Guidelines 

For Members of The Yardarm Folk Orchestra

These guidelines for members should be read in conjunction with the YFO’s constitution*   Where any part of these guidelines contravenes, or is at variance with, the constitution, then the constitution will prevail.  The guidelines are made to emphasise the more important aspects of the constitution, to ensure efficient operation and to protect the YFO’s charitable status and insurance cover.

Structure

• The YFO is committed to the performance of British Traditional Folk music and the encouragement of participants.   Traditional music from other countries/cultures may be included and the participation of singers will evolve.  The emphasis will be on enjoyment of our music and maintaining its integrity without becoming too technical or theoretical. 
• The YFO was created by the Thamesgate Traditional Arts Association and is a presentation of the Association.  However, the YFO maintains a separate membership register, constitution, insurance, bank account and guidelines.  The Orchestra Director (OD) is Sally Lucas; the Arranger/Librarian is Paul Mitchell.  The other steering committee members/trustees are Chairman Terry Docherty, Secretary Malcolm Reid, Treasurer Dick Mathews and Liaison Officer Deborah Mathews.

• Performance opportunities and suggestions to enhance the YFO are welcome. The OD is not involved in the day to day administration/organisation of the YFO and general communications should be directed to the committee, not to the OD. The OD will always be happy to personally discuss matters related to music and its performance and to assist individual or groups of members with their own problems or development.
• The YFO must not be committed or promised to a performance/engagement without prior approval of the committee given after consultation with the OD.
• There is an annual membership fee (£3 for the period ending 31^st March 2010) which will be used to help the costs of insurance and membership of the Making Music organisation. 
• Information:  http://groups.google.co.uk/group/yardfolk  Email: yardarmfolkorchestra@yahoo.co.uk (different than the Association’s email address).   

Charitable status

·        The YFO has charitable status and this brings legal and insurance obligations.  Smaller groups may be formed and they may play at venues under band names to be agreed with the YFO Committee.  They remain subject to the constitution and to these guidelines and any performances must be authorised in advance by the Orchestra Director through the committee. All performances must not be for personal financial gain of any member.

• Members can perform for personal financial gain BUT they must then represent themselves as being neither promoted by nor representing the YFO, and will not be covered by our insurance.  As they’re private/independent performances the committee does not have to be informed of them. 
• YFO members must not make personal financial gain by virtue of their membership.  Naturally, members may make PRIVATE arrangements, but the TTAA and the YFO are non-commercial, non-profit (charitable in the case of the YFO) entities and we are legally required to maintain that status.  
• The YFO group insurance will cover public liability and registered financial members will be insured as volunteer ‘employees’. Members will need to insure their own instruments and other personal property against theft or damage (optional).
• Members must always minimise the risk of injury to any person or property by taking reasonable care at all times especially when leaving large instruments, music stands, etc. in crowded areas.

Funds and Funding

• The YFO committee may buy items that will promote or enhance the Orchestra.  Promotion or enhancement could include printing, advertising, purchase (or subsidy) of helpful aids such as music stands, spare instruments, sheet music, metronomes and any other useful materials approved by the committee.
• The YFO will primarily, but not exclusively, raise funds by means of donations, grants and sponsorship.  Surplus funds will be used to promote or to enhance the YFO and the committee will avoid unnecessarily holding unallocated money - thus actively developing the Orchestra while minimising any costs to members.

Authorised, published and distributed by the YFO Committee –Monday 16^th February 2009.