NEVADA MUSIC TEACHERS ASSOCIATION

Affiliated with MTNA 1967
Incorporated 1985

EXECUTIVE BOARD HANDBOOK

Policies & Procedures
January 2000

Jump to:
President · President-Elect · First Vice-President · Second Vice-President · Third Vice-President · Secretary · Treasurer · Immediate Past-President · State Certification Chair · College Faculty Forum Chair · Community Outreach and Education · Independent Music Teachers Forum Chair · Newsletter Editor · Silver State Coordinator

A Brief History of NMTA

In June of 1966, a group of people having the common interest of music met together for the purpose of forming the Nevada Music Teachers Association. Those present were: Professor Howard Chase, Mary Kay Chase, Roger Bushell, Alameda Deen, Marjorie Dickenson, Nina Newell, Gladys Pettid, Louis Pressman, Muriel Shaeffer, and Lora Westbury. The Constitution and By Laws were prepared, approved and voted on in December of that year, making Nevada the 48th state chapter of the Music Teachers National Association.

Conventions were held form 1967 to 1972 in Las Vegas. The first Baldwin Junior piano representative was Lana Smith, a student of Silvia Roetter. Joanne Gaizutis, a student of Ely Haimowitz, was the high school winner.

In April of 1973, the first organizational meeting of the Northern Nevada Music Teachers Association was held at St. John’s Presbyterian Church in Reno. The purpose was to encourage teachers in Reno and surrounding areas to meet monthly and improve standards of teaching and performance. Under the direction of Dr. Ronald Williams, the charter members were: Nancy Taylor (President), Cheryl Toti, Joyce Williams, Margaret Sampson, Kellene Gallagher, Gay Goaslind, Florence Billinghurst, Louis Ronchetti, Kim Wynant, and Kathleen Legere.

The first joint state convention with the Las Vegas Association was held in 1975. In 1978 the decision was made to affiliate with Music Teachers National Association and the local Reno branch became the Silver Circle Chapter. The name was changed to Northern Nevada Music Teachers Association in 1988.

Advantages of this new status for the entire Nevada Association were:

  1. to receive the American Music Teacher magazine
  2. to have opportunities to attend the National Conventions of MTNA
  3. to broaden opportunities for the students of all NMTA
Top 10 Responsibilities of all NMTA Board Members

Every officer is responsible to the membership of the association, to the National Association, and to himself.

  1. Support the State Convention with your attendance and assistance.
  2. If you are new to your position, contact the former chairperson and/or the national office to obtain all the necessary information and materials.
  3. Get organized for the year. Plan your work and work your plan.
  4. Elected officers and chairpersons should attend three (3) board meeting each year. Submit a written report (2 copies), summarizing orally. This will clarify details for the minutes as well as serve as a reference for the president. The written report should be sent to the president in advance of the meeting.
  5. All board members should return telephone calls and e-mail messages as promptly as possible.
  6. Board members should conduct themselves professionally at all times, and especially when representing NMTA in a public setting. Handle “on-the-spot” problems as graciously as possible, promising to look into the issue further at a more appropriate time, and then following through with that promise.
  7. Be committed to serving in your capacity for the 2 year term. If it becomes necessary for you to resign, submit to the president a formal letter of resignation.
  8. Chairpersons of major events (Convention, Silver State, MTNA Competitions) are responsible for finding their own support staff to help these events run smoothly. Keep in mind that you may be training a person who might replace you in the future.
  9. Submit all expenses with receipts to the state treasurer using the expense report form printed in this handbook.
  10. Understand and perform the specific duties of your particular office as outlined in this handbook.
President

The President shall preside at all meetings of the Association, call and preside at meetings of the Executive Board, appoint all standing and special committees, and be the ex-officio member of all committees. (Article VI, Section 1)

IMMEDIATE DUTIES UPON ASSUMING OFFICE

  1. Fill all standing committee and other positions on the board.
  2. Notify MTNA that you have assumed office, and provide them with an updated list of the other officers and board members of December 1 of that year.
  3. Arrange with the treasurer to sign a new signature card for the bank.
  4. Remind all officers and board members to send you copies of any correspondence they conduct.
  5. Gather material for the upcoming reports that you will be filing for the Southwest Division Meeting in January, as well as for the MTNA Convention. Use past reports and directives from National as a guideline. (See State President’s Handbook.)
  6. Draft a tentative yearly schedule for Nevada, including Executive Board meetings, newsletter mailings, and the state convention.
  7. Make necessary travel plans to attend the Southwest Division Meeting held in January.
  8. Meet with the immediate past president and obtain all pertinent files.
  9. Request matching funds for Silver State Competition from National.
  10. Train the President-elect.

REQUIRED MEETINGS FOR DIVISION AND NATIONAL

Southwest Division Meeting (January – report required)
Airfare and $50 towards lodging has been allotted by the board. Submit receipt for airfare.
MTNA Convention (March / April – report required)
Airfare and half of a double occupancy hotel room for the convention has been allotted by the board. Submit receipts for airfare, hotel.
MTNA Leadership Summit (September)
All travel and hotel expenses for the week-end are provided by National.

OTHER SPECIFIC DUTIES

  1. Prepare a written agenda for each board meeting, and mail out the week before.
  2. Be prompt in returning calls and e-mail.
  3. Answer all correspondence from MTNA in a timely manner, being aware of deadlines.
  4. Make certain that all board members receive the same correspondence pertinent to their jobs that is sent to you. (MTNA usually mails out multiple copies, and the president receives a copy of every mailing.)
  5. Assist the treasurer in the preparation of the annual budget.
  6. Work closely with the President-elect and competitions chair in planning the state convention.
  7. Maintain a copy of all important correspondence, especially president’s reports for the past two years, minutes, and financial information, such as recent statements prepared by the Treasurer. (Minutes and financial records should also be maintained by the Secretary and Treasurer.)
  8. Have a working knowledge of MTNA programs. Implement what is feasible for the state and local associations. Share this information at State Leadership Summits.
  9. Secure judges for the MTNA State Competitions. The guest artist generally serves as a judge. Other judges may also present sessions at the state convention. (See artists contract information for guidelines.)
  10. Appoint nominating committee before the first board meeting of the second year in office.

Executive Board Meetings should be held in April (post MTNA Convention), August (pre-state convention), and at the beginning and end of the state convention. April and August meetings may be conducted via teleconference.

Agenda items should be requested from board members two weeks prior, and the agenda mailed out one week prior to the board meeting.

Order of Business for board meetings:
Call to order
Minutes of last board meeting
    This can be eliminated if the secretary mails out the minutes to everyone two weeks beforehand. They need only be corrected and approved by mutual consent.
Reports from officers
Reports from standing committee chairs
Old or unfinished business
New business

President-elect

Convention

The President-elect shall serve in the absence of the President and is responsible for all matters pertaining to the annual state convention, Independent Music Teacher Forum, and any other duties as assigned by the President (Article VI, Section 2)

  1. During the spring months, schedule and secure the dates for convention, generally the first or second week-end in November. (Be aware of the Nevada Day and Veteran’s Day holidays.) It is best to alternate between UNR and UNLV; however in the event that facilities are not available it may be necessary to hold it in the same location twice in a row.
  2. Arrange for workshop clinicians. At least two workshops should be presented, perhaps one on Friday evening and one Saturday afternoon during the competitions.
  3. Prepare material for the convention booklet. (Actual formatting can be delegated if necessary.) Suggested items to be included:
  4. Work with the president and/or local liaison on lodging and transportation needs for the judges and clinicians. Maintain a file of suitable lodging in the area and update as necessary.
  5. Secure a “Hospitality Chair” to provide snacks and beverages for convention attendees, and to arrange for lunch for the judges on competition day and the reception following the guest artist’s concert.
  6. Make arrangements for the Convention Banquet, to be held on the evening of the concert. (This can also be delegated.)
  7. Appoint a “local liaison” to help with some of the details, such as obtaining information about lodging, restaurants, transportation, etc. This liaison should live in the area where the convention is to be held.
  8. Arrange for any publicity and possible photography.
  9. Work closely with the competition chair in planning the convention schedule. The competitions are one of the most important parts of the convention, and every effort should be made to accommodate them.
  10. Keep in close contact with the president regarding all matters and plans for the state convention.
  11. Take charge of the “convention wrap-up” at the closing state board meeting. Get feedback (written or verbal) of praiseworthy events, assess what did not work, and collect suggestions for the future. Compile these in written format for the next convention.

OTHER SPECIFIC DUTIES

  1. Send copies of all relevant correspondence to the president.
  2. Attend the state board meetings and provide a written report (2 copies). If you are unable to be present, mail the report to the president in advance of the meeting.
  3. Attend the state and national conventions.
  4. Keep your own file of various state reports that are filed by the president, as well as minutes of past board meetings. Request that the president send you copies of reports so that your transition to office will be smoother.
  5. Contribute articles pertaining to this office to the state newsletter at least twice a year.

First Vice President

Membership and Foundation

The First Vice President is responsible for membership, MTNA Foundation, and any other duties as assigned by the President. (Article VI, Section 3)

SPECIFIC MEMBERSHIP DUTIES

  1. Maintain a supply of membership materials.
  2. Send copies of all NMTA correspondence to the president and president-elect.
  3. Encourage the establishment of new student chapters and local associations.
  4. Attend the state convention, and make contact with local membership chairs.
  5. Attend the national convention, especially those meetings relating to membership. If you are unable to be present, please designate a substitute to go in your place.
  6. Attend the state board meetings and provide a written report (2 copies). If you are unable to be present, mail the report to the president in advance of the meeting.
  7. Keep copies of current membership handbooks provided by national, and make certain that local membership chairs have this information.
  8. Contribute articles pertaining to this office to the state newsletter at least twice a year.

SPECIFIC FOUNDATION DUTIES

  1. Keep the membership informed about the MTNA Foundation through newsletter articles and a special foundation drive at the state convention.
  2. Maintain records and acknowledge receipt of gifts in writing to contributors.
  3. Present receipts to contributors at the state convention for tax purposes.
  4. Attend the national convention, especially those meetings relating to Foundation. If you are unable to be present, please designate a substitute to go in your place.
  5. Attend the state board meetings and provide a written report (2 copies). If you are unable to be present, mail the report to the president in advance of the meeting.
  6. Send copies of all NMTA correspondence to the president and president-elect.

Second Vice President

Local Associations

The Second Vice President is responsible for local chapters and any other duties as assigned by the President. (Article VI, Section 4)

SPECIFIC DUTIES

  1. Provide necessary networking between the national local associations chair and all local association presidents within the state.
  2. Duplicate correspondence from the national local association chair, including the Annual Report form and the MTNA Local Association Newspage, to send to each local association president.
  3. Submit an annual report to the national association chair, along with the names and addresses of local association presidents. Keep files up to date and provide the president with a written summary of the annual report that is submitted to national.
  4. Collect ALL printed programs (recitals, performance events) from local associations. Mail these to the national office in June.
  5. If possible, visit one meeting of each local association during the year.
  6. Attend the state convention and make personal contact with each of the local association presidents.
  7. Attend the national convention, especially those meetings related to local associations. If you are unable to be present, please designate a substitute to go in your place. Encourage your local association presidents to attend also. Be sure to relay pertinent information that you receive there.
  8. Encourage the affiliation of new local associations and student chapters within the state.
  9. Gather newsworthy items from state local associations and submit to national for possible publication.
  10. Attend state board meetings and provide a written report (2 copies). If you are unable to be present, mail the report to the president in advance of the meeting.
  11. Contribute articles pertaining to this office to the state newsletter at least twice a year.

Third Vice-President

MTNA Competitions

The Third Vice-President is responsible for the state level of the National Student Competitions and other duties as assigned by the President. (Article VI, Section 5)

SPECIFIC DUTIES

  1. Attend state board meetings.
  2. Attend state convention.
  3. Advise the president on the number of judges needed for the MTNA Competitions.
  4. Follow all guidelines as set in the National Competition handbook.
  5. Secure support staff for competition, such as assistants, monitors, and timekeepers.
  6. Arrange for the awards (plaques) which are presented to the winners of the competition.
  7. Submit all competition expense receipts to the Treasurer for payment.
  8. Mail Adjudicator reports to the State President, Division President, Division Chair, National Chair, and National Coordinator. Keep one copy for the file.

Secretary

The Secretary maintains all records of the Association, records the minutes of all meetings of the State Association and Executive Board, sees hat the minutes are in legal form and properly preserved, and performs such duties as may be assigned by the President and the Executive Board. (Article VI, Section 6)

SPECIFIC DUTIES

  1. Mail copies of the minutes to each board member within two weeks of the next board meeting. Send memo to board members reminding them of upcoming meetings.
  2. Attend state board meetings. In the event of absence, arrange for another board member to take the minutes.
  3. Read the minutes to the board for correction and approval, entering corrections as necessary. Reading may be dispensed with if minutes have been mailed in advance.
  4. Provide the president with the exact wording of a pending motion or one previously acted on.
  5. Bring to each board meeting the minutes, a copy of the bylaws, a list of the members, a list of standing committees, and a copy of Robert’s Rules of Order.
  6. Maintain an archive of NMTA materials, e.g. past convention booklets, newsletters, minutes, and other specific materials relating to the organization.
  7. Maintain several sets of mailing labels of members to facilitate mailings.
  8. Maintain a supply of NMTA stationery and envelopes for use and distribution to board members.
  9. Attend the state convention.
  10. Take careful and authentic notes of the proceedings of the meetings. (from publication A Guide for Effective Meetings, Professional Parliamentary Research Unit of Colorado, 1996)

    The minutes should contain what was done by the organization, not what was said by the members.

    The first paragraph of the minutes should contain: the kind of meeting (regular, special, etc.); the name of the organization; the date and time of the meeting, and the place if it is not always the same; the fact that the regular presiding officer and the secretary were present or the names of the persons who substituted for them; and whether the minutes of the previous meeting were read and approved as read, or as corrected.

    The body of the minutes should contain a separate paragraph for each subject matter: all main motions, worded as stated or amended, and whether adopted or defeated. The name of the mover may be included but not the name of the seconder.

    Remarks of a speaker, or details of the program, should not be included.

    The last paragraph should state the hour of adjournment.

    Minutes should be signed with the name and title of the person writing them. “Respectfully submitted” and similar phrases should not be used.

    The secretary should provide the president with a copy of the minutes of the previous meeting well in advance of the next meeting.

    Minutes are the legal record of an organization. They should never be destroyed.

Treasurer

The Treasurer receives all monies and deposits same in the name of the Association with such depository as the Executive Board shall authorize. The Treasurer shall pay all recurring bills, but irregular charges must be authorized by the President with the approval of the Executive Board. The Treasurer is responsible for the maintenance of proper financial records, the preparation of the annual report to the Executive Board, and preparations of all records for the annual audit.

Supplementary Treasurer reports are to be made covering the period July 1st through September 30th to show an accounting of membership dues; and the period October 1st through one month following the annual convention to show convention receipts and disbursements. All reports are to be provided to reach Executive Board members 15 days following closing dates. (Article VI, Section 7).

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend the state convention.
  3. Receives the dues for the National Office and deposits them to the bank account.
  4. Does a monthly bank reconciliation.
  5. Does the quarterly financial statement.
  6. Receives expense statements from members and reimburses funds as necessary.
  7. Manages extra money accounts and with Board approval, makes sure that the association receives the most interest possible.
  8. Receives all state convention registration fees and mans the registration table during convention.
  9. Makes convention badges.
  10. Makes checks for convention artist and judges, including their expenses.
  11. Makes checks for all other convention expenses.
  12. Makes checks for MTNA competition winners to supplement travel expenses to the Division Conference.
  13. Files an annual non-profit statement, along with a filing fee of $15, to the Secretary of State’s office. (Due November.)

Immediate Past-President

SPECIFIC DUTIES

  1. Attend state board meetings.
  2. Serves as a member of the Nominating Committee.
  3. Assist in the orientation process of the new president.
  4. Attend the state convention, serving as an on-site hostess to participants, guests, students, and parents.
  5. Serve in an advisory capacity to the president and other officers.

State Certification Chair

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend the state convention.
  3. Recruit candidates for MTNA Professional Certification.
  4. Secure mentors, when request ed, for candidates applying for MTNA Professional Certification.
  5. Answer any questions regarding the MTNA Professional Certification Program.
  6. Promote the MTNA Professional Certification Program within the state via State Association Journals and/or Newsletter, phone, e-mail, speaking engagements. Publish the names of newly certified and renewing members.
  7. Inform the membership about special educational opportunities that prepare teachers for MTNA Proficiency and Certification Examinations.
  8. Make arrangements for site, date, room and time for administering MTNA Proficiency and Certification Examinations at State Association Conventions and other venues as directed by the National Certification Commission (NCC).
  9. Notify certification candidates of necessary details for taking examinations as directed by the NCC.
  10. Administer examinations as directed by the NCC.
  11. Arrange for the examinations to be administered/monitored by either a state association officer of an NCTM in the event you are unable to do so.
  12. Provide substitute administrator/monitor with necessary materials and information for the task.
  13. Encourage retention of NCTM's through the MTNA Professional Certification Renewal Program.
  14. Maintain accurate, updated records on all certified members. Send to the convention chair by September 1st a current list of certified members for publishing in the state convention brochure.

College Faculty Forum Chair

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend state convention.
  3. Encourage a line of communication between university faculty and the local association.
  4. Encourage university students and faculty to become members of MTNA.
  5. Name a graduating senior to receive an award of a one-year free active membership to MTNA.
  6. This should be presented at the institution’s spring awards event. Criteria for the award are:
  7. Contribute articles pertaining to this area to the state newsletter at least twice a year.

Community Outreach and Education

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend state convention.
  3. Keep a current Community Outreach and Education Handbook.
  4. Contact your State Commission for the Arts for a listing of the arts advocacy organizations in your state.
  5. Distribute the list of Arts Advocacy Organizations to the membership and to students and parents.
  6. Communicate with local MENC members for sharing information about advocacy activities.
  7. Maintain a record of COE projects and activities.
  8. Plan a meeting or project for the state convention.
  9. Keep a file of articles on the effects of music and intelligence to distribute to colleagues and students.
  10. Contribute articles pertaining to this area to the state newsletter at least twice a year.
  11. Be a liaison to the public.

Independent Music Teachers Forum Chair

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend the state convention.
  3. Plan and conduct an IMTF session at each state convention, if asked.
  4. Seek ideas, discover concerns, offering solutions on IMTF issues at local levels.
  5. Respond promptly to all requests for information from state members and MTNA.
  6. Prepare and mail an annual report to National IMTF Chair. Duplicate the reports and mail copies to the State President and Southwest Division Chair.
  7. Contribute articles of interest to all members to the state newsletter at least twice a year.

Newsletter Editor

SPECIFIC DUTIES

Nevada Notes should be mailed out in Winter (January), Summer (June), and Fall (September).

  1. The winter issue should have a report on the state convention held in November, as well as the results of the Southwest Division Competition.
  2. The summer issue should contain information about the Silver State Competition, application, and a reminder about dues renewals. Also, possibly a wrap-up summary by local association presidents of their year’s events and MTNA National Convention highlights.
  3. Fall is primarily devoted to the upcoming state convention, with a tentative schedule of workshops and clinicians, the guest artist, and registration forms.
  4. Maintain an archive of past newsletters.

Note: The board has allotted $100 per issue to be paid to a non-member of MTNA for editing the newsletter. It is the president’s responsibility to delegate this or do it.

The editor is invited to attend executive board meetings, but does not have to vote.

Silver State Coordinator

SPECIFIC DUTIES

  1. Attend state board meetings and provide a written report (2 copies). If you are unable to attend, mail the report to the president in advance of the meeting.
  2. Attend the state convention.
  3. Have active knowledge of the following:
  4. Review guidelines, procedures, and application annually and recommend revisions or updates to the state board.
  5. Communicate frequently with the local chairs from May (spring board meeting) through October (competition date) to assist and direct them with all procedures.
  6. Make sure the policies and procedures are consistent in both local associations.
  7. All situations regarding financial matters or major changes in the procedures as currently stated must have approval of the state board.