
2. Respect the rehearsal and performance space and any materials, equipment or properties used.
3. Conduct themselves in a manner which is respectful to the Company – which is not abusive to the Company or which may bring the Company into disrepute. This includes any comments posted on Social Media (even if on members own social media eg Facebook pages.)
4. Put maximum effort and energy into each session and perform to the best of their ability.
5. Always arrive in plenty of time for the start of sessions or rehearsals.
6. Put away /turn to silent mode all mobile phones before a session begins – they may be used in emergencies only.
7. Ensure that their membership fees are paid up to date – this is essential for insurance purposes.
8. Let the director know of any expected absence in advance where possible.
All members of Tettenhall Operatic Company are expected to agree to our code of conduct and rules when they join. Any member whose behaviour is deemed to be detrimental to the group may be suspended or permanently excluded.
Members must:
1. Respect all directors, and each other during rehearsals and other sessions. Foul language, abusive or inappropriate behaviour will not be tolerated.
2. Respect the rehearsal and performance space and any materials, equipment or properties used.
3. Conduct themselves in a manner which is respectful to the Company – which is not abusive to the Company or which may bring the Company into disrepute. This includes any comments posted on Social Media (even if on members own social media eg Facebook pages.)
4. Put maximum effort and energy into each session and perform to the best of their ability.
5. Always arrive in plenty of time for the start of sessions or rehearsals.
6. Put away /turn to silent mode all mobile phones before a session begins – they may be used in emergencies only.
7. Ensure that their membership fees are paid up to date – this is essential for insurance purposes.
8. Let the director know of any expected absence in advance where possible.
gdpr
Tettenhall Operatic Company is committed to protecting personal information. This Privacy Policy relates to our use of any personal information we collect from you when you become a Member or Supporter of the Society. Members pay a membership fee and Supporters are individuals who are involved in supporting the activities of the Society. This involvement includes (but is not limited to) scenery construction, costumes, properties, publicity, front of house arrangements, stage management, sound, lighting, direction, choreography, music and orchestra. Supporters also include lapsed members, as such members normally wish to remain in contact with the society and may wish to renew their membership at a future date.
The personal information we collect from you
We collect basic personal details such as your name, address, e-mail address, telephone number, subscriptions and dates paid, standing order details. For Members, we may also take your photograph and ask you for your biography.
How we use information
We will use your information to send you newsletters, letters or emails to give you details of General Meetings, Shows, Rehearsals, Production Meetings and similar events that are likely to be of interest to you. Your name, and possibly photograph and biography, may appear in our show Programmes and newsletters. Your information may also be shared with our committee members (who are our Society's Trustees). This use is in our 'Legitimate Interest'. You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. We will not share your information with other third parties without your consent.
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date.
We will keep your information indefinitely after you remain an active member or supporter of Tettenhall Operatic Company. We keep your connection with Tettenhall Operatic Company and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so and stop sending you any further newsletters.
You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.
Changes to this Privacy Policy
We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.
How to contact us
For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us in one of these ways: By Phone, By email or By post.
NODA Privacy Policy for members and supporters of the Society.
The personal information we collect from you
We collect basic personal details such as your name, address, e-mail address, telephone number, subscriptions and dates paid, standing order details. For Members, we may also take your photograph and ask you for your biography.
How we use information
We will use your information to send you newsletters, letters or emails to give you details of General Meetings, Shows, Rehearsals, Production Meetings and similar events that are likely to be of interest to you. Your name, and possibly photograph and biography, may appear in our show Programmes and newsletters. Your information may also be shared with our committee members (who are our Society's Trustees). This use is in our 'Legitimate Interest'. You will be aware that our show programmes are public documents and that our newsletters are shared amongst our membership and with our supporters. We will not share your information with other third parties without your consent.
Security
We put in place reasonable security measures to protect against any unauthorised access or damage to, or disclosure or loss of, your information.
Your rights
Please let us know if your information changes as it is important that the personal information we hold about you is accurate and up to date.
We will keep your information indefinitely after you remain an active member or supporter of Tettenhall Operatic Company. We keep your connection with Tettenhall Operatic Company and take part again in our activities. However, you can ask us to remove your personal information from our records at any time and we will do so and stop sending you any further newsletters.
You have the right to request a copy of all the personal information we hold about you in a Subject Access Request. To do this, simply write to us at the address below. We will take all reasonable steps to confirm your identity before providing you with details of any personal information we may hold about you.
Changes to this Privacy Policy
We may amend this Privacy Policy from time to time; for example, to keep it up to date or to comply with legal requirements. If there will be any significant changes made to the use of your personal information in a manner different from that stated, we will seek your permission first.
How to contact us
For any questions or concerns relating to this Privacy Policy or our data protection practices, or to make a Subject Access Request, please contact us in one of these ways: By Phone, By email or By post.
NODA Privacy Policy for members and supporters of the Society.
safeguarding
SAFEGUARDING OF CHILDREN AND VULNERABLE ADULTS
Tettenhall Operatic Company (hereafter referred to as ‘The Company’) recognises its duty of care under the Children and Young Persons Act 1963, the Child (Performances) Regulations 1968, the Protection of Children Act 1999 and the Criminal Justice and Court Services Act 2000 and any vulnerable adults.
The Company recognises that abuse can take many forms, whether it be physical abuse, emotional abuse, sexual abuse or neglect. The Company is committed to practice which protects children and vulnerable adults from harm. All members of the Company accept and recognise their responsibilities to develop awareness of the issues which cause children and vulnerable adults harm.
The Company believes that:
The Company has child and vulnerable adult protection procedures which accompany this policy. This policy should also be read in conjunction with the Company’s Equal Opportunities Policy and Health & Safety Policy.
The Company has a Designated Safeguarding Officer (DSO), who oversees ensuring that the child and vulnerable adult protection policy and procedures are adhered to.
That person’s name is Anthony Blyth and can be contacted on 07904369276.
The Deputy Designated Safeguarding Officer is Mrs Jane Souter and she can be contacted on 07816236096.
This policy will be regularly monitored by the Committee of the Company and will be subject to annual review.
Date: 5th April 2019
CHILD & VULNERABLE ADULTS PROTECTION PROCEDURES
Responsibilities of the Company
At the outset of any production involving children and or vulnerable adults the Company will:
Parents
Unsupervised Contact
Physical Contact
Managing sensitive information
Suspicion of abuse
Disclosure of abuse
If a child or vulnerable adult confides in you that abuse has taken place:
Recording
Rights & Confidentiality
Accidents
Criminal Record Disclosures
Chaperones
Tettenhall Operatic Company (hereafter referred to as ‘The Company’) recognises its duty of care under the Children and Young Persons Act 1963, the Child (Performances) Regulations 1968, the Protection of Children Act 1999 and the Criminal Justice and Court Services Act 2000 and any vulnerable adults.
The Company recognises that abuse can take many forms, whether it be physical abuse, emotional abuse, sexual abuse or neglect. The Company is committed to practice which protects children and vulnerable adults from harm. All members of the Company accept and recognise their responsibilities to develop awareness of the issues which cause children and vulnerable adults harm.
The Company believes that:
- The welfare of the child or vulnerable adult is paramount.
- All children and vulnerable adults, whatever their age, culture, disability, gender, language, racial origin, religious beliefs and/or sexual identity have the right to protection from abuse.
- All suspicions and allegations of abuse should be taken seriously and responded to swiftly and appropriately.
- All members and employees of the Company should be clear on how to respond appropriately.
- The Company will ensure that:
- All children and vulnerable adults will be treated equally and with respect and dignity.
- The duty of care to children and vulnerable adults will always be put first.
- A balanced relationship based on mutual trust will be built which empowers the children and vulnerable adults to share in the decision-making process.
- Enthusiastic and constructive feedback will be given rather than negative criticism.
- Bullying will not be accepted or condoned.
- All adult members of the Company provide a positive role model for dealing with other people.
- Action will be taken to stop any inappropriate verbal or physical behaviour.
- It will keep up-to-date with health & safety legislation.
- It will keep informed of changes in legislation and policies for the protection of children and vulnerable adults.
- It will undertake relevant development and training.
- It will hold a register of every child and vulnerable adult involved with the Company and will retain a contact name and number close at hand in case of emergencies.
The Company has child and vulnerable adult protection procedures which accompany this policy. This policy should also be read in conjunction with the Company’s Equal Opportunities Policy and Health & Safety Policy.
The Company has a Designated Safeguarding Officer (DSO), who oversees ensuring that the child and vulnerable adult protection policy and procedures are adhered to.
That person’s name is Anthony Blyth and can be contacted on 07904369276.
The Deputy Designated Safeguarding Officer is Mrs Jane Souter and she can be contacted on 07816236096.
This policy will be regularly monitored by the Committee of the Company and will be subject to annual review.
Date: 5th April 2019
CHILD & VULNERABLE ADULTS PROTECTION PROCEDURES
Responsibilities of the Company
At the outset of any production involving children and or vulnerable adults the Company will:
- Undertake a risk assessment and monitor risk throughout the production process.
- Identify at the outset the person with designated responsibility for child and vulnerable adult protection.
- Engage in effective recruitment of chaperones and other individuals with responsibility for children, including appropriate vetting (if necessary, in consultation with the local education authority).
- Ensure that children are supervised at all times.
- Know how to get in touch with the local authority social services, in case it needs to report a concern.
Parents
- The Company believes it to be important that there is a partnership between parents and the Company. Parents are encouraged to be involved in the activities of the Company and to share responsibility for the care of children. All parents will be given a copy the Company’s Child Protection Policy and procedures.
- All parents have the responsibility to collect (or arrange collection of) their children after rehearsals or performances. It is NOT the responsibility of the Company to take children home.
Unsupervised Contact
- The Company will attempt to ensure that no adult has unsupervised contact with children.
- If possible, there will always be two adults in the room when working with children.
- If unsupervised contact is unavoidable, steps will be taken to minimise risk. For example, work will be carried out in a public area, or in a designated room with a door open.
- If it is predicted that an individual is likely to require unsupervised contact with children, he or she may be required to obtain a criminal record disclosure.
Physical Contact
- All adults will maintain a safe and appropriate distance from children.
- Adults will only touch children when it is absolutely necessary in relation to the particular activity.
- Adults will seek the consent of the child prior to any physical contact and the purpose of the contact shall be made clear.
Managing sensitive information
- The Company has a policy and procedures for the taking, using and storage of photographs or images of children.
- Permission will be sought from the parents for use of photographic material featuring children for promotional or other purposes.
- The Company’s web-based materials and activities will be carefully monitored for inappropriate use.
- The Company will ensure confidentiality in order to protect the rights of its members, including the safe handling, storage and disposal of any sensitive information such as criminal record disclosures.
Suspicion of abuse
- If you see or suspect abuse of a child and or vulnerable adult while in the care of the Company, please make this known to the person with responsibility for Child and Vulnerable Adult Safeguarding. If you suspect that the person with responsibility for child protection is the source of the problem, you should make your concerns known to the Chairman.
- Please make a note for your own records of what you witnessed as well as your response, in case there is follow-up in which you are involved.
- If a serious allegation is made against any member of the Company, chaperone, venue staff etc., that individual will be suspended immediately until the investigation is concluded. The individual will be excluded from the theatre, rehearsal rooms etc. and will not have any unsupervised contact with any other children and or vulnerable adults in the production.
Disclosure of abuse
If a child or vulnerable adult confides in you that abuse has taken place:
- Remain calm and in control but do not delay taking action.
- Listen carefully to what has been said. Allow the child or vulnerable adult to tell you at their own pace and ask questions only for clarification. Don’t ask questions that suggest a particular answer.
- Don’t promise to keep it a secret. Use the first opportunity you have to share the information with the person with responsibility for Child and Vulnerable Adult Safeguarding. Make it clear to the child or vulnerable adult that you will need to share this information with others. Make it clear that you will only tell the people who need to know and who should be able to help.
- Reassure the child or vulnerable adult that ‘they did the right thing’ in telling someone.
- Tell the child or Vulnerable adult what you are going to do next.
- Speak immediately to the person with responsibility for Child and Vulnerable Adult Safeguarding. It is that person’s responsibility to liaise with the relevant authorities, usually social services or the police.
- As soon as possible after the disclosing conversation, make a note of what was said, using the child’s or vulnerable adult’s own words. Note the date, time, any names that were involved or mentioned, and who you gave the information to. Make sure you sign and date your record.
Recording
- In all situations, including those in which the cause of concern arises from a disclosure made in confidence, the details of an allegation or reported incident will be recorded, regardless of whether or not the concerns have been shared with a statutory child protection agency.
- An accurate note shall be made of the date and time of the incident or disclosure, the parties involved, what was said or done and by whom, any action taken to investigate the matter, any further action taken e.g. suspension of an individual, where relevant the reasons why the matter was not referred to a statutory agency, and the name of the persons reporting and to whom it was reported.
- The record will be stored securely and shared only with those who need to know about the incident or allegation.
Rights & Confidentiality
- If a complaint is made against a member of the Company, he or she will be made aware of his rights under the Company’s disciplinary procedures.
- No matter how you may feel about the accusation, both the alleged abuser and the child or vulnerable adult who is thought to have been abused have the right to confidentiality under the Data Protection Act 1998. Remember also that any possible criminal investigation could be compromised through inappropriate information being released.
- In criminal law the Crown, or other prosecuting authority, has to prove guilt and the defendant is presumed innocent until proven guilty.
Accidents
- To avoid accidents, chaperones, children and vulnerable adults will be advised of “house rules” regarding health and safety and will be notified of areas that are out of bounds. Children and vulnerable adults will be advised of the clothing and footwear appropriate to the work that will be undertaken.
- If a child or vulnerable adult is injured while in the care of the Company, a designated first-aider will administer first aid and the injury will be recorded in the Company’s accident book. This record will be countersigned by the person with responsibility for Child and Vulnerable Adult Safeguarding.
- If a child or vulnerable adult joins the production with an obvious physical injury a record of this will be made in the accident book. This record will be countersigned by the person with responsibility for Child and Vulnerable Adult Safeguarding. This record can be useful if a formal allegation is made later and will also be a record that the child or vulnerable adult did not sustain the injury while participating in the production.
Criminal Record Disclosures
- If the Company believes it is in its best interests to obtain criminal record disclosures for chaperones or other personnel, it will inform the individual of the necessary procedures and the level of disclosure required. A Standard disclosure will apply for anyone with supervised access to children. An Enhanced disclosure will be required for anyone with unsupervised access.
- The Company will have a written code of practice for the handling of disclosure information.
- The Company will ensure that information contained in the disclosure is not misused.
Chaperones
- Chaperones will be appointed by the Company for the care of children and vulnerable adults during the production process. By law the chaperone is acting in loco parentis and should exercise the care which a good parent might be reasonably expected to give to a child. The maximum number of children in the chaperone’s care shall not exceed 12.
- Potential chaperones will be required to supply photographic proof of identity (eg. passport, driving licence) and two references from individuals with knowledge of their previous work with children, unless already well known to the Company. They will also be asked to sign a declaration stating that there is no reason why they would be considered unsuitable to work with children or vulnerable adults.
- Chaperones will be made aware of the Company’s Child and Vulnerable Adults Protection Policy and Procedures.
- Chaperones will not usually have unsupervised access to children or vulnerable adults in their care. If unsupervised access is unavoidable, or if this is a requirement of the local authority, a criminal record disclosure will be sought.
- Where chaperones are not satisfied with the conditions for the children or vulnerable adults, they should bring this to the attention of the producer. If changes cannot be made satisfactorily, the chaperone should consider not allowing the child or vulnerable adult to continue.
- If a chaperone considers that a child or vulnerable adult is unwell or too tired to continue, the chaperone must inform the producer and not allow the child or vulnerable adult to continue.
- Under the Dangerous Performances Act, no child of compulsory school age is permitted to do anything which may endanger life or limb. This could include working on wires or heavy lifting. Chaperones should tell the producer to cease using children in this way and should contact the local authority.
- During performances, chaperones will be responsible for meeting children at the stage door and signing them into the building.
- Children will be kept together at all times except when using separate dressing rooms.
- Chaperones will be aware of where the children or vulnerable adults are at all times.
- Children are not to leave the theatre unsupervised by chaperones unless in the company of their parents.
- Children will be adequately supervised while going to and from the toilets.
- Children will not be allowed to enter the adult dressing rooms.
- Chaperones should be aware of the safety arrangements and first aid procedures in the venue, and will ensure that children in their care do not place themselves and others in danger.
- Chaperones should ensure that any accidents are reported to and recorded by the Company.
- Chaperones should examine accident books each day. If an accident has occurred, the producer is not allowed to use that child or vulnerable adult until a medically qualified opinion has been obtained (not just the word of the parent, child or vulnerable adult).
- Chaperones should have written arrangements for children after performances. If someone different is to collect the child, a telephone call should be made to the parent to confirm the arrangements.
- Children should be signed out when leaving and a record made of the person collecting.
- If a parent has not collected the child, it is the duty of the chaperone to stay with that child or make arrangements to take them home.
Company Constitution
CONSTITUTION OF TETTENHALL OPERATIC COMPANY
TITLE
19th September 2023
TITLE
- The name of the Company shall be Tettenhall Operatic Company (the Company).
- To perform staged or semi-staged operetta and other musical entertainments.
- To encourage members to develop their singing and performance abilities.
- To foster an inclusive environment for learning and high quality musical performance.
- To provide musical entertainment for the local and wider communities.
- To contribute to local and other charities and worthy causes.
- The Company is an unincorporated organisation.
- Anyone over the age of 16 may be a member following a successful audition conducted by the MD, Company Producer and another committee member.
- All members shall pay an annual subscription by 31st October each year.
- The Company shall run a Performance Training Bursary (PTB) scheme for 16-30 year olds, details of which will be published annually.
- All members are expected to comply with the Company’s Code of Conduct.
- Members shall be asked to provide a contact number for their next of kin, in case of emergency, and for an email address for notices in line with the Company’s GDPR Policy.
- An Annual General Meeting (AGM) shall take place no later than 31st October of each year with notice given to members at least 14 days in advance of the meeting.
- The Company’s committee shall consist of 4 officers: Chair, Vice-Chair, Secretary, and Treasurer and at least three general members.
- At the AGM the Company membership shall elect members of the committee whose term of office shall be five years. The committee shall allocate and review roles and responsibilities at least annually.
- Nominations for new members of the committee or for those whose term of office has expired shall be in writing and require the consent of the person nominated with a proposer and seconder. If there are more nominations than available positions, then an election shall take place, otherwise the candidate(s) may be considered elected unopposed.
- The Music Director and Company Producer shall automatically be ex-officio members of the committee unless elected as full members.
- The committee
- shall meet regularly and keep minutes of meetings that must be attended by at least one officer and 3 other members to be quorate
- may co-opt additional members as required until the following AGM
- shall set the rate of annual subscription and a concessionary rate for full or part time students
- shall have the responsibility to nominate and appoint bankers, open and close accounts and become cheque signatories
- An Extraordinary General Meeting (EGM) may be called with a minimum of 14 days’ notice by the committee or by 30% of the membership.
- The Company’s financial year shall run from 1st September to 31st August.
- The Company shall be funded by the subscriptions of members, ticket sales from public and private performances, sponsorship, advertising and other donations. Application may also be made to local government and other grant awarding bodies for funding.
- The Company shall run a Friends of Tettenhall Operatic (FOTO) scheme details of which will be published annually.
- The MD and Company Producer may receive appropriate remuneration and expenses as agreed by the committee.
- The Company Producer and Music Director (MD) are appointed by the committee to recommend the annual show and select content for concerts and other performances.
- They may delegate direction in the case of their non-attendance at rehearsals and performances due to sickness, holidays etc.
- Where it is considered that auditions for concerts and shows are necessary or desirable, they shall, with at least one other committee member, conduct them, the casting vote if necessary being the responsibility of the Company Producer.
- They shall present individual reports to the AGM.
- The Company shall maintain, regularly update and publish Safeguarding and GDPR policies and a Code of Conduct.
- All music, libretti, costumes and props purchased by the Company for concerts and shows shall remain the property of the Company.
- The Company shall maintain public liability and property insurance.
- The Constitution can be altered by a simple majority vote of at least 75% of the registered membership of the Company at an AGM or EGM.
- The Company and its affairs shall be wound up if it is considered no longer viable.
- Should there be no AGM or EGM for two consecutive years and if no member of the committee makes the necessary arrangements for the dissolution of the Company, any other member may do so.
- The committee may appoint an Honorary President at its discretion.
19th September 2023