Casey Philharmonic Orchestra (CPO) is committed to everyone having enjoyable and safe rehearsals. This includes keeping our instruments safe.

• Players are responsible for the safety of their own instruments and accessories. It is recommended instruments go back in their cases when not being used (eg. during breaks) and/or moved to a low traffic area

• Players must mindful of other people’s instruments and move carefully

• CPO does not carry insurance for individual member’s personal instruments. It is not mandatory but is strongly recommended players carry their own insurance. This may be available through your home and contents insurance but it is your responsibility to check or obtain it another way.

• The cost of repairing damaged instruments will be the responsibility of the owner

Document prepared by: Perren Bonsall (Secretary) January 2023

Why is this policy needed? CPO is a volunteer community orchestra, with a commitment to keeping orchestral performances as accessible to everyone as possible. Part of this accessibility involves keeping the performances tickets to a reasonable cost. Another part involves encouraging wide participation in playing. Not paying players helps to keeps ticket prices down. Playing for the love of music, rather than financial reward is at the heart of a community orchestra and leaves members free to treat the orchestra as an enjoyable pastime, rather than a job.

The orchestra has faced situations, due to unforeseen circumstances, in which we need to make the decision to either pay a musician to join us, or proceed to perform with an orchestral gap. In an effort to control the costs of this and to provide transparency to orchestra members, the committee has voted to offer a flat-rate payment to musicians who join us to fill a gap, under emergency circumstances.

(This does not include conductor and concertmaster)

What constitutes an emergency circumstance?

· A key player cannot attend the concert at short notice (key player being a soloist or the only person playing their part or instrument) OR

· We have been unable to find a musician to cover a key part and the performance date is in 2 weeks or less

Requirements:

1) This Policy is effective from 12 December 2022

2) An agreement will be signed by the guest musician and an office bearing committee member. This will include the number of rehearsals and performances the guest musician is expected to attend, the number of hours they will cover and if they will provide their own instrument/accessories

3) The payment offered will be $50 per call (rehearsal or performance) as a starting offer, negotiable up to $75 if required (particularly for longer travel distance).

4) The musician will invoice the orchestra for the full amount at the completion of the agreement

5) Payment for rehearsal attendance is contingent on concert performance (unless agreed otherwise)

Revised 28 June 2026

1) This Policy is effective from 20 August 2022

2) This Policy articulates the Casey Philharmonic Orchestra’s commitment to providing an accessible and inclusive environment free from discrimination, sexual harassment, victimisation and vilification.

3) This policy applies across all activities of the orchestra.

4) Casey Philharmonic Orchestra recognises the Bunurong/Boonwurrung peoples as the original inhabitants and traditional custodians of the lands on which we meet, rehearse and perform. We acknowledge that this land was stolen, and never ceded, and past injustices need to be acknowledged. The orchestra acknowledges and values Australian Aboriginal and Torres Strait Islander culture and knowledge, and their elders past, present and emerging.

5) The orchestra is committed to providing equitable access to participation in the life of the orchestra.

6) The orchestra does not tolerate or condone discrimination, harassment, victimisation or vilification, based on age, cultural background, disability, ethnicity, family responsibilities, gender identity and expression, language, marital or relationship status, parental or carer status, religious belief or activities, sex (including intersex status) and sexual orientation, learning, life experience, work experience and socio-economic background.

7) Orchestra activities are underpinned by the following principles:

a. all people have inherent dignity and the right to be treated fairly

b. differences among members are respected and valued

c. everyone has the right to an environment free from discrimination, sexual harassment, victimisation and vilification

d. individuals’ needs are best met by inclusive practices and individual adjustments where required, that anticipate and accommodate the needs of a diversity of people, minimising the need for adjustments to respond to individual needs, while maintaining quality and other standards.

Drafted 9 Aug 2022

1) This Policy is effective from 20 August 2022

2) This Policy outlines the Casey Philharmonic Orchestra’s obligations for and commitment to the responsible management of personal information held about players, members, Friends of the CPO, prize winners, audience members and any other parties the orchestra collects information about.

3) This policy applies to all collection, use, disclosure, storage and destruction of Information by the orchestra, and includes procedures addressing unauthorised access, modification or loss of personal information.

4) Photograph and visual media are essential to Casey Philharmonic Orchestra’s concert promotion and recruitment. The orchestra relies on public display photographs from concerts and rehearsals. However, to protect privacy all players (and parents/guardians) have the option to opt out of any photographs that highlight them as individuals being displayed, or where the player/member’s face is prominent in a group of 5 of less players. No photos of audience members as individuals or groups of less than 10 faces will be taken and displayed without explicit consent from the individuals involved.

5) Personal information collected in the course of activities must be used only for the primary purpose of collection, a related secondary use reasonably anticipated by the individual.

6) The orchestra respects the privacy of information collected, and will not disclose email addresses, phone numbers, addresses, or other personal information provided, to anyone beyond those who need to know for specific functions as listed below:

a. Member list. As per the Rules of Association, all members have the right to inspect the financial accounts and member list of the association, but this does not include personal contact information.

b. Member/player contact information (email addresses, phone numbers, addresses) will only be available to committee members (includes section managers), and where appropriate to follow up, principal players. It must not be disclosed to other players or parties without consent.

c. Friends of the CPO and audience maillist contact information will only be available to committee members, notably those responsible for regular communication with these lists. It must not be disclosed to other players or parties without consent.

d. Working with children’s check and any criminal check specific data will only be available to Child Safety Officer(s). Where any negative findings are returned on such checks, these will only be conveyed in a general sense to the committee, as required for the committee to make decisions to maintain Child Safety. Child safety issues will only be discussed within the committee, not third parties, unless external reporting is required.

7) Personal information must be kept secure and protected from unauthorised use, access, disclosure, modification or loss, whether deliberate or inadvertent.

Drafted 9 Aug 2022

This revised Policy is effective from 28 June 2026

Standard & Expectations

Casey Philharmonic Orchestra is a young, new, vibrant, amateur community orchestra in the City of Casey, formed to perform orchestral and chamber music at public concerts in the outer southeastern suburbs of Melbourne. The vision of the orchestra is to build a welcoming community orchestra that provides opportunities for local amateur musicians, aiming for high quality performances while also strongly valuing strong relationships within the orchestra, and collaboration with other local arts organisations.

As such, all players are expected to:

1) Play at a suitable standard for the music being performed, and the discretion of the player managers, concertmaster, artistic director, and conductor. The orchestra does not mandate an exam level for entry, but this music is often at around AMEB Grade 8 standard or higher.

2) Casey Philharmonic Orchestra welcomes younger and newer players, and seeks to assist player development. Players at a standard lower than above are welcome to join at the discretion of player manager, in discussion with the concertmaster, artistic director, and conductor, provided they demonstrate capacity to play some of the parts in a manner that does seriously compromise overall performance quality, and a commitment to practice, lessons and ongoing improvement.

3) All commencing players and roles are subject to a probationary period of up to 1 concert rehearsal season

4) All players are expected to learn their parts in home rehearsals, and commit to attending rehearsals regularly. A minimum attendance of 2/3 of rehearsals for a performance is required, unless prior approval is gained from their player manager.

5) Musicians not meeting the above expectations may be asked to either leave the orchestra while they take further lessons, or to not perform a concert, and the discretion of the player managers, concertmaster, artistic director, and conductor. In this case, their place in the orchestra line-up is not guaranteed, and they may be replaced by other musicians in the longer-term.

6) Adhere to all aspects of the Code of Conduct below.

Similarly, conductors are expected to:

1) Prepare scores and know the music intimately ahead of rehearsals.

2) Rehearse the orchestra efficiently, communicating clearly with players about interpretation and expression required, and get the orchestra to performance standard before concert dates.

3) Communicate any concerns about players, repertoire or the orchestra to the President, Vice-President or Artistic Director privately, and in a timely manner.

4) Adhere to all aspects of the Code of Conduct below.

Code of Conduct

1) The Casey Philharmonic Orchestra, and its subsidiaries, are committed to creating a safe, fair and respectful environment for all members of the Orchestra community. This means that everyone has the right to feel safe and to belong within the Orchestra.

2) ALL members and volunteers of Casey Philharmonic Orchestra and any subsidiaries need to think about their behaviour and make sure that they are conducting themselves appropriately.

3) Children have rights including:

· the right to participate and be heard

· the right to be safe and not harmed by anyone

· the right to live and grow up healthy

· the right to express their views and have a say about decisions that affect them, and

· the right to information, such as information about the policies and procedures that affect them.

4) Acceptable Behaviours:

· Treat everyone in the Orchestra with respect; this includes other players, conductor(s), concertmaster(s) and committee members

· Be considerate, courteous, and understanding of others, and listen to the views of others in a respectful way

· Listen to the conductor(s), concertmaster(s) and committee members while participating in Orchestra functions and rehearsals and follow their instructions

· Report anything that makes me uncomfortable to the Child Safety Officers or another member of the committee

· Encourage other players in the Orchestra to do their best and will do my best in return

· Include others in activities

· Respect the venue(s) and the property of Casey Philharmonic Orchestra including:

o Take care of the rehearsal and performance venues

o Take care of my instrument and put it back in the case to make sure that it stays safe

o Make sure that my instrument and concert dress (where required) is clean and well looked after

o Report any issues I have to the Conductor or other adult as soon as possible

· Bring my instrument and music to every rehearsal and all other engagements

· Do my best to be on time to all events and rehearsals

· Do my best to practice outside of rehearsals, and prepare adequately for performances

· Call my section leader or another committee member if I cannot make it to rehearsal or another engagement

5) Unacceptable Behaviours:

· Treat another member or volunteer in a disrespectful way

· Physically hurt another person within the Orchestra community

· Speak disrespectfully or verbally hurt others

· Tease, bully or harass another person within the orchestra community

· Exclude people from activities

· Leave the Orchestra rehearsal/performance venue without a parent or guardian

· Use alcohol or drugs within the Orchestra community

· Enter any toilets, change room, or bedroom other than my own

6) I will follow these instructions above and make sure that my behaviour is appropriate in all Orchestra settings. If I see something that needs to be addressed, I will report it to a committee member or the Child Safety Officers.

7) I understand that if I do not follow these instructions, and/or I behave inappropriately in Orchestra settings that I may be asked to leave at my own/my family’s expense.

Revised 28 June 2026

This Policy is effective from 28 June 2026

1) This Policy articulates the Casey Philharmonic Orchestra’s commitment to providing an accessible and inclusive environment free from discrimination, sexual harassment, victimisation and vilification.

2) This policy applies across all activities of the orchestra.

3) Casey Philharmonic Orchestra recognises the Bunurong/Boonwurrung peoples as the original inhabitants and traditional custodians of the lands on which we meet, rehearse and perform. We acknowledge that this land was stolen, and never ceded, and past injustices need to be acknowledged. The orchestra acknowledges and values Australian Aboriginal and Torres Strait Islander culture and knowledge, and their elders past, present and emerging.

As such, CPO will give an acknowledgement of country at the start of all performances, which may be musical but will always include a verbal acknowledgement.

4) The orchestra is committed to providing equitable access to participation in the life of the orchestra.

5) Orchestra activities are underpinned by the following principles:

a. all people have inherent dignity and the right to be treated fairly

b. differences among members are respected and valued

c. everyone has the right to an environment free from discrimination, sexual harassment, victimisation and vilification

d. individual needs are best met by inclusive practices and individual adjustments where required, that anticipate and accommodate the needs of a diversity of people, minimising the need for adjustments to respond to individual needs, while maintaining quality and other standards.

6) The orchestra does not tolerate or condone aggression, discrimination, harassment, victimisation or vilification, based on age, cultural background, disability, ethnicity, family responsibilities, gender identity and expression, language, marital or relationship status, parental or carer status, religious belief or activities, sex (including intersex status) and sexual orientation, learning, life experience, work experience and socio-economic background.

7) The orchestra does not tolerate comments, jokes, or public expressions of personal beliefs about any of these attributes, however casual, that could reasonably be seen to constitute harassment or discrimination under the Equal Opportunity Act (Vic) 2010.

8) The orchestra recognises it has a responsibility for positive action regarding gender equality, including responsibilities outlined under the Gender Equality Act 2020 (Vic).

9) CPO defines gendered, ageist, ableist, racist, etc behaviour as any action or decision that would not have been made, or been made differently, had the affected person been of another gender, age, ability, race or religion, etc. The orchestra recognises power and privilege are at the centre of these behaviours.

10) CPO’s default position is to believe the party with the least power or privilege, e.g. the women (or LGBTQIA) in a gender-related incident.

11) Where a complaint is made about gendered, ageist, ableist, racist, or similar behaviour or decision, and there is any question as to whether the behaviour or decision is indeed gendered, ageist, ableist, racist, etc in nature, a panel will be formed by the CPO Executive Committee. The panel will constitute a minimum 3 people, at least 2 who are of the same gender, age bracket, disability status, race, religion, or attribute as the complainant. The panel will investigate and advise the CPO Executive Committee whether the incident or decision is indeed gendered, ageist, ableist, racist, etc in nature, and may recommend a course of action for the Executive to act upon. Panel members need not be CPO members.

Revised 28 June 2026

This Policy is effective from 28 June 2026

1) As soon as elected to the CPO Committee, each year, all committee members are required to familiarise themselves with the CPO Rule of Association, policies and procedures, and the legal roles and responsibilities of committee of management members for Incorporated Associations in the State of Victoria, as updated from time to time by the Government of Victoria.

2) The CPO Executive is responsible for providing training for CPO committee members, from time to time, to ensure committee members are familiar with the following:

a. CPO Rules of Association, policies and procedures, including financial integrity,

b. OH&S in relation to orchestra activities,

c. Conflict of interest,

d. Definitions and dynamics of power and privilege inherent in gender, racism, age/ableism, and all other forms of discrimination, harassment, and vilification, including tactics often used to perpetuate power inequalities such as microaggression, conversational dominance, gaslighting, etc.

Committee members must make themselves available for such training, with 3 months notice of training agreed to at a committee meeting. Failure to complete training may result in exclusion from the committee.

Revised 17 May 2026

This Policy is effective from 28 June 2026.

1) Casey Philharmonic Orchestra (CPO) defines a conflict of interest as any personal or financial relationship, or other interest that could—or could be perceived to—unduly influence decision making.

2) This policy applies where there is any relationship or interest that could, or could be perceived to, inappropriately influence decision-making or processes.

3) Committee members, portfolio subcommittee members, or other members of the orchestra must declare the relevant relationships or interest ahead of relevant discussions, no later than start of a discussion by the committee or team. Failure to make a declaration may require disciplinary action, as per the Rules of Association of the orchestra.

4) After a declaration, the individual must follow the (sub)committee/group’s decision as to whether they need to abstain from the discussion and/or vote, given the circumstances. (CPO default setting is to allow participation in discussion with a full declaration of the conflict of interest, with abstinence from the vote, and perhaps the individual leaving the room for the vote.)

5) Where the nature of the relationship is ongoing, the member must complete a written Conflict of Interest Management Plan, and lodge this with the Secretary after approval of the CPO Executive.

Examples of an ongoing Conflict of Interest include (but are not limited to):

a. Partners (married, de facto, or in a long-term relationship) both on the same committee or subcommittee, or having key roles in the orchestra in which they may make decisions that impact the other.

b. A committee member nominating a partner, family member, friend, or employer, or a business bellowing to these, for any work the orchestra will pay for.

c. A conductor who is on the CPO committee or a production team also working with another orchestra, which may compete in terms of players, audience, or promotions, or be interested in the programming ideas or other processes and practices of CPO.

d. A CPO committee member also being a committee member of another orchestra.

Revised 17 May 2026

This Policy is effective from 28 June 2026

REHEARSAL VENUES

1) All attendees at rehearsals must have signed a membership form, guest player form, or Friends of CPO form, and be current, paid-up financial members at the relevant rate.

2) The only exception to this policy is for parents/guardians of minors, who have themselves signed a membership form or guest player form alongside their child, who is a current, paid-up financial member at the relevant rate. Such parents/guardians of minors who wish to accompany their child into the rehearsal venue, stay for the duration of the rehearsal, or wait inside the venue at the beginning or end, must obtain the permission of one of the CPO Executive Committee members, and must supply a valid Working with Children’s Check.

3) CPO may accept non-player membership applications from parents/guardians of minors who play in the orchestra, or others who are involved in some way in the planning, production or support of our rehearsals and concert programs, with accompanying payment of fees. CPO retains the right to accept or reject these applications, at its sole discretion. Non-playing members are permitted to remain in the rehearsal venue, provided they have a role or responsibility to perform, at the sole discretion of the CPO Executive Committee.

4) Anyone who has not signed one of these membership/guest forms will not be allowed into the rehearsal venue, without written prior authorisation from one of the CPO Executive Committee members. This includes all parents, partners, family, or friends of CPO players and members.

5) Visitors at rehearsals are strongly encouraged to assist with set-up and pack-up of the venue, under direction of responsible committee members.

CONCERT VENUES

6) Only musicians, performers or other members as above involved directly in concert support are authorised to be on-stage or back-stage during concert performances or the 2 hours prior to the performance, without prior authorisation by a CPO Executive Committee member.

7) Parents, partners, family, or friends of CPO players and members (excluding paid Friends of CPO members) are not permitted on-stage or back-stage at any time, without prior authorisation by a CPO Executive Committee member.

8) Only members, guest players, or Friends of CPO who have had written applications approved are permitted to assist with bump-in and bump-out at concert venues.

Revised 17 May 2026