Minimum Governance Understanding Required for Participation in Discussions and Decision-Making

This guide outlines the essential concepts that every member, volunteer, and participant must understand in order to engage constructively in governance discussions within Prima Nota Inc. It is designed to ensure clarity, prevent misunderstandings, and align our community with Australian nonprofit (NFP) standards.

1. What Prima Nota Is (and Isn’t)

Prima Nota is a South Australian incorporated association and a community-based nonprofit organisation (NFP).

This means:

• We are not a business
• We are not an employer
• We are volunteer-driven, as are the vast majority of cultural NFPs in Australia
• Our operations are regulated by legislation, not personal preference or individual expectations

2. Volunteer vs Employee (Fair Work Act 2009)

Volunteer:

• Not paid wages
• Not hired as staff
• Contributes time freely
• Cannot demand or expect payment
• Protected under volunteer standards, not employment law

Employee:

• Has a contract of employment
• Must be paid according to awards or agreements
• Has workplace rights and entitlements

Prima Nota does not employ staff.

3. Honorarium (ATO Definition)

• A symbolic, ex gratia payment (“a gesture, not a wage”)
• Used only in special cases
• Never compensation for labour
• Not an ongoing payment
• Only possible when there is dedicated project funding or a grant

Board/Committee members cannot receive honoraria due to conflict-of-interest laws.

4. Conflict of Interest (ACNC Governance Standard 5)

Members of the governing committee must act in the best interests of the organisation, disclose any conflict of interest, and remove themselves from decisions where a conflict exists.

5. Reimbursements (Volunteering Australia Standard 6)

Reimbursement is not payment. It is only refunding approved expenses related directly to an organisational project, submitted with receipts. It does not cover time, labour, or personal initiatives.

6. Committee Structure (Model Rules SA)

The governing committee oversees compliance, ensures financial accountability, approves budgets, authorises public communications and partnerships, and protects the organisation from risk.

7. Member Responsibilities

All members must follow organisational rules, respect decisions made through correct procedure, not act in ways that harm the organisation, and engage respectfully and constructively. Failure to do so may constitute misconduct.

© Prima Nota Inc. 2025. All rights reserved.

This document is the intellectual property of Prima Nota Inc. When citing or referencing this guide, please include: “Source: Prima Nota Inc. Basic Governance Literacy Guide (2025)”.

Adopted: 05/05/2025  |  Last amended: 09/03/2026

Clear. Responsible. Community-first.

Prima Nota Inc. is committed to handling all finances with transparency, fairness, and care. Our Financial Policy outlines how we manage funds, approve expenses, and ensure that every dollar directly supports our not-for-profit mission.

Key Principles

• No private benefit — All funds are used for community benefit only
• Expense accountability — All purchases must be pre-approved or grant-eligible
• In-kind tracking — Volunteer time and donated goods/services are recorded for reporting
• Dual signatories — All financial decisions require oversight by at least two committee members
• Annual reporting — Income and expenses are disclosed each year at AGM and in the Annual Report

Expense Approval

• All expenses must be pre-approved by the committee at a scheduled meeting or via written resolution
• No member may approve reimbursement of their own expenses without verification from another office bearer
• Expenses above $1,000 require committee approval
• Contracts exceeding $2,000 require formal committee resolution

Reimbursement Process

1. Submit a completed Reimbursement Form to the Treasurer
2. Attach receipts or tax invoices
3. The Treasurer will review and present for approval at the next meeting
4. Payment made via bank transfer within 14 days of approval, subject to available funds

Revenue Controls

• All revenue must be deposited into the official Prima Nota bank account
• No personal accounts may be used to receive organisational income
• Festival and event income must be reconciled within 14 days of the event
• Cash handling must be documented and verified by at least two persons

📄 Download Financial Policy (PDF)

Respect. Responsibility. Safety for all.

Prima Nota Inc. is committed to maintaining a welcoming, inclusive, and safe environment for all participants, including children and young people.

All members and participants are expected to:

• Treat others with respect, regardless of age, background, or ability
• Communicate with honesty and kindness
• Follow the instructions of facilitators and event leaders
• Act safely and responsibly at all times
• Honour the spirit of cultural inclusion and community cooperation

Discrimination, harassment, aggressive behaviour, or repeated disruption will not be tolerated. Breaches may result in removal from activities or revocation of membership.

Child Safety Commitment

Prima Nota actively upholds the National Principles for Child Safe Organisations and the requirements of the Children and Young People (Safety) Act 2017 (SA). This includes requiring Working With Children Checks for key facilitators and volunteers, and ensuring all youth activities are voluntary, inclusive, and supportive.

📄 Download Code of Conduct (PDF) 🔗 Child Safe Organisations Resources

At Prima Nota Inc., we are committed to protecting your privacy and handling your personal information with care, respect, and transparency in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. What Personal Information We Collect

• Full name, date of birth, residential postcode
• Email address and phone number
• Language(s) spoken
• Emergency contact details (if relevant to event participation)

2. Why We Collect This Information

• Identity Verification: To confirm your identity and avoid duplicate registrations
• Eligibility: To determine eligibility for programmes, age-based activities, and voting rights
• Communication: To send notices about meetings, events, and opportunities
• Reporting & Funding: To meet demographic reporting requirements for grant-funded programmes
• Legal & Governance: To comply with the Associations Incorporation Act 1985 (SA)

3. Access and Correction

You have the right to access and request correction of your personal information at any time. Contact us at [email protected].

Last updated: 26.05.2025

Welcome to primanota.org.au. By accessing or using our website and services, you agree to be bound by these Terms of Service.

1. Use of Services

Our services are intended for users interested in our choir activities, events, and related information. You agree to use our services only for lawful purposes.

2. User Conduct

• Do not post or transmit any content that is unlawful, harmful, or offensive
• Do not impersonate any person or entity
• Do not engage in any activity that interferes with or disrupts our services

3. Intellectual Property

All content on this website, including text, graphics, and logos, is the property of Prima Nota Incorporated or its content suppliers and is protected by applicable laws.

4. Contact Us

Questions about these Terms of Service: [email protected]

Adopted: 08.12.2025

1. Compliance with Australian NFP Law

• ACNC Governance Standards (1–5)
• Fair Work Act 2009 – volunteer vs employee distinction
• Associations Incorporation Act 1985 (SA)
• SA Model Rules for Incorporated Associations
• Volunteering Australia National Standards
• ATO ruling on honorarium as an ex gratia payment

2. Volunteering Framework

Under Australian law, volunteers are not employees and must not receive wages. Most roles within Prima Nota are volunteer-based.

3. Honorarium Policy

Honorarium may be used only when the project is large in scope, dedicated project funding or a grant is available, and the contribution significantly exceeds typical volunteer expectations. Committee members are prohibited from receiving honoraria under ACNC Governance Standard 5.

Committee Member Induction Requirement

All newly appointed Committee members must complete a formal induction within 14 days of appointment, including reading all current organisational policies and signing the Committee Member Induction Declaration. No new Committee member may participate in decision-making until the declaration is signed.

📄 Download Full Governance Policy (PDF)

Adopted: 08.12.2025

Purpose

Prima Nota Inc. values transparency, trust, and the privacy of all individuals involved in our programmes. This policy explains how we collect, store, use, and protect personal and organisational data in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

Types of Information Collected

• Contact details (name, phone, email, address)
• Demographic information (age group, language, cultural background — if voluntarily provided)
• Photographs, video, and audio recordings (with consent)
• Membership and attendance forms
• Financial records related to sponsorships, grants, or reimbursements

Data Storage and Security

• Digital data stored in secure cloud services (Google Workspace or equivalent)
• Access restricted to those with legitimate organisational need
• Prima Nota Inc. does not sell, rent, or trade personal information under any circumstances

📄 Download Full Data Management Policy (PDF)

Adopted: 08.12.2025

Purpose

This policy outlines Prima Nota’s approach to the retention, use, and removal of photographic, video, and media materials created in the course of the organisation’s community, cultural, and operational activities.

Media Eligible for Deletion Upon Request

• Personal contact details (phone, email, address)
• Role-based media: committee headshots, solo portraits, biographies provided specifically for organisational representation

These will be removed within 30 days of the request.

Media Not Eligible for Deletion

• Public event documentation (festivals, performances, community events)
• Group photos featuring multiple participants
• Organisational archival media required for grant submissions or annual reporting
• Creative or editorial projects (festival highlights, photo essays, promotional reels)

Legal Basis

Under the Australian Privacy Principles (APPs), group photos at public or community events are not considered “personal data”. Organisations retain copyright and editorial control over media they create. Prima Nota is therefore not required to delete group or event media under any circumstances.

📄 Download Full Media Retention Policy (PDF)

Adopted: 09/03/2026

As a not-for-profit organisation, Prima Nota Incorporated is committed to maintaining the highest ethical standards. This policy ensures that decisions made by the Management Committee are free from improper influence.

1. Definition

A conflict of interest occurs when a person’s personal, professional, or financial interests could interfere with their responsibilities to Prima Nota.

2. Examples include:

• Personal or family involvement in an organisation Prima Nota is engaging with
• Receiving financial benefit from a Prima Nota contract or activity
• Voting on matters where the member has a vested interest

3. Duty to Disclose

Committee members must disclose any actual, potential, or perceived conflict of interest at the earliest opportunity, either verbally during a meeting or in writing to the Secretary.

4. Register of Interests

A written register of declared interests will be maintained by the Secretary and updated annually or as needed.

📄 Download Conflict of Interest Policy (PDF)

Adopted: 08.12.2025

Purpose

This policy defines the behavioural standards that protect the integrity, trust, and professionalism of Prima Nota Inc. It ensures that personal relationships and private matters never compromise the organisation’s governance, reputation, or workplace culture.

Guiding Principles

• Respect: Communicate courteously and treat others with dignity at all times
• Integrity: Keep personal matters separate from organisational responsibilities
• Accountability: Acknowledge and correct actions that may create confusion or reputational risk
• Confidentiality: Never share another person’s private information without their explicit consent
• Transparency: Openly declare any circumstance that might constitute a conflict of interest

📄 Download Professional Boundaries Policy (PDF)

Adopted: 08.12.2025

Prima Nota Inc. is committed to providing a safe, respectful, and inclusive environment for all people involved in its activities. This policy reflects our legal and ethical obligations under the Fair Work Act 2009 (Cth), Work Health and Safety Act 2012 (SA), and Equal Opportunity Act 1984 (SA).

Definitions

Bullying: Repeated, unreasonable behaviour directed towards a person that creates a risk to health and safety.

Harassment: Unwanted behaviour that offends, humiliates, or intimidates another person based on personal characteristics.

Sexual Harassment: Any unwelcome sexual advance or conduct of a sexual nature that makes a person feel offended, humiliated, or intimidated.

Discrimination: Treating someone unfairly because of a protected attribute such as race, gender, age, disability, or religion.

Reporting

Complaints may be submitted verbally or in writing to the Chairperson or Secretary. No person will be penalised for making a genuine complaint. Outcomes may include mediation, written warning, suspension, or referral to external agencies such as SafeWork SA or the Equal Opportunity Commission SA.

📄 Download Full Policy (PDF)

Adopted: 08.12.2025

Prima Nota Inc. is committed to providing a healthy and safe environment for all people involved in its programmes, rehearsals, events, and community activities in compliance with the Work Health and Safety Act 2012 (SA).

Roles and Responsibilities

Committee: Ensure WHS compliance, maintain safe venues and equipment, provide and review risk assessments for major events.

Facilitators and Volunteers: Take reasonable care for their own health and safety, follow safe work procedures, and report hazards or incidents immediately to the Chairperson or Secretary.

📄 Download WHS Policy (PDF)

Adopted: 08.12.2025

This policy exists to prevent injury caused by poor manual handling practices in accordance with the Work Health and Safety Act 2012 (SA) and the Code of Practice: Hazardous Manual Tasks (SafeWork SA).

Safe Lifting Guidelines

1. Plan before lifting: Check the path is clear and know where you will place the object
2. Test the load: If too heavy or bulky, ask for help or split the load
3. Use correct technique: Bend knees, keep back straight, hold load close to body, lift smoothly
4. Avoid awkward postures: Don’t reach, twist, or overextend when lifting or setting down
5. Use mechanical aids: Use carts, trolleys, or wheeled bins for heavier loads

Any injury, strain, or near-miss must be reported to the Chairperson or Secretary as soon as possible.

📄 Download Manual Handling Policy (PDF)

Adopted: 09/03/2026  |  Review Cycle: Annual

1. Policy Statement

Prima Nota Inc. is committed to protecting the safety, wellbeing, dignity, and human rights of all people who interact with the organisation. We have zero tolerance for abuse, neglect, exploitation, bullying, harassment, discrimination, or inappropriate conduct.

Safeguarding applies to: children and young people, vulnerable adults, elderly participants, volunteers, contractors, committee members, and members of the public attending events. All committee members, facilitators, volunteers, contractors, and representatives share responsibility for safeguarding.

2. Scope

This policy applies to all Prima Nota activities including: youth dance rehearsals and performances, adult choir activities, community gatherings, cultural festivals (including Maslenitsa), workshops and public events, online communication platforms, and capacity-building service delivery.

3. Child Safety Commitment

• Upholds the National Principles for Child Safe Organisations
• Complies with the Children and Young People (Safety) Act 2017 (SA)
• Requires Working With Children Checks (WWCC) where legally required
• Ensures appropriate supervision at youth activities
• Provides clear reporting pathways for children, parents, and carers

4. Safeguarding Principles

• Proportionate — aligned to the scale and risk of activities
• Preventative — focused on reducing risks before harm occurs
• Responsive — clear reporting and response mechanisms
• Lawful — compliant with SA and Commonwealth legislation
• Committee-led — overseen by the governing committee

5. Roles and Responsibilities

Committee: Maintain oversight of safeguarding, review incidents and policy annually, ensure compliance with legal obligations.

Chairperson (Safeguarding Lead): Receives and documents safeguarding reports, determines escalation pathway, maintains confidential records.

All Members & Volunteers: Comply with Code of Conduct, report reasonable suspicions of harm, maintain professional boundaries.

6. Reporting

Concerns may be reported to the Chairperson, Secretary, or any Committee Member. If a person is at immediate risk of harm, call 000. Reports will be handled confidentially and promptly.

7. External Reporting

Prima Nota will report suspected criminal conduct to police, comply with mandatory child protection reporting where applicable, and meet ACNC reporting obligations for serious incidents.

📄 Download Safeguarding Policy (PDF)

Review Cycle: Annual  |  Reviewed by Committee: 09/03/2026

Risk Area 1 — Youth Dance Programme

Risks: Inappropriate adult-child boundary crossing, inadequate supervision, bullying between participants.

Controls: WWCC compliance where required; open rehearsal settings (no isolated one-on-one sessions); signed Code of Conduct during induction; parent communication pathways; clear reporting mechanism.

Residual Risk Level: Low to Moderate

Risk Area 2 — Large Public Events (Maslenitsa)

Risks: Child separation, public misconduct, aggressive behaviour, alcohol-related incidents.

Controls: Clearly identified volunteers; event risk management plan; zero tolerance enforcement; escalation to security or police where necessary.

Residual Risk Level: Moderate (managed through planning)

Risk Area 3 — Volunteer Conduct & Power Imbalance

Risks: Boundary crossing, abuse of authority, reputational harm.

Controls: Professional Boundaries Policy; Code of Conduct acknowledgment; committee oversight; complaint process.

Residual Risk Level: Low

Risk Area 4 — Elderly & Peer-Support Settings

Risks: Emotional vulnerability, financial exploitation, health incident.

Controls: No financial advice provided; clear peer-support boundaries; emergency procedures at events.

Residual Risk Level: Low

Risk Area 5 — Online & Social Media

Risks: Harassment, inappropriate contact, misrepresentation.

Controls: Admin moderation; removal of inappropriate content; communication standards.

Residual Risk Level: Low

📄 Download Safeguarding Risk Assessment (PDF)

Step 1 — Immediate Safety

If someone is at immediate risk — call 000.

Step 2 — Report

Report concerns to the Chairperson, Secretary, or any Committee Member. Reports may be verbal or written.

Step 3 — Documentation

The Safeguarding Lead records: date of incident, nature of concern, individuals involved, and immediate actions taken. Records are stored securely and confidentially.

Step 4 — Assessment

The Committee determines:

• Is this a conduct breach?
• Is this a criminal matter?
• Is mandatory reporting required?
• Is ACNC serious incident reporting required?

Step 5 — Action

Possible outcomes:

• Mediation
• Written warning
• Suspension
• Removal from role
• Referral to external authorities

Step 6 — Review

After resolution: controls reviewed, risk assessment updated if necessary.

📄 Download Incident Response Procedure (PDF)