Rules and By Laws

Capricorn Ballet and Arts Academy
(amended 0n 27/8/23 – removal of Clause 2e under Purpose of CBAA and the addition of 11f under Finances.)

1. Name of Charity:

The Charity’s name is Capricorn Ballet & Arts Academy (known as CBAA in this document).

2. The Purpose of CBAA:

To be a facilitator of activities to dance studios that have pupils that may have a physical or mental impairment or are financially disadvantage and would normally be excluded from dance activities.
To promote enjoyment of dance and to make dance activities accessible to everyone, regardless of any disability that would otherwise exclude them from the general dance activities offered.
To provide dance opportunities to children who have mental or physical disability including but not limited to deafness, physical malformations or autism.
To provide dance opportunities that are discounted and subsidised so that all children regardless of their social and financial demographic can be included in opportunities that they might be otherwise excluded.
To provide a network of support for dance studios to be able to promote dance activities to their pupils that would otherwise be excluded as a result of competitive disadvantage due to physical or mental impairment or financial disadvantage.

3. CBAA Management and Decision Making:

CBAA will be managed by a committee of responsible people appointed from the principals of the member studios.
Committee members will be nominated and elected at the Annual General Meeting at the beginning of each year.
Members may self-nominate or be nominated by other members.
The Annual General Meeting will require a quorum of 50% of the number of member studios to finalise any decisions.
Once a member is elected to the committee as a responsible person – they will receive a letter outlining their responsibilities in relationship to management of CBAA events and activities.

3.1 Responsibilities of Committee Members are:

To act with reasonable care and diligence. To powers and duties with the care and diligence that a reasonable person would if they were in your place.
To act in good faith in the best interests of CBAA and for a proper purpose. When acting as a committee member you must make decisions that are in the best interest of CBAA and to further its charitable purpose.
Not to improperly use information or position. Any special knowledge that you gain as a committee member must only be used for the benefit of the CBAA and never to further personal or other interests. Similarly, you must not use your position to improperly gain an advantage for yourself or someone else, or cause detriment to CBAA.
To disclose conflicts of interest. If your duty to act in the best interests of CBAA is in conflict with (or may conflict with) your personal interests you must disclose this responsibly. Committee members must report this conflict to the president and have the conflict included on the Conflict of Interests Register.
To ensure that financial affairs are managed responsibly. Ensure that there are systems and processes in place that ensure that CBAA resources are being effectively put towards the charity’s charitable purpose and are protected from misuse.
Not to allow CBAA to operate while insolvent. You must ensure that the charity can pay its debts when they are due or will become due and that it does not continue to operate if it cannot pay its debts.

3.2 The CBAA Committee will consist of:

The President – who will chair the annual general meeting and oversee the organisation of CBAA events and activities.
The Secretary – who will take minutes at the annual general meeting and assist the President with the organisation of CBAA events and activities.
The Treasurer – who will assist with the organisation of CBAA events and activities and will report to the members about the costs of the events.
Other Responsible Members who also wish to be on the committee and will assist with the organisation and running of CBAA activities and events.

3.3 Annual General Meeting

Members will have the opportunity to request and add items to the agenda and discuss the items at the meeting.
There will be a mandatory item included on the agenda every year to remind the Secretary or other nominated responsible person to complete the necessary Annual Information Statement (AIS) required by ACNC for the charity registration.
An email from the President will be sent to the Secretary or other nominated responsible person at least one month before AIS is due with ACNC.
The President will check that the necessary forms have been completed and sent to the ACNC before the due date.

4. Committee Powers:

In order to carry out the purposes of CBAA. The committee has the power to:

To approve costs for dance activities by setting entry fees for events.
Book venues for events.
Organise and pay for equipment and relevant requirements for the CBAA activities.
To employ and renumerate the necessary people (adjudicators) employed for competitive events.
To organise Public Liability Insurance for events.
To conduct subsidised events as CBAA is financially able.

5. Application of CBAA Income and Property

The Income from any organised activities and events will be applied solely towards the promotion of the purposes of the CBAA.
Any profit that is made from any organised activities and events will be directed back into CBAA for future events.
Any profit made for CBAA events will be used to subsidise future events so that entry fees and other fees paid will be kept to a minimum.
None of the income or property may be paid to or transferred directly or indirectly to any member of CBAA. This does not prevent a member from receiving reasonable and proper remuneration for any goods or services supplied to CBAA after submitting an invoice which will need the approval of the committee.

6. CBAA Membership:

Available to dance studios or individuals who are interested in supporting the same purposes as CBAA.
Application can be made by contacting the members of the committee.
All studios must confirm that all teachers hold a current WWC registration.
Members are invited to attend an Annual General Meeting.
Notice of Annual General Meeting will be given to members approx. 1 month before the meeting.
No membership fee is charged.

7. Dispute Resolution Policy:

Any members that may have a dispute should try to resolve it themselves first. If that does not work, they must tell the committee in writing.
It is important that as issues do arise, they are dealt with in a fair and timely manner. While some conflicts will be resolved by an informal discussion between the parties, others may need a process for successful resolution by using mediation.
CBAA endorses dispute resolution principles that include:
1. respecting another’s point of view
2. willingness to compromise
3. impartiality
4. prompt action
5. freedom from repercussions.
If a mediator is required to resolve the dispute:
1. the mediator must be a person chosen by agreement between both parties
2. the mediation must be confidential
3. both parties must have opportunity to be heard
4. the mediator must not determine the dispute, this should be settled by the involved parties.

8. Conflict of Interests Policy:

A conflict of interests occurs when a person’s personal interests influences their decision making resulting in personal gain or unfair advantage.
• Refer to Conflict of Interests Policy and Register

9. Visual Media Policy and Procedures:

CBAA understands that it must consider safeguarding issues when taking photos or filming at any of our dance activities. CBAA is committed to providing a safe, supportive and enjoyable environment for all of the children that participate in our activities. It is important that children and young people feel happy with their achievements and have photographs and films of their special moments. However, procedures need to be followed as some children, parents or carers may not be comfortable with images of themselves or their children being shared.

9.1 Policy:

The purpose of this policy statement is:

To protect children and young people who take part in CBAA events and activities, specifically those where photographs and videos may be taken.
To set out procedures that guide our approach to photographs/videos being taken of children and young people during CBAA events and activities.
To ensure that CBAA operate in line with our values and within the law when creating, using and sharing images of children and young people.

9.2 Procedures:

The following procedures will be followed when any filming is occurring at a CBAA event:

No unauthorised filming or photography should take place during CBAA organised events. This means that all filming at a CBAA event must have approval from the committee.
Everyone, of any age, has the right to decline being photographed or filmed.
Parents wishing to photograph their child at a CBAA event, must only photograph their child and no other child at the event without their parent’s permission.
The Visual Media Policy will be made available to all participants and announced at a CBAA event.
The committee will respond to any concerns regarding any abuse of the visual media policy.

10. CBAA Code of Conduct:

Studios that are members of CBAA are expected to demonstrate high standards of personal and professional conduct. The following points outline values and behaviours of CBAA members.

Studios should uphold the trust placed in them by students, parents, guardians and CBAA by maintaining high standards of ethics and behaviour.
Teachers of the member studios should encourage and support all pupils in reaching their full potential as dancers in order to promote their emotional, intellectual and physical well- being.
Studios must establish a safe and stimulating environment for students.
Teachers should demonstrate to students the positive attitudes, values and behaviour expected of them.
Studios should have a clear understanding of the needs of all their pupils including those who have physical or mental impairments.
Studios should recognise that the welfare of children is paramount in all the work we do and the decisions that are made.

11. Finances:

All monies paid to CBAA shall be deposited in the CBAA bank account.
The financial year shall end on 31st December.
A financial report will be given at the annual general meeting of members every year.
No member may incur any expense or obligation chargeable to CBAA, except as officially authorised by the committee.
A budget that uses responsible assumptions and projections will be submitted each year at the annual general meeting in order to ensure minimised financial risk to the planned activities.
In the event of the organisation being dissolved, all assets that remain after such dissolution and the satisfaction of all debts and liabilities shall be transferred to another organisation with similar purposes, which is charitable at law and which has rules prohibiting the distribution of its assets and income to its members.

12. CBAA Activities Information:

CBAA activities are open to all amateur dancers regardless of physical or emotional disability.
Parents must supervise children at all times and be responsible for personal belongings.
CBAA events may be medal days, competitions, concerts, displays or other appropriate dance activities.

Entry fees for all CBAA activities will be set by the committee at the annual general meeting each year.
Entry fees must be paid into the CBAA bank account at same time as submitting entries.
Admission for families and audience is free – covered in the entry fee.
Ages will be taken as on the day of the competition/event.
Adjudicators and other persons employed by CBAA for events will be chosen from qualified sources.
Prizes are the property of the winners.
Categories will include Class Trained and Open.
Class trained sections:
1. Class trained sections are for any entrants who do not private lessons or compete in any other district or private competitions.
2. The entrants must perform a routine that has been taught in a class with other pupils.
3. Class trained entrants may dance in two’s if they are from the same studio, performing the same routine.
4. Adjudicator will award separate marks for each of the entrant dancing with another entrant in the class trained section.
Open sections:
1. All dancers are permitted to dance in open sections.
2. Competitors who place in any of our sections will be required to perform in Open in that discipline, at other future Competitions.
Competitions will be offered as:
1. solos – single performer
2. duos – two performers dancing together as a group
3. trios – three performers dancing together as a group
4. small groups (4-7 competitors)
5. large groups (4 or more competitors)
6. performance groups are larger groups that usually combine different age groups.
Time limits:
1. Solos, duos, trios and small groups are limited to 2-minute time limit.
2. Large groups have a 4-minute time limit.
3. Performance Groups must notify their time length to secretary at entry time.
Dance categories will include:
1. Ballet – routine must be comprised of classical technique incorporating formal classical movements, steps and lines.
2. Tap – Beats are made with taps on shoes – can be fast or slow and where available can be waltz.
3. Jazz – may include jazz, disco, cabaret, musical comedy – care should be taken not to include dangerous acro and gymnastic movements.
4. Modern – lyrical style of dance which usually involves emotion.
5. Contemporary – demonstrates balance, flexibility and controlled lines. Includes alternative shapes and movements.
6. Hip Hop – commercial style as seen in film clips – does not have jazz technique – care should be taken that the music does not include lyrics that are unsuitable for a children’s competition.
7. Song & Dance – no microphones provided- can be any dance style, no backing vocals allowed during routine.
8. Musical Theatre – must be from a musical or movie – may be any dance style.
Stage Props:
1. Although props are allowed for performances, they must be set up and removed quickly from the stage.
2. Any dangerous props including candles, matches, fireworks, sparklers and prohibited.
3. It is the dancer’s responsibility to clean up after the use of their prop if there is any mess left on the stage.
Behaviour of audience and participants:
Parents:
1. Encourage your children to participate in a sportsmanlike manner, encourage other dancers.
2. Teach your children that their best is enough and that’s a win in itself.
3. Applaud all dancers, your children learn from example
4. Do not criticize, bully or humiliate any other person in front of others
5. Accept & respect the judge’s decision.
6. Show respect for CBAA teachers, staff & volunteers
7. Be responsible for your children, know where they are at all times.
8. Be respectful of dancers whilst onstage performing, do not enter or exit the theatre until the routine has concluded.
9. Respect the theatre & keep it clean & tidy at all times
Dancers:
1. Always act in a sportsman like manner.
2. Be police, respectful & courteous all to other dancers .
3. Applaud other dancers as you would like to be applauded.
4. Respect & Accept the judges decision, just remember its one judges opinion only.
5. Always try your best. Its not about the trophy or the awards, its about the experience you will gain from perfecting your craft.
6. Be respectful of CBAA staff & volunteers at all times.
7. Be respectful of the theatre, keep it clean & tidy at all times.
8. Do not bully or intimidate any other person
Timetables/schedules/programs
1. CBAA reserves the right to alter the program or run sheet accordingly. This includes amending times to ensure a smooth run of the competition.
2. CBAA reserves the right to run up to 30minutes early & therefore it is a good idea to arrive early in case this may be the case.
3. CBAA holds NO responsibility if you miss your event if we have run early.
Dressing Rooms:
1. No changing is permitted in the auditorium toilets or auditorium.
2. Dressing rooms must be kept clean and free of rubbish and sanitised at the end of each session.
3. Dressing rooms must be left clean at end of troupe completion.
4. Outfits and costumes are the responsibility of performers and CBAA has no responsibility for lost outfits.
Costuming:
1. CBAA is a family suitable event and all costumes should be age appropriate.
2. CBAA has the right to refuse a performer that has a costume.
3. that CBAA feels is not age appropriate.
4. Tights should be worn by every competitor wearing hi cut leotard or tutu.
Adjudicator:
1. The Adjudicator’s decision is final.
2. Any competitor who has been taught regularly by the Adjudicator within the preceding six months will not be eligible to compete and must withdraw immediately, or be disqualified. This excludes workshop classes and/or industry briefings.
3. Any competitor currently represented by an agency affiliated with the Adjudicator must declare this prior to entry.
4. The Adjudicator must not be approached by any competitor/parent/teacher for any reason or that competitor will be disqualified.
5. The Adjudicator may apply a penalty if time limit is exceeded.
Competitor breakdown and stopping during routine:
In the case of a competitor breakdown:
1. a repeat of the routine is allowable ages 12years and under. OR at the sole discretion of the Adjudicator.
2. However, the competitor may not be eligible for any prize except highly commended, at the discretion of the Adjudicator.
Prevention of bullying:
CBAA expects that everyone at our competitions and other events, shall treat each other with respect and dignity, in an effort to provide a healthy environment that is cohesive and comfortable for all. CBAA will not tolerate any Bullying or Harassment.
Bullying behaviour can include but is not limited to:
1. Verbal abuse or shouting.
2. Physical Abuse.
3. Excluding or isolating a person.
4. Psychological harassment.
5. Humiliating a person through sarcasm, criticism or insults (including bullying through on-line systems).
6. Ignoring or belittling a person’s contribution or opinion.
7. CBAA Competitions encourages the early reporting of any allegations of bullying and harassment where any persons feel that they are the victims of such behaviours; they should discuss the matter directly with the person/people concerned and request an end to the behaviours. Should this approach fail or be inappropriate, the victim can raise the matter with CBAA committee. Disciplinary action will be taken against offenders and anyone who victimizes or retaliates against a person who has made a complain.
Social Media:
1. CBAA makes every effort to ensure that the competitions/events are a fun and friendly environment for all. Feedback and opportunities for improvement are welcome. Such feedback must be given directly any of the CBAA committee members in person or by email to the president.
2. Any dance teacher, representative, dancer, parent or friend that posts negative or inappropriate comment regarding CBAA on social media including but not limited to Facebook, Twitter and Instagram may be excluded from competing without refund and may be banned from entering future competitions.
3. By entering our CBAA competitions/events, you are agreeing to all aspects of social media promotion. Please contact us privately if you have any concerns regarding this before the competition/event has taken place.
Indemnity:
All attendees, including but not limited to, Dancers, Parents/Carers, Teachers, Directors, Volunteers and Patrons, indemnify and keep indemnified CBAA and its Committee Members and operators on both a commercial and personal basis against all actions, suits, proceedings, claims, demands, costs, and expenses whatsoever which may be made against CBAA and or its staff and or volunteer members in carrying out the duties and requirements in terms of the event and these rules.
Safety and Disclaimer:
1. Every care will be taken for the safety of competitors/performers at any CBAA event. However, parents and guardians including teachers are also required to supervise their children when they are not backstage (i.e. in the dressing rooms, theatre foyer and surrounds).
2. All competitors compete at own risk. CBAA & all staff & volunteers associated will not be held responsible for any injuries that may occur during our event.
3. All acro moves are done at own risk. It is compulsory for any routine that contains drops, to wear knee pads. If injury occurs, CBAA holds absolutely no responsibility.
4. CBAA Members and all parties involved with CBAA events will not accept any liability for loss, damage, injury or inconvenience that might occur to any person or goods as a consequence of their participation in the event or attendance at it.